APOSTILLE GUIDE
Common Apostille Mistakes That Cause Delays
Most apostille delays aren't caused by the government. They come from small problems with the document itself, caught only after it's been mailed, rejected and sent back. Here are the mistakes that cost people the most time, grouped by where they happen, and how to avoid each one.
Over 20 years in business · Thousands of documents processed · 600+ five-star Google reviews
BEFORE YOU SEND ANYTHING
Check these four things
Most rejections come from one of them.
- The right version of the document
- A complete notarial certificate
- The right office for your document
- Recent enough for the receiving country
Why small mistakes cost so much time
An apostille office doesn't fix problems. If something is wrong, the document comes back unapostilled, often by mail, and you start over. With a deadline for a visa, a closing or a wedding abroad, one rejection can mean missing it. Every mistake below is easy to prevent once you know to look for it, and checking for them before anything is filed is a big part of what we do.
Mistakes with the document itself
- Sending a photocopy or printout. Apostilles go on originals or properly certified copies. A scan, printout or plain photocopy can't be apostilled.
- Using the wrong kind of certified copy. Birth, marriage and death certificates must be certified copies from the city, town or state that issued them. A notary can't certify a copy of a public record. See Certified Copies.
- Using an outdated version. Some records have been replaced, like Puerto Rico birth certificates issued before July 1, 2010. See Puerto Rico Birth Certificates.
- Taking it apart. Removing staples, separating pages, laminating or writing on a document can make it look altered, and it may be refused.
- Missing pages or attachments. Send every page, including exhibits, attachments and the back of two-sided documents.
Mistakes with the notarization
- An incomplete notarial certificate. The notary's signature, printed name, seal and commission expiration date all need to be there. A missing piece is one of the most common rejections.
- Signing before the appointment. The notary must watch you sign or take your acknowledgment in person.
- The wrong type of notarization. Some documents need an acknowledgment, others a jurat (a sworn statement). The receiving office may specify which.
- Notarizing something that shouldn't be. FBI background checks and vital records go to the apostille office as they are. Adding a notary stamp can cause problems.
- Remote or electronic notarization the state won't accept. Some states, including Delaware, won't apostille remotely notarized documents. Check before you sign online.
- A name that doesn't match. The name you sign should match your ID and the name in the document.
Mistakes with where it goes
- Sending it to the wrong state. Each state only apostilles its own documents. A document notarized in New Hampshire goes to New Hampshire, even if you live in Boston.
- Apostilling school records in the state where you live. A diploma or transcript is apostilled by the state where the school is located, with the school in the chain. A Texas apostille on a Massachusetts school's record is wrong, however it was notarized. See How to Apostille a Diploma or Transcript.
- Sending a federal document to a state. FBI checks, naturalization certificates and IRS Form 6166 go to the U.S. Department of State. See Federal Documents.
- Getting an apostille for a non-Hague country. Countries like the UAE, Qatar, Egypt and Jordan need authentication and embassy legalization instead. See Document Authentication.
- Getting an apostille for use in the U.S. Apostilles are only for other countries. If it's staying here, you don't need one.
- Not saying where it's going. Apostille requests should name the destination country so the right certificate is issued.
Mistakes with timing
- Letting it get too old. Many countries only accept documents issued within the last three, six or twelve months. FBI checks and vital records are the usual culprits.
- Starting with too little time. Federal apostilles and embassy legalization take longer than state apostilles. Start those first. See How Long It Takes.
- Translating in the wrong order. Some countries want the apostille translated too, so the translation has to come after the apostille. Others want a sworn translator in their own country.
- Ordering only one copy. Applying in more than one country, or to more than one office? Each one may need its own apostilled original.
Mistakes with shipping
- Mailing without tracking. Always use a trackable service and keep the number.
- No return envelope or the wrong return address. Mailed requests need a prepaid, correctly addressed return envelope.
- Sending originals you can't replace. Some documents, like a passport, should never be mailed. A certified copy may work instead.
How we prevent these problems
- 1
We start with the country
Where the document is going decides everything: apostille or legalization, translation, how recent it must be.
- 2
We check the document
Version, notarial certificate, pages and names, before anything is filed.
- 3
We send it to the right office
Massachusetts documents are filed in person in Boston, other states by mail, federal documents through our DC Satellite Office.
- 4
We plan around your deadline
Including translation and shipping, so it arrives in time.
A quick checklist before you send anything
- Is it the original or a properly certified copy?
- Is every page there, still stapled the way it was issued?
- If it's notarized, is the notarial certificate complete: signature, name, seal and commission expiration?
- Was it notarized or issued in the state that will apostille it?
- Is it a federal document that needs to go to the U.S. Department of State?
- Does the destination accept apostilles, or does it need embassy legalization?
- Is it recent enough for the receiving office?
- Does it need a translation, and should the translation come before or after the apostille?
- Is it going with tracking, and with a prepaid return envelope if you're mailing it?
If you can't answer one of these with confidence, ask us before you send anything. A quick check now can save weeks.
How academic records get notarized for an apostille
Massachusetts will apostille an academic record notarized with any of its four notarial acts: acknowledgment, jurat (affidavit), signature witnessing or copy certification. Which one you need is usually set by whoever receives your documents, so we confirm their requirements before we start.
School official acknowledgment
A school official signs your diploma, transcript or verification letter before the notary, and the notarial certificate names the official, their title and the school. Ministries of education and universities abroad often require this.
School official affidavit
The registrar signs a separate sworn statement confirming your graduation and that the attached records match the school's files, and the notary notarizes it. Spain's Ministry of Education, for example, accepts only this or an acknowledgment. See our Spain guide.
Certified copy, only if your recipient accepts it
As the owner of your diploma, you present the original and we notarize a certified copy, then get the apostille in 1–2 business days. Many recipients won't accept a copy certification, so please confirm with yours first.
Prepared right the first time
We coordinate with the registrar, prepare the notarial certificate with the details your recipient requires, and file with the Massachusetts Secretary of the Commonwealth. For the school-certified routes, you don't need to come to Boston.
Frequently asked questions
What's the most common reason an apostille request is rejected?
The wrong version of the document. Photocopies, printouts and uncertified copies can't be apostilled. Vital records and court records need a certified copy from the issuing office, and notarized documents need a complete notarial certificate.
Can I send my document to Massachusetts if it's from another state?
No. Each state only apostilles its own documents, and federal documents go to the U.S. Department of State. A document notarized in another state is apostilled by that state.
How recent does my document need to be?
It depends on the receiving country and office. Many want documents issued within the last three, six or twelve months, especially FBI checks and vital records. Check the instructions you were given, or ask us.
What happens if my apostille request is rejected?
The document comes back unapostilled, and you have to fix the problem and start again. That's why we check every document before it goes to the state.
Can you check my document before I send it?
Yes. Tell us the document and the destination when you request a quote, and we'll confirm it's in the right form before anything is filed.
Want us to check your document first?
Tell us what it is and where it's going. We'll confirm it's ready before anything is filed.