An apostille confirms the signature and seal on a public document for use abroad. State documents are apostilled by the issuing state, federal documents by the U.S. Department of State.
Last reviewed: October 1, 2026
Key facts
| What it is | A certificate under the 1961 Hague Apostille Convention |
|---|---|
| Who issues it for state documents | The issuing state’s Secretary of State or equivalent office |
| Who issues it for federal documents | U.S. Department of State, Office of Authentications, requested with Form DS-4194 |
| Form and payment | Set by each state. See the state pages linked below. |
What is an apostille?
An apostille is a one-page certificate attached to a public document. It tells a foreign authority that the signature, the signer’s capacity and the seal on the document are genuine.
It does not confirm that the contents are true. Apostilles are used between countries that joined the 1961 Hague Convention. For other countries, states issue a different certificate, called an authentication, a certification or, in Virginia, a “Great Seal”.
Is my document a state document or a federal document?
It depends on who signed it. A document signed by a state or county official, or notarized by a state notary, is a state document. A document signed by a federal official is a federal document.
State documents include vital records, court orders, notarized papers and company certificates. Only the issuing state can apostille them.
Federal documents go to the U.S. Department of State with Form DS-4194. An FBI Identity History Summary is one. The Office of Authentications lists about five weeks by mail, seven business days for walk-in drop-off, and same day by appointment, on a page last updated December 22, 2025. For that route, see our FBI apostille service. Our FBI background check with apostille is published at $295.
Which office issues apostilles in each state, and what does it charge?
Each state sets its own office, fee and timeline. These figures are from official state pages checked on October 1, 2026.
| State | Issuing office | State fee | Typical state timing | Our guides |
|---|---|---|---|---|
| New York | Department of State, Division of Licensing Services, Apostille and Authentication Unit | $10 per document. $3 more where a county clerk must certify first. | Same-day walk-in at five offices, up to 10 documents. No official mail time is published. | New York apostille service; death certificate; name change; notarized document |
| California | Secretary of State, Notary Public Section (Sacramento and Los Angeles counters) | $20 per apostille. In person, $6 more per signing official. | In person: typically within 30 minutes. Mail: as of October 1, 2026, Sacramento was working on requests received 09/17/2026. | California apostille service; birth certificate |
| Washington | Secretary of State, Corporations and Charities Division (Tumwater and Cheney counters) | $15 per document. Expedited: $100 more per 10 documents. Same day in person: $150 more for the first 10. | Standard: 7-10 business days. Expedited: 2-3 business days. Same day: while you wait. | Washington apostille service; notarized document |
| Indiana | Secretary of State, Business Services Division (Indianapolis) | $2 per authentication. No fee for Indiana birth and death certificates, adoption documents, and student transcripts and diplomas. | Mail: normally 1-2 business days from receipt. In person: while you wait, within document limits. | Indiana apostille service; court document |
| Virginia | Secretary of the Commonwealth (Richmond) | $10 per document. $5 for qualifying additional documents for the same country. | Mail: 7-10 business days from when you send. Appointment: most completed the same day. | Virginia apostille service; birth certificate |
| Florida | Department of State, Division of Corporations (Tallahassee) | $10 per document. $20 for documents certified by a Clerk of the Court. | Walk-in: most completed while you wait. Mail: as of October 1, 2026, processing requests dated 09/08/26. | Florida apostille service; birth certificate |
| Delaware | Secretary of State, Division of Corporations (Dover) | $30 per document for commercial use. $30 total for personal documents presented together. | Typically the same business day. Paid 24-hour, same-day and 2-hour tiers. | Delaware apostille service; certificate of good standing |
These are government fees, not AI Fingerprinting’s prices. Queue dates change daily.
How does the apostille process work?
- Identify who signed the document. That decides whether it goes to a state office or to the U.S. Department of State.
- Get the right version: an original or a certified copy from the issuing office. Photocopies are refused.
- Complete any step the state requires first, such as county clerk certification in New York or a notarization for private documents.
- Fill in the state’s request form or cover letter, and name the destination country.
- Pay the state fee in the form that office accepts.
- Submit by mail or in person, with a prepaid return envelope, and check the certificate when it comes back.
What state apostilles look like
Every apostille has the same ten numbered fields, but the certificates look different. These notes come from real samples.
- New York: script “Apostille” title, blue printed seal, “NYC-” number prefix on New York City issues.
- California: three languages, black printed Great Seal, form number NP-40.
- Washington: certified at Tumwater, blue “Invalid if Removed” corner stamp.
- Indiana: certified at Indianapolis, blue state-seal stamp at the right edge.
- Virginia: three languages, gold foil starburst seal, destination country in field 1.
- Florida: blue-gray security paper, gold printed seal, form number DSDE 99.
- Delaware: plain thin-line box, typewriter-style type, gold foil seal.
Common reasons for rejection
The states’ own rules point to the same few mistakes.
- A federal document sent to a state, or one state’s record sent to another.
- A photocopy in place of an original or certified copy.
- A signature the state does not have on file.
- Incomplete notarial wording.
- No destination country on the form.
- Payment in a form the office does not take.
How AI Fingerprinting helps
AI Fingerprinting is a private document service. We are not a government agency and not a law firm. Our office is at 201 NE Park Plaza Dr #221, Vancouver, WA 98684, open Monday to Friday, 9 am to 5 pm. We accept mail-in requests from anywhere in the United States.
We start with one question: who signed your document? From there we tell you which office it goes to, which version to order, and what the government will charge.
State apostille pricing is by quote. Tell us the state, the document type and the destination country.
Frequently asked questions
What is the difference between an apostille and an authentication?
An apostille is for countries in the 1961 Hague Convention. For other countries, states issue an authentication or certification instead.
Can I get an apostille in the state where I live now?
Only if that state issued the document. A birth certificate, court order or notarization is apostilled by the state it came from.
Who apostilles an FBI background check?
The U.S. Department of State. An FBI Identity History Summary is a federal document, and state offices do not apostille it.
Which of these states is fastest by mail?
Delaware typically processes requests the same business day, and Indiana lists 1-2 business days from receipt.
Does AI Fingerprinting have offices in these states?
No. AI Fingerprinting’s office is in Vancouver, Washington. Requests for other states are handled as a mail-in service.
How do I know whether my destination country accepts apostilles?
Ask the authority that will receive the document, or check the Hague Conference’s list of member countries before you apply.
This page is general information, not legal advice. Rules, fees and processing times change. Confirm them with the issuing office, and confirm what the receiving country’s authority requires.
Ready to get your apostille?
Tell us what document you have and where it is going. We will reply with a quote.
Sources
- U.S. Department of State: Apostille Requirements
- U.S. Department of State: Office of Authentications
- New York Department of State: Apostille or Certificate of Authentication
- California Secretary of State: Request an Apostille
- California Secretary of State: Processing Times
- Washington Secretary of State: Fee Schedules and Priority Services
- Indiana Secretary of State: Authentications
- Secretary of the Commonwealth of Virginia: Authentications
- Florida Department of State: Apostille and Notarial Certification
- Delaware Division of Corporations: Apostilles and Authentications