Virginia apostilles are issued by the Secretary of the Commonwealth in Richmond for $10 per document. Each one names a single destination country and needs a system-generated cover letter.
Last reviewed: October 1, 2026
Key facts
| Issuing office | Secretary of the Commonwealth of Virginia, Authentications |
|---|---|
| State fee | $10 per document (not per page). $5 for each additional document signed by the same official on the same date for the same country. |
| State processing time | By mail: 7-10 business days from when you send the documents. By appointment: most requests are finished the same day. |
| Where issued | Richmond, VA. Courier and in-person address: 400 East Cary Street, Richmond, VA 23219. USPS address: 1111 East Broad Street, Richmond, VA 23219. |
| Form | A cover letter created in the state’s online authentications system. It must be printed and included. |
| Payment | Check or money order payable to the Secretary of the Commonwealth. |
Who issues apostilles in Virginia?
The Secretary of the Commonwealth issues every Virginia apostille, from its office in Richmond.
The office checks one thing. In its own words, the authentication “only verifies that the Virginia Notary, Virginia Clerk of Court or Virginia Deputy State Registrar is listed in our system, and they have notarized or issued your document correctly.” See the Secretary of the Commonwealth’s Authentications page.
How much does a Virginia apostille cost?
The state fee is $10 per document, not per page. A discount applies in one narrow case.
If several documents were signed by the same official, on the same date, and are going to the same country, the first is $10 and each additional one is $5. Payment is by check or money order. The state warns that overpayments of $5 or less may not be refunded. This is the government fee only. AI Fingerprinting’s service fee is separate: request a quote.
How long does a Virginia apostille take?
By mail, Virginia states 7-10 business days from when you send the documents. In person, most requests are completed the same day as the appointment.
Virginia has no paid expedite tier. The appointment is the fast route, and it has limits. Appointments run Monday to Thursday. Booking opens online on Fridays at 10:00 AM, for the following week only. Each customer or family may bring at most 10 documents, and no more than two people may attend. Government ID is required.
Why does a Virginia apostille say one country “ONLY”?
Virginia prints the destination on the certificate itself. The line reads “Issued to the Consulate/Country of: [country] ONLY.”
You cannot reuse it for a second country. If the same document is going to two countries, plan for two apostilles.
What is Virginia’s 12-month rule?
Virginia rejects documents that are more than 12 months old in three categories: vital records, notarizations and court documents.
A vital record must have been issued within the past 12 months. A notarization dated more than 12 months ago is refused. So is a court document older than 12 months. If yours is older, get a fresh certified copy or a new notarization first.
How do I get a Virginia apostille by mail?
- Confirm the document is a Virginia document with an original signature from a Virginia notary, clerk of court or Deputy State Registrar.
- Check the date. Vital records, notarizations and court documents must be less than 12 months old.
- Create the cover letter in the state’s online authentications system and print it. Name the destination country.
- Write a check or money order to the Secretary of the Commonwealth for $10 per document, or $10 plus $5 where the discount applies.
- Mail the document, cover letter, payment and a self-addressed prepaid return mailer to Richmond. With a courier label, list yourself as both sender and recipient. Do not list the state office as the sender.
What is the difference between an apostille and a Great Seal in Virginia?
Virginia issues two formats. An apostille is for countries in the 1961 Hague Apostille Convention. A “Great Seal” authentication is for countries that are not.
Virginia will not authenticate documents for use inside the United States, documents from other states, or federal documents. Federal documents go to the U.S. Department of State.
What a Virginia apostille looks like
A Virginia apostille is a plain white page with a boxed certificate and a gold foil seal. It is stapled at the top left to your document.
- Header: a small grayscale state seal, “Commonwealth of Virginia”, the Secretary of the Commonwealth’s name, and a template revision line (“Document revised February 2, 2024” on a 2026 sample).
- Languages: three. Each of the ten numbered fields is labeled in English, with French and Spanish beneath in smaller type.
- Country line: field 1 carries the extra “Issued to the Consulate/Country of … ONLY” line.
- Place and signer: certified at “Richmond, VA” by “The Secretary of the Commonwealth”.
- Number format: eight digits, a hyphen, then one digit.
- Seal: a large gold foil starburst seal with a serrated edge, showing the Virginia seal and the motto “Sic Semper Tyrannis”.
- Disclaimers: below the box, in English, French and Spanish. They say the apostille certifies only the signature, capacity and seal, and is not valid for use within the United States.
Common reasons for rejection
Virginia publishes its rejection reasons. These are the ones we would check first.
- The notarization, court document or vital record is more than 12 months old.
- The notarial certificate lacks a proper acknowledgement, or omits the state and city or county.
- The notary’s registration number or expiration date is missing or wrong.
- The notary stamp is not an exact match to the commissioned name.
- A court document lacks a “Certification of Official Record/Triple Seal”, or the clerk’s name is illegible.
- The document is a photocopy, or was issued outside Virginia.
The full list is on the state’s Document Rejection page.
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.
For Virginia, the details matter more than the fee. Before anything goes to Richmond, we look at the date on your document, the notarial wording and the destination country. We can prepare the required cover letter and the return mailer with you. If your document is too old, we tell you before you pay a state fee.
Our price for Virginia apostilles is not published. Request a quote for your documents.
Frequently asked questions
Can I walk in to the Secretary of the Commonwealth without an appointment?
No. In-person service is by appointment only, Monday to Thursday. Appointments are booked online on Fridays at 10:00 AM for the following week only.
Can I use one Virginia apostille for two countries?
No. A Virginia apostille names one destination country followed by the word ONLY. A second country needs its own apostille.
Does Virginia have an expedited apostille fee?
No. Virginia does not list a paid expedite option. The faster route is an in-person appointment, where most requests are completed the same day.
Can Virginia apostille a document notarized in another state?
No. The Secretary of the Commonwealth does not authenticate out-of-state documents. The document must go to the state where it was notarized or issued.
Is the Virginia apostille issued online?
No. The online system only creates the cover letter. The document itself is submitted on paper, by mail or at an appointment.
How should documents be fastened when I send them to Virginia?
Virginia asks that documents be secured with a staple or a paperclip, and that they carry original signatures.
This page is general information, not legal advice. Confirm the exact requirements with the authority in the country where the document will be used, and check current fees with the Secretary of the Commonwealth.
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