How Our Apostille Service Works, Step by Step

What to expect from start to finish

At a high level, the apostille process has four parts. You apply online and tell us what you need. You send us the document, or email it if it is an FBI report. We file it with the correct authority and add any notary, translation, or legalization steps. Then we return your finished documents by the courier you choose and you track every stage online. Most people are surprised by how little they have to do once the order is placed.

The part that trips people up is not the steps. It is the details inside them. Which version of the document do you need? Which office handles it, the state or the U.S. Department of State? Does your destination country accept an apostille, or does it need full embassy legalization? Getting any of these wrong means weeks of delay and often a second fee. That is why every order starts with a free review, where we confirm the path before you pay anything. The rest of this page explains each step, the price, and the timeline in plain language.

Each step, explained

What is included in every order

One reason clients trust our pricing is that the essentials are built in. You are not quoted a low number and then charged for the parts you assumed were included. Every Apostille Depot order comes with the following.

• The government filing fee, included in the package price rather than added at the end.
• A free document review before processing, so eligibility problems are caught early.
• A quality control check on the finished apostille so it is accepted on the first submission.
• Return shipping by first class or priority mail, depending on your package.
• Access to our online tracking portal for the life of your order.
• 24/7 customer support if you have a question at any stage.

The only costs beyond the package price are optional add-ons you choose, like certified translation or expedited courier return, and the per-case consular fees for non-Hague legalization. We always show you those before you commit.

How to send your documents

Once your free review confirms the path, send us the document so we can process the apostille. Mail state-level records using a tracked courier such as FedEx or UPS. The post office is cheaper, but it is less reliable for records you cannot easily replace. Send to:

Apostille Depot
1215 Main St, Unit 115
Tewksbury, MA 01876
United States

FBI background checks are the exception. You do not mail an FBI report. Email the PDF to info@apostilledepot.com and we handle the federal apostille remotely. Include your return method and address so we can ship the finished documents back without delay. For full contact details and a map, see our contact page.

Why we review every document for free first

Almost every apostille delay traces back to a handful of avoidable mistakes. A laminated keepsake certificate that cannot be apostilled. A certified copy that is too old for the destination. A document sent to the state when it needed the federal Department of State. A missing notarization or translation. An apostille used where embassy legalization was required. Each of these costs weeks and often a second government fee.

The free review exists to catch all of these before your document leaves your hands. You send a scan or photo, tell us the destination and purpose, and we confirm the document is eligible, the version is correct, and the path is right. It costs nothing and there is no obligation to order. It is the single most useful thing we do, and it is why our reorder rate stays low.

How the process differs by document

The four steps are the same for every order, but the details inside them change depending on what you are authenticating. Here is how the process works for the documents we handle most.

Birth, marriage, and death certificates

These vital records are apostilled by the Secretary of State in the state that issued them. You need a current certified copy, not a laminated keepsake or a hospital souvenir. We confirm you have the right version, then file it with the correct state office. See the dedicated pages for a birth certificate, marriage certificate, and death certificate.

FBI background checks

An FBI report is a federal document, so it is apostilled by the U.S. Department of State, not a state office. Because it is delivered as a PDF, the whole process is remote. You email the report and we handle the rest, which is why this service is fully online.

Diplomas and transcripts

Academic documents often need to be notarized or certified by the issuing school before they can be apostilled. We sequence those steps and apostille your diploma or transcript for study, teaching, or licensing abroad.

Powers of attorney and corporate documents

Documents you sign, like a power of attorney, are notarized first, then apostilled. Corporate records such as articles of incorporation may need a certificate from the state before authentication. We handle single documents and high-volume corporate orders the same careful way.

How to plan your apostille timeline

The single best way to avoid stress and rush fees is to start early, but not too early. That sounds contradictory, so here is what it means in practice.

Start early enough that standard processing fits inside your deadline. Our Economy package takes one to three weeks for state documents, and FBI report apostilles take two to six weeks. If your deadline is months away, Economy is usually all you need. If it is days away, choose Express, which delivers state documents in one to five business days. When you are unsure, send us the document and the deadline and we will tell you which package is realistic.

At the same time, do not order so early that the issue date becomes a problem. Some countries, especially for residency and Golden Visa applications, want the document and apostille issued within a recent window, often three to six months. Apostille a birth certificate a year before you submit it and you may be asked to redo it. We help you time the order to the destination's rule, so your finished apostille is both ready and still valid when you need it.

Finally, build in a few extra days for shipping at both ends, especially if you are sending from outside the United States. Tracked courier service protects your documents and gives you a clear delivery date to plan around.