US documents for use abroad
Apostille, authentication, or legalization: which does your document need?
Last reviewed .
Use an apostille when the country where you will use the document is a party to the Hague Apostille Convention and the Convention is in force between it and the United States. Otherwise the document usually needs authentication followed by legalization at the destination's embassy. In both cases the certificate comes from the competent authority where the document was issued, not from a private company.
Key facts
| Fact | What the source says | Source |
|---|---|---|
| What an apostille replaces | Traditional legalization, for covered public documents between Convention parties | Official source |
| Who issues it | The competent authority where the document originates | Official source |
| Federal documents | The US Department of State authenticates federal records, such as an FBI result | Official source |
| State documents | The designated state authority, usually the Secretary of State | On this site |
| e-Apostille | An official digital issuance with an electronic signature and certificate. HCCH says it cannot be refused just because it is electronic | Official source |
How do you know which route applies?
Check two things: where the document was issued and where it will be used. Then look up the destination's current status on the HCCH status table, not an old blog list. Countries join the Convention and the date it takes effect matters. Canada, for example, began applying it on January 11, 2024, so older Canadian legalization instructions describe the earlier process.
If the destination is not a Convention party, ask its embassy for the exact chain of certificates it wants. There is no single sequence for every non-Convention country.
Who issues the apostille for a US document?
It depends on who signed the document. A federal record goes to the US Department of State. A state record, such as a birth certificate or a notarized document, goes to the designated authority of the state that issued it, even if you now live somewhere else. A private service can prepare and deliver the request, but it is never the competent authority.
Is a scanned apostille an e-Apostille?
No. HCCH describes an e-Apostille as an official digital issuance with an electronic signature and a secure digital certificate. An emailed scan of a paper apostille is just a copy. Some destinations, such as certain teaching programs, still ask for a physical apostille, so check before choosing.
What should you record before ordering?
| Question | Evidence to collect |
|---|---|
| What document is it? | Issuer, title, date, signature and certification |
| Where was it issued? | Country, and the state or federal authority |
| Where will it be used? | Country, receiving organization and purpose |
| Which route applies? | Current competent-authority and receiving-authority instructions |
| What do you submit? | Original, certified copy, or an expressly accepted electronic record |
| What comes back? | Paper certificate or an official electronic issuance |
| Is translation needed? | Language, translator qualification and what the translation must cover |
Checklist before you start
- Identify who signed the document: a federal agency, a state official, a notary or a court.
- Check the destination on the HCCH status table.
- Read the receiving authority's instructions for format and age.
- Send state documents to the issuing state, not your current state.
- Ask whether a paper or electronic apostille is accepted.
- Decide whether translation happens before or after the apostille.
Common questions
Can a notary in my state apostille my FBI check?
No. An FBI result is a federal record, so the US Department of State authenticates it. A state notary or county clerk cannot replace the federal authority.
Does an apostille make a document valid abroad?
It certifies the signature and seal on the document. It does not make an unsuitable or outdated document acceptable to the receiving authority.
What if the destination is not in the Apostille Convention?
The document usually needs authentication and then legalization by the destination's embassy or consulate. Ask that embassy for its current chain.
Official sources
- Apostille Section. Hague Conference on Private International Law (HCCH).
- Authenticate your document. US Department of State.
Sources checked . Official pages change. Use the source over this summary if they differ.
Want us to prepare it?
The official route above is free to follow yourself. If you would rather hand it off, we prepare it for you.
Federal apostille, any document. USD 119 standard case. Government fees pass through at cost. The written quote is final.
Tools and data on this site
Related guides
General information from official sources, not legal advice. The receiving authority decides what it accepts. Confirm its current instructions before you order or send anything. US Expat Desk is a private company. We are not affiliated with the US government, the State Department, or the FBI.