US documents for use abroad
How do you prepare birth, marriage, court, and degree records for use abroad?
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Treat each record as its own job. Identify who can issue a certified version, whose signature is on it, and which authority can authenticate that signature. A birth certificate, a divorce decree and a diploma can each follow a different route, even when they are for the same visa file.
Key facts
| Fact | What the source says | Source |
|---|---|---|
| Vital records | Issued by the vital records office of the state, and sometimes the county, where the event happened | On this site |
| Federal court records | Certified by the court clerk, then authenticated by the federal route | On this site |
| Copies | A photocopy, a notarized copy and a certified copy are not interchangeable | Official source |
| Apostille authority | The competent authority where the record originates | Official source |
Why does each document need its own plan?
One application can mix a state birth certificate, a county marriage record, a court divorce decree and a university diploma. Each one has its own issuer, its own certification and its own authentication route. Bundling them in one order is fine, but the plan should still show each document's path. One finished document does not prove the others were done correctly.
Should you notarize a copy of a vital record?
Not unless the issuing office or the receiving authority tells you to. Most destinations want a certified copy issued by the vital records office, which the state can then apostille. A notarized photocopy often goes through a different route and may not be what the destination asked for.
What about diplomas and transcripts?
Separate the qualification itself, the school's certification, any notarized statement, the apostille and the destination's recognition of the qualification. A degree can be properly apostilled and still not meet a foreign licensing or recognition rule. Check the recognition body for your profession or study program.
What about court orders and powers of attorney?
Know the legal use before arranging signatures. A power of attorney that is signed and apostilled may still not work for the transaction you intend. For court records and legal instruments, the court, registry or receiving authority, and local counsel where needed, decide whether the document does its job.
Checklist before you start
- List every document the receiving authority asked for.
- For each one, note the issuing office and its state or federal level.
- Check the maximum age the destination accepts for each record.
- Order certified copies directly from the issuing office.
- Confirm which authority will apostille or authenticate each signature.
- Decide which documents need translation and in what order.
Common questions
Who issues an apostille for a marriage certificate?
The designated authority of the state where the marriage was recorded, usually its Secretary of State, after you have a certified copy from the issuing office.
Can a divorce decree be apostilled?
Yes, as a certified court record. The court clerk certifies it, then the competent authority for that court's signature issues the apostille.
Does an apostilled diploma mean my degree is recognized abroad?
No. The apostille certifies the signature. Recognition of the qualification is a separate decision by the destination's education or licensing body.
Official sources
- Apostille Section. Hague Conference on Private International Law (HCCH).
- Request an apostille. California Secretary of State.
- 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.
Court records, certified and apostilled. USD 149 plus court and state fees. Government fees pass through at cost. The written quote is final.
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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.