Apostille — Frequently Asked Questions

A Hague Apostille is a standardized certificate issued by a government authority under the 1961 Hague Convention. Where the Convention is applicable, a valid apostille must be recognised as authentication of the document's origin, not as automatic approval of its contents, age, translation or fitness for the intended procedure — it does remove the need for additional embassy or consulate legalisation steps for covered documents.

As of 2026, over 125 countries are members, including the United States, Spain, all EU countries, most of Latin America (Mexico, Colombia, Argentina, Peru, Ecuador, Brazil, etc.), China (in force 7 November 2023), Saudi Arabia (2022) and Canada (2024). Non-members include the UAE, Qatar, Kuwait.

For an eligible public document, the route depends on whether the Apostille Convention is in force between the issuing and receiving States, plus any objections, document-scope issues or exemptions. Where it applies, an apostille — a single-step certification of the document's origin by a competent authority — is the authentication. Where it does not, the receiving State's procedure applies, typically a multi-step consular chain (for US documents: local notarization → Secretary of State → US Dept. of State → destination embassy), as for countries like the UAE.

Many eligible public documents can be apostilled — for example birth, marriage, and death certificates; criminal background checks; university degrees and transcripts; court records; notarized documents; powers of attorney; company registrations. Document types, exceptions and requirements for originals or certified copies depend on the competent authority: diplomatic/consular documents and certain administrative documents concerning commercial or customs operations are excluded. Private documents typically have no apostille route as issued — whether and how one can be used, including via notarial certification, depends on the competent authority.

An ordinary scan or photocopy is generally not an apostillable public original. Depending on the issuing authority, an officially certified copy, paper original, or verifiable electronically signed public document may qualify. Where an electronic apostille is issued, verify it through the authority's specified register or validation system.

Only the competent authority designated by the issuing country. In the US: Secretary of State (for state documents) or US Dept. of State (for federal documents like FBI checks). In Spain: the designated authority depends on the document type — Ministry of Justice offices, TSJ Government Secretariats or notarial colleges. You cannot get a US apostille on a Spanish document.

The apostille certificate itself has no expiration date. An apostille does not set the underlying document's age limit either: there is no universal three-to-six-month police-record window. Read the visa category and consular district instead — verified Spanish checklists include limits of three, five and six months, generally counted from the certificate's issuance date.

Notarization is done by a licensed notary who witnesses signatures and certifies copies. Apostille is issued by a government authority that certifies the notary's (or official's) signature and seal for international use. Notarization often precedes apostille.

No. FBI documents are federal records. Only the US Department of State Office of Authentications can issue a valid apostille on FBI documents. Using a state office for FBI documents results in rejection.

Processing time depends on the issuing authority, the document and the submission method — there is no universal turnaround. US Dept. of State (federal/FBI): its published processing times apply — by mail, currently within five weeks from receipt; the seven-business-day in-person option applies only to specific eligibility criteria. Some authorities offer faster in-person processing, while mail requests follow separate queues; availability and eligibility must be checked with the issuing authority.

Yes. Our entire service is remote. You send scanned copies for a free review, mail originals by courier, and we return apostilled documents by express delivery. No office visits or travel required.

An e-Apostille is a digital apostille issued for documents with a valid electronic signature or QR code. It is verifiable online via the HCCH e-Register. Many countries now issue e-Apostilles, including Spain, Argentina, and parts of the US.

It depends. The apostille authenticates the document as-is and the translation is a separate step. Confirm with the receiving authority whether the translation must include the apostille and in what order to prepare the documents: there is no universal sequence. Where the translation must cover the apostille as well, have the complete document (including the apostille certificate) translated by a certified translator.

Yes, in many cases. A notarized "true certified copy" can be apostilled. However, for vital records (birth, marriage, death) and background checks, most destination countries require the original certified document — not a notarized photocopy.

Cost varies by country and document type. US state apostilles: $5–$30 in government fees plus service fees. US Dept. of State: $20 per document. Our complete apostille + translation packages start from $149. Contact us for an exact quote.

Usually yes. When a university closes, records transfer to a successor institution, the Ministry of Education, or a national archive. We identify the correct current authority for each case. Expect longer processing time.

A traducción jurada (sworn translation) is a translation performed by a government-appointed sworn translator, required in Spain, Germany, France, and Austria for official documents. It differs from a standard certified translation. We prepare sworn translations to the requirements Spanish authorities publish.

The Hague Conference on Private International Law maintains an online Apostille Register (e-Register) where you can verify apostilles issued by many member countries. Physical apostilles include a serial number, date, and competent authority details.

Yes. Where the Convention applies between the issuing and receiving countries, a valid apostille from the competent issuing authority is recognised as certification of the document's origin in the receiving member country. You may need multiple certified copies, each separately apostilled, if you need to submit originals to multiple authorities.

Spanish language alone does not waive apostille — the apostille and translation are separate requirements. However, legal exemptions may apply, including specified intra-EU public documents under Regulation 2016/1191. Documents already in Spanish may also need no translation. Check the exemptions that apply to your document.

The receiving authority will generally ask you to resubmit with the required authentication — an apostille where the Convention applies to the issuing country, or legalization otherwise; covered intra-EU public documents under Regulation 2016/1191 may be exempt. This can significantly delay your visa or residency application.

Yes. Each copy requires its own apostille. You cannot photocopy an apostilled document and use the copies as apostilled originals. We can coordinate multiple copies in one service request to minimize cost and time.