A complete guide to understanding document legalization for international use
When you need to use a U.S. document in a foreign country, you'll likely need to have it "legalized" or authenticated. But should you get an apostille or authentication? The answer depends entirely on which country will be receiving your document.
Apostille: A simplified, single-step certification used for countries that are members of the Hague Apostille Convention (1961).
Authentication: A multi-step legalization process required for countries that are NOT members of the Hague Convention, involving both U.S. State Department and foreign embassy certification.
An apostille is an official certificate issued by a government authority (usually the Secretary of State) that certifies the authenticity of a document for use in foreign countries that are parties to the Hague Convention.
Authentication is a more complex, multi-step process required for documents being used in non-Hague Convention countries. It involves multiple levels of government certification.
| Feature | Apostille | Authentication |
|---|---|---|
| Countries | 120+ Hague Convention members | Non-Hague Convention countries |
| Process Steps | 1 step (Secretary of State) | 3 steps (State → Federal → Embassy) |
| Processing Time | 1-5 business days (standard) Same day available |
3-8 weeks Rush services limited |
| Cost Range | $20-$50 per document | $200-$500+ per document |
| Complexity | Simple, standardized | Complex, country-specific |
| Translation Required | Sometimes (depends on country) | Often required |
| Valid Internationally | Yes, all Hague countries | Only specific country processed for |
| Examples | UK, France, Mexico, Japan, Australia | China, UAE, Egypt, Vietnam, Qatar |
Which country will receive your document? This is the ONLY factor that determines whether you need an apostille or authentication.
If the country is a Hague Convention member: You need an APOSTILLE
If the country is NOT a Hague Convention member: You need AUTHENTICATION
Always confirm with the specific organization or authority in the foreign country that will receive your document. They will tell you exactly what they require.
The following countries are members of the Hague Apostille Convention and accept apostilles:
And 90+ more countries. See complete list →
The following countries are NOT members of the Hague Convention and require full authentication/legalization:
If your document is going to a non-Hague country, here's what the full authentication process involves:
The document is first certified by the Secretary of State in the state where it was issued. This is similar to getting an apostille but is only the first step.
The state-certified document is then sent to the U.S. Department of State in Washington, D.C. for federal-level authentication. Processing time: 2-3 weeks (standard) or 2-3 days (expedited).
Finally, the document must be legalized by the embassy or consulate of the destination country. Each embassy has different requirements, fees, and processing times (typically 1-4 weeks).
Going to Italy (Hague member)? You need an apostille on your birth certificate and any other required documents. Fast and simple!
Going to Egypt (non-Hague)? You need full authentication through the Egyptian embassy. Plan ahead—this can take 6-8 weeks.
Going to Spain (Hague member)? Apostille your diploma and transcripts. Can be done in a few days.
Going to UAE (non-Hague)? Authentication required through UAE embassy, plus translation into Arabic. Start the process 2-3 months before you need it.
Doing business in Germany (Hague member)? Apostille your corporate documents quickly and efficiently.
Doing business in China (non-Hague)? Authentication through Chinese consulate, with strict requirements and potentially long wait times.
Understanding whether you need an apostille or authentication is critical because:
Documents issued by federal agencies (FBI background checks, federal court documents, etc.) must be certified by the U.S. Department of State, not a state Secretary of State—regardless of whether you need an apostille or authentication.
If you need documents for multiple countries, you may need different certifications for each. For example, if you're moving to the UAE but your company also operates in the UK, you'll need authentication for UAE use and apostille for UK use.
Both apostilles and authentications may require certified translations, depending on the destination country's language requirements. The translation usually must be done before the apostille/authentication.
We'll help you determine whether you need an apostille or authentication, and handle the entire process for you.
Get Free Consultation Learn More About Our Services