Common Apostille Mistakes to Avoid

Don't let these costly errors delay your international documents

Getting an apostille wrong can cost you weeks of delays, hundreds of dollars in fees, and missed opportunities. Learn from the most common mistakes people make so you can avoid them.

Why Mistakes Matter

The apostille process has strict requirements. A single error means:

1

Sending Documents to the Wrong State

The Mistake: Sending your Georgia birth certificate to California's Secretary of State, or sending documents to the state where you currently live instead of where they were issued.

Why It Happens: People assume they can use their local Secretary of State office for convenience.

Cost: $50-$100 + 2-3 weeks delay
Solution: Documents MUST be apostilled by the Secretary of State in the state that issued them. Birth certificate from Georgia? Only Georgia can apostille it. Diploma from California? Only California can apostille it. Always check where your document originated.
2

Using Photocopies Instead of Originals

The Mistake: Sending photocopies, scanned printouts, or non-certified copies for apostille.

Why It Happens: People want to keep their original documents safe or don't realize originals are required.

Cost: $30-$75 + 1-2 weeks delay
Solution: You need ORIGINAL documents or CERTIFIED copies from the issuing authority. For vital records, order multiple certified copies from the state. For educational documents, request official sealed copies from your school. Keep personal copies for your records, but send originals for apostille.
3

Forgetting Required Notarization

The Mistake: Submitting personal documents (powers of attorney, affidavits, contracts) without getting them notarized first.

Why It Happens: Not knowing which documents need notarization before apostille.

Cost: $40-$80 + 1-3 weeks delay
Solution: State-issued documents (birth, marriage, death certificates) don't need notarization. Personal documents, business contracts, and affidavits MUST be notarized by a licensed notary public BEFORE apostille. If unsure, call the Secretary of State office or consult an apostille agent.
4

Sending Federal Documents to State Offices

The Mistake: Trying to apostille FBI background checks, federal court documents, or other federal paperwork at state Secretary of State offices.

Why It Happens: Confusion about state vs. federal document jurisdiction.

Cost: $75-$150 + 3-4 weeks delay
Solution: Federal documents (FBI reports, federal court docs, U.S. patents, etc.) can ONLY be apostilled by the U.S. Department of State in Washington, D.C. State offices will reject them. Send federal documents directly to the State Department, not your state capital.
5

Not Including Payment or Using Wrong Payment Method

The Mistake: Forgetting to include payment, sending personal checks when only money orders are accepted, or sending incorrect amounts.

Why It Happens: Each state has different payment requirements and people don't check in advance.

Cost: $0 (but 2-4 weeks delay)
Solution: Check the specific state's website for accepted payment methods. Most require money orders or cashier's checks made payable to the Secretary of State. Some accept credit cards online. Never send cash. Include correct fees (typically $5-$25 per document).
6

No Return Envelope or Wrong Address

The Mistake: Not including a pre-paid return envelope or providing an incomplete return address.

Why It Happens: People forget this step or assume the office will mail documents back automatically.

Cost: $20-$50 + indefinite delay
Solution: ALWAYS include a prepaid return envelope (FedEx, UPS, or USPS Priority with tracking). Write your complete return address clearly. Most offices won't process or return documents without this. Use trackable shipping for peace of mind.
7

Assuming Apostille Works for All Countries

The Mistake: Getting an apostille for documents going to China, UAE, Egypt, or other non-Hague countries.

Why It Happens: Not knowing that apostilles only work for Hague Convention member countries.

Cost: $100-$400 + 4-8 weeks for full authentication
Solution: First verify if your destination country is a Hague Convention member. Non-Hague countries (China mainland, UAE, Vietnam, Qatar, Egypt, etc.) require FULL AUTHENTICATION through the U.S. State Department AND the country's embassy. This is a different, longer process. Check our complete country list.
8

Waiting Until the Last Minute

The Mistake: Starting the apostille process days before your deadline or travel date.

Why It Happens: Underestimating how long the process takes or not knowing about it until the last minute.

Cost: $100-$300 in rush fees (if rush is even available)
Solution: Start at least 4-6 weeks before you need the document. Standard processing takes 7-10 business days, but you need time to obtain original documents, get notarization if needed, mail documents, and allow for unexpected delays. Rush services cost 2-4x more and aren't always available.
9

Stapling, Binding, or Damaging Documents

The Mistake: Stapling documents together, binding them, or sending damaged/torn documents.

Why It Happens: Trying to keep pages together or not realizing damaged documents will be rejected.

Cost: $20-$100 + 2-3 weeks delay
Solution: Send documents UNSTAPLED and UNBOUND (use paper clips if you must attach cover letters). Documents must be in pristine condition - no tears, water damage, fading, or alterations. If your document is damaged, obtain a new copy before submitting for apostille.
10

Not Verifying Document Requirements with Receiving Party

The Mistake: Getting documents apostilled without confirming what the foreign institution actually needs.

Why It Happens: Assuming you know what's needed instead of asking directly.

Cost: $50-$200 + 2-4 weeks if wrong documents
Solution: BEFORE getting anything apostilled, contact the receiving party (university, employer, government office) and ask: What documents do you need? Do they need apostilles or authentication? Any specific format requirements? Any translation requirements? Get this in writing if possible.
11

Forgetting to Order Multiple Certified Copies

The Mistake: Only getting one copy of a document apostilled when you might need multiple.

Why It Happens: Not anticipating that you might need copies for different purposes or backup.

Cost: $50-$150 to repeat entire process
Solution: Order 3-5 certified copies of vital records and educational documents from the start. It's cheaper to apostille multiple at once than to go through the process again later. Keep extras for unexpected needs, backup, or future use.
12

Not Keeping Copies for Your Records

The Mistake: Sending your only copy of an important document without making backups.

Why It Happens: Rushing or not thinking about the possibility of loss or damage during mail.

Cost: $100-$500 if lost (to replace everything)
Solution: Before mailing anything, make high-quality scans or photocopies for your records. Take photos of the front and back. Keep tracking numbers. Insure valuable documents. If lost in mail, you'll have proof and documentation for replacement.
13

Using Old or Expired Documents

The Mistake: Apostilling documents that are too old or have expired certifications.

Why It Happens: Not knowing that many countries require recent documents (typically 3-6 months old).

Cost: $75-$150 + 3-4 weeks to get new documents
Solution: Check with the receiving party about freshness requirements. Most countries want Certificates of Good Standing, FBI checks, and other status documents to be recent (within 3-6 months). Order fresh documents even if you have older ones. Don't apostille something that will be expired by the time it's used.
14

Not Getting Translation Before Apostille

The Mistake: Apostilling English documents when the destination country requires documents in their language, or translating AFTER apostille.

Why It Happens: Not knowing the correct order: translate first, then notarize translation, then apostille.

Cost: $100-$300 to redo process correctly
Solution: If translation is required: (1) Get certified translation, (2) Have translator's certification notarized, (3) Apostille the translator's notarized certification, (4) Attach to original apostilled document. Or apostille the original and attach certified translation. Requirements vary by country - confirm the specific process needed.
15

Trying to Apostille Unsigned Documents

The Mistake: Submitting documents without original signatures or with stamped/printed signatures.

Why It Happens: Not understanding that apostilles certify signatures, so there must be an original signature to certify.

Cost: $50-$100 + 2-3 weeks delay
Solution: Every document needs an ORIGINAL signature from an authorized official (notary, registrar, officer, etc.). Electronic signatures, stamped signatures, or unsigned documents will be rejected. If you have an unsigned document, get it properly executed and signed first, then apostille.

The Most Expensive Mistake: DIY Without Research

The biggest mistake of all? Attempting the apostille process without proper research or guidance. While DIY is possible, the learning curve is steep and mistakes are expensive.

Consider professional help if:

Quick Checklist to Avoid All Mistakes

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