Apostille Services | Phoenix AZ 85009

If you’re sending U.S. documents overseas, the receiving country may require proof that the signatures and seals are genuine. That proof is called an apostille (for Hague Convention countries) or authentication/legalization (for non-Hague countries).

If you’re not sure what an apostille is or when it’s required, and how the process works.

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If you already know which document you need apostilled or which country it’s going to, you can start your request right now using the form below.

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Phoenix Arizona 85009

Helpful Resources You May Need When Getting a Document Apostilled or Authenticated in

Phoenix Arizona 85009

Order a Vital Record

Birth Certificates, Death Certificates,

Marriage Licenses, & Divorce Documents

Certified Document Translation

FBI Fingerprinting and Background Checks

Phoenix Arizona 85009

Frequently Asked Questions About Apostilles From

An apostille is an internationally recognized certificate that verifies the authenticity of the signature, seal, and capacity of the person who signed a public document so it can be accepted in another country that is a member of the Hague Apostille Convention. It does not validate the content of the document—only the authenticity of the execution. (The National Notary Association)
Because foreign authorities need assurance that a U.S. document is legitimate. Common reasons include: marriage, adoption, dual citizenship, study/work abroad, company formation, powers of attorney, academic transcripts/diplomas, and background checks. (usa.gov)
It’s an international treaty that replaces multi-step consular legalization with a single apostille for member countries. If the receiving country is in the Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents, or Hague Apostille Convention, you typically only need an apostille—no additional consulate step. (The National Notary Association)
You’ll follow a two-step process often called authentication + legalization:

Authentication by the appropriate U.S. authority (state or U.S. Department of State), and

Legalization by the destination country’s embassy or consulate in the U.S.
Some consulates also require translations and additional forms/fees.

(National Association of Secretaries of State)
State level (Secretary of State): Documents executed or certified at the state/local level (notarized documents, vital records issued by a state, court documents, school records certified by a registrar, corporate records).

U.S. Department of State: Federal documents (e.g., FBI background checks, USDA, FDA, USPTO, DHS/USCIS certifications).

Tip: When in doubt, ask: “Who issued or notarized this document?” That points you to the correct authority.

(U.S. Department of State - Bureau of Consular Affairs)
Typical steps (your document type can change the exact order):

Prepare the document

If notarized: ensure a proper notarization (complete certificate, no blanks, correct names/dates).

If vital/academic: obtain the certified copy from the original issuing office.

Route to the correct authority

State SOS for state-level items; U.S. DOS for federal items.

(Non-Hague only) Consular legalization after authentication.

Translation if required by the receiving country (often must be done after apostille/authentication so the translation includes those pages).

We can handle the entire process, including couriering, status checks, and return shipping.

Here is an article using a Birth Certificate as an example:

Notary Stars | How to Get Your Birth Certificate Apostilled or Authenticated
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State documents: The Secretary of State (or equivalent) in the state where the document was issued/notarized.

Federal documents: The U.S. Department of State – Office of Authentications.

Non-Hague: After U.S. authentication, the embassy/consulate of the destination country in the U.S.

Many clients hire an apostille service (like us) to avoid rejections and speed things up.
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Yes. Apostilles/legalizations are typically processed by mail or courier, so you can send documents from abroad or have us receive/prepare eligible documents on your behalf (e.g., obtain state-certified copies where allowed). U.S. embassies/consulates do not issue apostilles. (U.S. Department of State - Bureau of Consular Affairs)
A notary doesn’t issue apostilles. The notary’s role is to notarize certain documents, so they become eligible for an apostille at the state level. The competent authority (state SOS or U.S. DOS) issues the apostille/authentication—not the notary. (The National Notary Association)
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Parts of the process can be started online (order forms, payments, appointments, status portals). Some states support apostilles for electronically notarized documents and may issue e-apostilles, but availability varies widely. Many documents still require originals and physical certificates. If you’re unsure whether your document qualifies for an e-apostille, ask us—we’ll check your state and document type. (The National Notary Association)
Parts of the process can be started online (order forms, payments, appointments, status portals). Some states support apostilles for electronically notarized documents and may issue e-apostilles, but availability varies widely. Many documents still require originals and physical certificates. If you’re unsure whether your document qualifies for an e-apostille, ask us—we’ll check your state and document type. (The National Notary Association)
If you’re not sure what an apostille is or when it’s required, and how the process works.

Click the button below for more information
In many cases, yes. If your document will be used in a country where English isn’t the official language, a certified translation may be required. This means a translator provides a signed statement confirming the translation is accurate and complete.

However, it’s your responsibility to confirm with the receiving party (such as the foreign authority, school, or consulate) whether a translation is needed and in what format.

For best results, use USCIS-approved or ISO-certified translators who specialize in legal or official documents such as our partners at Certified Document Translation Apostille & Legalization.

Here are two articles regarding Certified Translations:

What Is a Certified Translation?

USCIS | Certified Translation Guide

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Common Document Types & Typical Routing

Understanding where your document should go for an apostille or authentication depends on who issued it and what country it’s being used in. Below is a quick reference to help you determine the correct path — whether it’s through a state Secretary of State or the U.S. Department of State.

Tip: Apostilles are issued only for documents destined for countries that are members of the Hague Apostille Convention. Non-member countries require authentication and consular legalization instead.

Notarized Documents

Examples: Powers of Attorney, Affidavits, Declarations, Letters of Authorization, Business Agreements

Routing:

Document is notarized by a commissioned notary public in the state where it was signed.
Sent to that state’s Secretary of State (SOS) for an apostille (if Hague) or authentication certificate (if non-Hague).
For non-Hague destinations, the authenticated document is then legalized at the destination country’s embassy or consulate in the U.S.

Why it matters:
The notarization confirms the identity of the signer; the apostille confirms the authority of the notary. (The National Notary Association)

Birth, Marriage, or Death Certificates (Vital Records)

Examples: Certificates issued by a state’s Office of Vital Records or County Recorder

Routing:

Obtain a certified copy (not photocopy) directly from the issuing office.
Submit to the Secretary of State in the same state for the apostille or authentication.
If for a non-Hague country, follow with embassy or consulate legalization.

Why it matters:
Only certified copies bearing the official registrar’s signature and seal can be apostilled. (Notary Stars)

Academic Records

Examples: Diplomas, Transcripts, Enrollment Verifications, Degree Certifications

Routing:

The school registrar or records office must certify or notarize the academic document.
- Some schools notarize internally; others issue a certification letter.
Send the notarized or certified record to the state Secretary of State where the school is located for an apostille/authentication.
Non-Hague destinations will require embassy legalization after authentication..

Why it matters:
Apostilles for academic records confirm the institution’s signature and the notarial act, not the academic validity. (Find A Notary Apostille Agent)

FBI Background Checks and Federal Documents

Examples: FBI Identity History Summary, Consular Reports of Birth Abroad, USDA or FDA Certifications, IRS or USPTO Records

Routing:

Federal documents are sent to the U.S. Department of State – Office of Authentications for apostille (Hague) or authentication (non-Hague).
For non-Hague countries, the authenticated document must then be legalized at the destination country’s embassy or consulate in Washington D.C.

Why it matters:
Only the U.S. Department of State can authenticate signatures from federal agencies; state Secretaries of State cannot. (U.S. Department of State - Bureau of Consular Affairs)

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The United States

State by State Processes for Apostille or Authentication in

Anyone can facilitate getting an Apostille themselves. However, it is highly recommended that you hire a professional Notary Apostille Agent to assist you to ensure your document is not only completed and notarized correctly, but that it is 100% complete. This may save you time and money when it comes to getting an apostille completed properly.