Can Apostille Be Done Online?

Key Takeaways

• While applications, payments, and coordination can usually be handled online, the actual apostille must still be issued by a government authority on a physical document or official e-apostille PDF.
• Many U.S. states and private apostille services now allow you to submit forms, upload scans, and pay online, so you rarely need to visit an office in person.
• The exact process depends on the issuing state or country, the document type (birth certificate vs. FBI report, for example), and whether your destination country participates in the Hague Convention.
• Some jurisdictions have rolled out electronic apostilles that can be verified via QR code, though acceptance abroad still varies by institution.
• This article walks through the online apostille steps, typical timelines and fees, which documents can be handled remotely, and how to avoid common mistakes.

Getting legal documents ready for international use used to mean long lines at government offices, multiple trips, and weeks of waiting. Today, much of the apostille process has moved online—but not all of it. Understanding what you can complete digitally and what still requires physical handling is critical to avoiding delays.

This step by step guide covers exactly how online apostille services work, what documents qualify, and how to navigate the process whether you’re preparing a birth certificate for immigration or corporate records for business expansion abroad.

What Is an Apostille and Why Is It Needed?

An apostille is a form of international authentication created under the 1961 Hague Apostille Convention. It verifies the authenticity of public documents so they can be accepted in foreign countries without additional legalization. Think of it as a universally recognized stamp that confirms a document’s legitimacy for international use.

Typical documents that require apostille certification include:

• Birth, marriage, and death certificates
• FBI or state background checks
• Powers of attorney
• University diplomas and transcripts
• Corporate records like articles of incorporation or certificates of good standing

The apostille confirms three specific things: the authenticity of the signature on the document, the capacity in which the person who signed it was acting, and the identity of any seal or stamp the document bears. This certification eliminates the need for the multi-step legalization chain that was previously required, where documents would pass through multiple authorities before receiving final approval.

One critical note: apostilles only work between countries that are members of the Hague Convention—currently over 120 nations. If your destination country is not a member, you’ll need consular legalization instead, which is a separate and typically longer process involving embassy authentication.

Can Apostille Be Done Online in Practice?

The short answer is yes and no. Most of the apostille process—submitting forms, uploading document scans, making payment, and tracking your order—can now be handled online. However, government authorities still issue the actual apostille on a physical document or as an official e-apostille PDF. You cannot simply download a self-generated certificate.

There are three main models for obtaining an online apostille today:

1. Official government portals: Many state Secretaries of State and national authorities now offer online pre-registration, payment systems, and tracking. You complete the intake process digitally, then mail your original document for processing.
2. Private apostille service providers: These companies handle the entire workflow for you—receiving your documents, managing the filing with the competent authority, and returning the apostilled documents by mail or courier.
3. Hybrid systems: Some offices allow you to pre-pay and register online, then require you to drop off or mail the originals for the actual certification process.

The key point is that every legitimate apostille must come from a designated Competent Authority—typically a Secretary of State office in the U.S. or a Ministry of Foreign Affairs abroad. No private service can issue the apostille itself; they can only facilitate the process.

Some jurisdictions have begun offering secure electronic apostilles (e-apostilles) that can be verified through QR codes or online verification systems. These digital format certificates are gaining acceptance, but whether the receiving authority in your destination country will accept an e-apostille depends entirely on their policies. Always confirm with the foreign institution before relying on a digital-only approach.

Typical Online Apostille Steps (How the Process Works)

A modern online apostille workflow typically follows four to six clear stages from document preparation to final delivery. While the specific requirements vary by jurisdiction, the general flow remains consistent across most services and government offices.

The process usually works like this: First, you prepare your document by ensuring it’s properly certified or notarized if required. Second, you complete an online form providing required information about the document type, issuing authority, and intended use. Third, you upload a scan or image of the document for preliminary review. Fourth, you confirm fees, select shipping options, and submit payment. Fifth, you mail or deliver the original document (or the service handles pickup). Sixth, the authority processes the request and returns your apostilled documents by mail or courier.

In many U.S. states and countries like the UK, Italy, and Australia, you can now pay fees electronically and receive email confirmations with tracking numbers to monitor your order in real time updates. This eliminates the need to call offices or visit in person just to check on status.

Even when the request starts online, most authorities still require the original document to be mailed or delivered before they will issue the apostille. The physical attachment of the apostille seal or sticker to the document is a foundational requirement to ensure tamper-evident authenticity.

Private apostille agencies typically mirror this process with their own 3-5 step online order flow, including secure upload, document verification, checkout, and shipping coordination.

Example: Simple 5-Step Online Flow

Here’s what a typical online apostille request looks like in practice:

1. Fill out an intake form: Provide details about your document, including type, issuing state, and the country where you plan to use it.
2. Upload a clear PDF or image: Submit a scan so the service or authority can verify eligibility before you mail the original.
3. Receive a quote and pay online: Confirm government fees, service fees (if using a provider), and shipping costs.
4. Mail your document or allow the service to handle it: Some services can print and notarize documents where needed, while others require you to send originals.
5. Receive the completed apostille: Your apostilled documents arrive by courier or mail, often with tracking and confirmation.

This is an illustrative template—actual steps vary by jurisdiction and document type. FBI background checks, for instance, must be apostilled through the U.S. Department of State rather than a state office, adding an extra layer to the process.

Always carefully review orders received and instructions specifying whether originals, notarized copies, or digital copies are acceptable. Many services send status updates by email or through a client portal so you can track progress without calling offices.

Documents You Can Commonly Apostille Online

While “online apostille” refers to the process, which documents are eligible depends largely on whether they can be notarized or issued digitally in the first place. Not every document qualifies for the streamlined online workflow.

Personal documents commonly apostilled online include:

• Birth and marriage certificates (issued by a state vital records office, not hospitals)
• Divorce decrees
• FBI or state criminal background checks
• Adoption records
• School transcripts and university diplomas

Business documents typically eligible include:

• Articles of incorporation
• Certificates of good standing
• Corporate bylaws and resolutions
• Company powers of attorney for international use

Many of these can be handled through online notaries or by uploading scans that a service then prints and notarizes as true copies, where permitted by state law. Remote online notarization (RON) has become widely accepted in many U.S. states since 2020, enabling document preparation without in-person notary visits.

Some records—particularly older vital records or court judgments—may first need to be re-issued or certified by the original office before any online apostille request will be accepted. If your document is several years old, contact the issuing authority to obtain a fresh certified copy before starting the apostille process.

Apostilles on Copies vs. Originals

Many authorities will apostille either an original document or a notarized “true copy” of the original, depending on local rules. Understanding this distinction can save you significant time and worry.

Ordering an apostille on a notarized copy offers several advantages:

• You don’t need to send irreplaceable originals through the mail
• Processing can be faster since you can order multiple copies simultaneously
• It’s often less expensive if you need apostilles for use in several foreign countries

For a copy to be apostilled, a notary in the same state that will issue the apostille must verify the copy as accurate and sign under seal. The notary’s commission must be current and registered with that state’s authority.

However, acceptance of apostilled copies always depends on the final recipient abroad—whether that’s a foreign university, consulate, employer, or court. Some institutions specifically require apostilles on original documents only. Before investing time and money in apostilling copies, confirm with the receiving party exactly what they will accept.

Country- and State-Specific Online Options

Each country and even each U.S. state has its own rules for online apostille requests, including whether they accept electronic documents, how payment must be made, and what additional certifications are required.

U.S. State-Level Processing:

Several U.S. Secretaries of State now provide online pre-registration and payment portals. You enter document details, select the destination country, pay by card, and then mail the originals with a printed confirmation page. Some states like California and New York offer particularly streamlined systems, while others maintain more traditional mail-only processes.

Federal Documents:

Documents issued at the federal level—such as FBI background checks, certain agency certifications, and documents signed by specific federal officials—must be apostilled through the U.S. Department of State in Washington, D.C. This typically requires mailing or using a registered courier, though order management and updates can often be handled online via apostille service providers.

International Options:

Some national authorities abroad, particularly in parts of the EU and Latin America, have rolled out official e-apostille systems where the entire issuance and verification process is digital. In these cases, you may be able to complete the entire process without sending paper documents at all.

Before relying on an online-only workflow, always confirm with the foreign authority—embassy, school, employer, or court—that they will accept either an e-apostille or an apostilled copy instead of a traditional ink-sealed original.

Typical Fees and Processing Times

Understanding costs upfront helps you budget appropriately and choose the right service level for your timeline.

Fee Type	Typical Range	Notes
Government apostille fee	$10–$200 per document	Varies by state/country
Expedited government processing	+$25–$100	Same day to 2-3 days
Private service fee	$30–$150 per document	Handling, queuing, coordination
Expedited services (private)	+$50–$200	Rush processing options
International return shipping	$30–$100+	Depends on courier and destination

Standard government processing time typically runs 1-3 weeks domestically, depending on current workloads. Many offices and expedited apostille processing services offer rush options that can reduce this to a few business days, though you’ll pay premium fees.

International return shipping via expedited couriers can significantly affect both total cost and turnaround. When calculating your timeline, factor in shipping both ways—getting documents to the authority and receiving them back.

How to Choose a Reliable Online Apostille Service

Because apostille involves sensitive personal and corporate documents, choosing a trustworthy online provider is critical. Not all services operate with the same level of professionalism or security.

When evaluating an apostille service provider, consider these factors:

• Experience and track record: How long has the service been operating? Do they specialize in apostille or offer it as a side service?
• Processing location transparency: Reputable services specify their physical locations relative to state capitals or Washington, D.C., where apostilles are issued.
• Clear procedure explanations: The site should explain exactly how the process works, what documents they can handle, and what steps you’ll need to complete.
• Secure upload systems: Look for HTTPS encryption, clear privacy policies, and explanations of how your data is protected.
• Trackable shipping: The service should use carriers with tracking and offer insurance options for original documents.
• Customer reviews: Search for genuine customer feedback beyond testimonials posted on their own site.
• Transparent pricing: Government fees vs. service fees should be clearly separated, with no hidden charges appearing at checkout.

A reputable service will also provide guidance on whether your document truly needs an apostille, what type (state vs. federal), and whether a notarized copy is appropriate for your situation. If a service can’t answer these questions, consider looking elsewhere.

Online Safety and Document Security

When submitting legal documents online, security should be a top priority. Your birth certificate, corporate records, and background checks contain sensitive information that could be misused.

Follow these security practices:

• Use encrypted portals: Avoid emailing unencrypted copies of passports, IDs, and sensitive documents to unknown addresses. Rely on dedicated, secure upload systems instead.
• Ask about data retention: Confirm how long the service retains digital copies of your files and whether they’re deleted after order completion.
• Use trackable shipping: When mailing original documents, always use trackable shipping with signature on delivery. Keep scanned backups stored securely until your apostille is safely received.
• Be skeptical of unrealistic promises: Beware of services offering extremely low prices or “instant” apostilles. All legitimate apostilles must go through a government office and require a minimum processing time. Scams promising digital certificates outside official channels are unfortunately common.

Common Mistakes to Avoid When Using Online Apostille Services

Small errors can delay or completely invalidate an apostille request, even when the process begins online and appears straightforward. Being aware of common pitfalls helps you avoid costly do-overs.

Frequent mistakes include:

• Submitting uncertified copies: Vital records must be issued or certified by the appropriate state authority, not photocopies of documents you have at home.
• Using an out-of-state notary: The notary’s commission must be from the same state that will issue the apostille. A California notary cannot prepare documents for a New York apostille.
• Name discrepancies: Spelling variations, maiden names, or legal name changes that don’t match your passport or ID can cause rejections.
• Wrong destination or service type: Selecting the wrong destination country or choosing apostille when you actually need consular legalization (for non-Hague countries) wastes time and money.
• Assuming all recipients accept copies: Before apostilling a notarized copy instead of an original, confirm with the foreign institution that this is acceptable.
• Ignoring review steps: Carefully check all drafts, invoices, and shipping addresses generated by the online portal before submitting payment. An incorrect address or document detail can result in rejected applications and reshipping fees.

Taking an extra few minutes to verify details before clicking “submit” can save weeks of delays and significant additional expense.

FAQ

Is a fully online e-apostille accepted everywhere?

E-apostilles issued and verified electronically are recognized under the Hague framework, but adoption isn’t universal. Some foreign universities, employers, courts, and government agencies have fully embraced digital verification, while others still require traditional paper apostilles with ink stamps. Before relying on an e-apostille, contact the receiving authority in your destination country to confirm they’ll accept a digitally signed PDF.

Can I get an apostille on a PDF I downloaded from a website?

In some cases, yes. Electronic university transcripts or digital corporate records can sometimes be apostilled if the issuing authority or a licensed notary first confirms their authenticity. However, many authorities require either a notarized printout of the PDF or a specific type of certified electronic signature before processing. Check with both the issuing institution and your state’s apostille office for specific requirements.

Do I need to be physically present to request an apostille online?

In most cases, no. You can authorize a service to act on your behalf or mail your documents after completing the online request, as long as identity and notarization requirements are satisfied. Some countries require in-person identity verification for certain high-value documents like powers of attorney before they can be notarized and apostilled, but this is the exception rather than the rule.

Can one apostille be used in multiple countries?

A single apostille is tied to a specific document and is technically valid for use in any Hague Convention member country. However, many online government portals ask you to select the intended country to ensure correct formatting. If you need the same document in several countries, obtaining multiple apostilled copies is often safer than mailing one original around the world and risking loss or damage.

How long is an apostille valid once issued?

Apostilles themselves typically don’t expire—there’s no “use by” date printed on the certificate. However, the underlying document may have a validity period imposed by the receiving authority. Background checks, for example, often must be issued within the last 3-6 months to be accepted. Always check the age requirements specified by the foreign institution, even if your apostille is technically still valid.