---
title: "Avoid Apostille Rejection: The Most Common Mistakes Explained"
id: "23881"
type: "page"
slug: "common-mistakes-explained"
published_at: "2026-04-04T14:36:13+00:00"
modified_at: "2026-04-04T15:10:31+00:00"
url: "https://apostille-usa.com/common-mistakes-explained/"
markdown_url: "https://apostille-usa.com/common-mistakes-explained.md"
taxonomy_wf_page_folders:
  - "Process"
---

# Apostille USA

Avoid Apostille Rejection: The Most Common Mistakes Explained

Avoid **apostille rejection mistakes** by learning the most common errors and how to fix them fast. The #1 **apostille rejection mistake** is submitting outdated documents — most countries require certified copies issued within the last 5 years.

Other common **apostille rejection mistakes** include missing notarization, wrong signing authority, and using the wrong authentication process.

For any questions, please [contact our support team](/contact/)
. See also our guides on [common apostille mistakes](/common-apostille-mistakes/)
 and [how to apostille a document](/how-to-apostille-a-document/)
.

## Recent Certified Copy Required

After reviewing the documents you uploaded, it appears the vital record provided is **older than 5 years**.

Most foreign authorities require **recent certified copies issued within the last 5 years** for apostille processing. Submitting outdated documents is one of the most common **apostille rejection mistakes**.

Please order a **new certified copy** from the issuing state or county, or online through VitalChek:  
[https://www.vitalchek.com/](https://www.vitalchek.com/)

**If, after review, your document is considered too old, please do not mail your documents yet.**

Once you receive the new certified copy, **upload a scan for review** so we can confirm it is acceptable before you send the original.

## Notarization Required

This can happen if, after reviewing the documents you uploaded, it appears a document is **missing notarization or was notarized incorrectly**. Missing proper notarization is one of the top **apostille rejection mistakes**.

Documents must include a **proper notarial acknowledgment completed by a notary public** to be eligible for apostille processing.

Please have the document **properly notarized**. A **sample notarial acknowledgment** can be found below for reference:

[https://apstl.us/notarization](https://apstl.us/notarization)
#### **National Notary Association**

**Individual Acknowledgement**

```
NNA-natl_ack_individual.pdf
```

**Please do not mail your documents yet.**

Once notarized, **upload a scan for review** so we can confirm everything is correct before you send the original.