You’ve just been handed an important document – maybe a birth certificate, a power of attorney, or a diploma – and someone tells you it needs an apostille before it can be used abroad.
That’s often where the confusion starts.
What exactly is an apostille? Who issues it? And how do you actually get one in Washington State?
If you’ve found yourself asking those questions, you’re not alone. Apostilles come up in all kinds of situations – adoptions, business deals, studying overseas, estate matters involving foreign assets – and most people have never needed one before.
Here’s a clear, step-by-step walkthrough of how the process works.
First, What Is an Apostille?
An apostille is a form of authentication recognized by countries that have signed the Hague Apostille Convention. Think of it as an official stamp of approval that tells another country: this document is legitimate and was properly issued.
It does not verify the content of the document – it verifies the signature or seal of the official who signed it.
Important: An apostille is only needed when a document will be used outside the United States, and only in countries that participate in the Hague Convention. If the destination country is not part of the convention, a different process called authentication and legalization may be required instead.
Common Documents That May Need an Apostille
Some of the most frequent requests I see include:
- Birth, death, or marriage certificates
- Divorce decrees
- Powers of attorney
- Academic transcripts and diplomas
- Court documents or criminal background checks
- Business formation documents
- Adoption-related paperwork
If you’re not sure whether your document needs an apostille, the country or institution requesting it can usually tell you.
Step-by-Step: How to Get an Apostille in Washington State
Step 1: Identify What Type of Document You Have
Not all documents go through the same apostille process. The first thing to figure out is who originally issued the document, because that determines where the apostille request is sent.
State-issued documents (birth certificates, marriage licenses, court orders) are handled by the Washington Secretary of State.
Federally issued documents (FBI background checks, documents from federal agencies) require authentication through the U.S. Department of State in Washington, D.C.
Notarized documents (powers of attorney, personal affidavits, business documents signed before a notary) are also processed through the Washington Secretary of State.
Step 2: Make Sure Your Document Is Ready
Before submitting anything, your document needs to be in the right condition.
For notarized documents, this means the notarization must be current and properly executed. A document with incorrect or incomplete notarization will be rejected.
For vital records like birth or marriage certificates, the document typically needs to be an original certified copy issued by the county or state, not a photocopy.
If your document requires notarization and you don’t have that in place yet, that’s the first step.
Need a notary before you submit? I can help: Notary Services →
I have prepared a FREE Apostille Checklist for you, click here to download a copy today!
Step 3: Submit to the Washington Secretary of State
For most Washington State documents and notarized documents, the apostille is issued by the Washington Secretary of State’s office.
You can submit:
- By mail (most common)
- In person at their Olympia office
- Through an authorized courier service
The submission requires the original document, a completed request form, and the applicable fee. Processing times vary; standard processing typically takes 7-14 business days, and expedited options are available.
For the most current fees and processing times, visit the Washington Secretary of State website directly, as these details can change.
Step 4: Verify the Destination Country’s Requirements
Here’s a step people sometimes skip: confirming exactly what the receiving country needs.
Some countries require that all text be translated into the local language, and the certified translation may need an apostille also.
It’s worth checking with the consulate, embassy, or institution making the request before you send anything. A small detail missed at this stage can mean starting the process over.
If translation is part of what you need, certified translation services are also available:
Learn more about translation services: Apostille & Translation Services →
Step 5: Track Your Document and Plan for Timing
Apostille requests take time, and that timing matters if you have a deadline – a visa application, a closing date, a university enrollment deadline.
Once you’ve submitted, keep your tracking number handy. If you’re mailing original documents, consider using certified mail or a service that provides a return receipt.
Build extra time into your timeline if possible. Delays can happen, especially during high-volume periods or if a document is returned for a correction.
A Note on Notarized Documents
One thing worth emphasizing: if your document requires notarization before an apostille can be issued, the notarization needs to be done correctly the first time.
Rejections are common when notarizations are incomplete, use the wrong acknowledgment language, or are executed by a notary who is not properly commissioned.
For clients in Kitsap County, WA and the surrounding areas, I offer mobile notary services (and remote online notarization (RON) nationwide) to help ensure your documents are signed and notarized properly – before they go anywhere near the Secretary of State.
Questions about notarizing a document for apostille? I’m happy to help: Contact me here →
Ready to Get Started?
Apostilles can feel intimidating until you understand the steps. Once you know what type of document you have, who processes it, and what the destination country needs — the path forward becomes much clearer.
If you need help with the notarization piece, or if you’d like to learn more about apostille and translation services, I’m here.
DISCLOSURES:
Precision Notary and its employees are not attorneys licensed to practice law in this state. We are not allowed to draft legal records, give advice on legal matters, including immigration, or charge a fee for those activities.
This page may contain affiliate links, meaning I receive a commission if you decide to make a purchase through my link, at no cost to you.
All legal documents offered are provided by Everything Living Trust.
Document translation & interpretation services are provided by Idiomatic Language Services.
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