Without the correct apostille, your document could be rejected abroad, causing delays or forcing you to start over.

If you have ever tried to get documents authenticated for international use, you already know that figuring out where to send them can feel confusing.
Do you send them to your state’s office or to Washington, D.C.?

The answer depends on who issued the document.

At GiNN Mobile Notary & Apostille, we help clients understand these differences so their documents are processed the right way the first time.

What Is an Apostille?

An apostille is a type of certification that confirms a U.S. document is valid for use in another country that is part of the Hague Apostille Convention.
It verifies that the notary, clerk, or official who signed the document is legitimate.

Without the correct apostille, your document could be rejected abroad, causing delays or forcing you to start over.

When You Need a State Apostille

You will need a state apostille when the document was issued or notarized within one U.S. state.

Examples include:

• Birth, marriage, or death certificates issued by a state or county
  

• Power of attorney documents notarized by a state notary
  

• School records, diplomas, or transcripts from state institutions
  

• Business filings or corporate documents created within the state
  

In these cases, the Secretary of State for that specific state issues the apostille.
For example, GiNN handles Georgia-issued documents directly with the Georgia Secretary of State’s office for quick turnaround.

When You Need a Federal Apostille

You will need a federal apostille when the document was issued by a U.S. federal agency.

Examples include:

• FBI background checks
  

• Consular reports of birth abroad
  

• Federal court documents
  

• Documents issued by a U.S. agency such as the Department of Agriculture or Homeland Security
  

Federal apostilles are issued by the U.S. Department of State in Washington, D.C.
Processing times for federal apostilles are typically longer than state-level ones, so planning ahead is important.

Common Mistakes to Avoid

Many delays happen simply because the wrong office receives the document.

Here are the most common mistakes we see:

1. Sending state-issued documents to the federal office
   

2. Submitting notarized documents without proper certification
   

3. Forgetting to include the required request form or payment
   

4. Using uncertified copies instead of official records
   

A quick review with an experienced service provider can prevent these issues and save you valuable time.

How GiNN Helps Clients Handle Both

At GiNN, we help clients determine the correct path for their documents before they ever leave your hands.

Our services include:

✅ Reviewing documents to confirm the appropriate level of authentication

✅ Coordinating state-level apostilles directly with Georgia’s Secretary of State

✅ Facilitating federal-level submissions to the U.S. Department of State

✅ Providing clear updates throughout the process

Because we work with both individuals and professionals across the U.S. and abroad, we understand how timing and accuracy can affect your entire case or transaction.

The difference between state and federal apostilles comes down to where the document was issued.
State-issued documents require authentication from that state’s office.
Federal documents must go through the U.S. Department of State.

Getting this right the first time prevents delays and ensures your paperwork is accepted abroad without issue.

If you need help confirming which route your document requires, reach out to GiNN Mobile Notary & Apostille.

Our team will guide you through the correct process and make sure every step is handled accurately and on time.