What to Know Before Sending U.S. Documents for Apostille
A single missing step can delay your timeline or cause rejection.
If you are preparing to send U.S. documents for international use, the apostille process can feel confusing at first. Different offices, certifications, and document types each have their own requirements.
A single missing step can delay your timeline or cause rejection.
Whether you are a business owner, attorney, or individual client, understanding what the apostille process requires before you mail anything can save you time and frustration.
At GiNN Mobile Notary & Apostille, we help clients handle these details every day so that their documents reach their destination quickly and correctly.
1. Make Sure the Document Is Eligible
Not every document can receive an apostille.
Only documents issued in the United States and intended for use in a country that is part of the Hague Apostille Convention qualify.
Common examples include:
Birth, marriage, or death certificates
Power of attorney or corporate documents
School transcripts or diplomas
Background checks (state or FBI)
If your destination country is not part of the Hague Convention, your document may require a different type of authentication such as legalization through the U.S. Department of State and a consulate.
2. Confirm Whether It Requires Notarization
Some documents, like birth or marriage certificates, must come directly from the issuing agency.
Others, such as business letters or personal authorizations, may need to be notarized before the apostille can be issued.
If you are unsure, check before mailing anything. Sending an uncertified or incorrectly notarized document is one of the most common causes of rejection.
3. Determine the Correct Level: State or Federal
The next step is to identify where the apostille should be issued.
State-Level Apostille:
For documents issued or notarized within a single U.S. state, such as Georgia, the apostille comes from that state’s Secretary of State office.Federal-Level Apostille:
For documents issued by a federal agency, like an FBI background check or a U.S. court document, the apostille comes from the U.S. Department of State in Washington, D.C.
Knowing the correct route before you submit your request prevents costly delays and resubmissions.
4. Allow Enough Processing Time
Processing times vary by location, document type, and government workload.
Some state offices can issue apostilles within a few business days, while federal apostilles may take several weeks.
If you are working with a tight deadline or coordinating international applications, plan ahead and allow extra time for delivery or mailing.
At GiNN, we help clients manage those timelines so their documents stay on track from start to finish.
5. Include the Right Details and Copies
Before sending your documents, double-check:
That the name and signature match across all forms
That the notary seal is legible and current
That certified copies come from the correct authority
That you include a return envelope or delivery label if required
Small errors like outdated notary stamps or missing information can stop your application entirely.
6. How GiNN Simplifies the Process
When you work with GiNN Mobile Notary & Apostille, you get a partner who understands the state and federal requirements and helps you navigate them confidently.
Our team assists clients with:
Reviewing documents for accuracy before submission
Determining the correct apostille route (state or federal)
Coordinating shipping and tracking
Preventing unnecessary delays or rejections
We serve clients across the United States and work with both individuals and professional partners worldwide.
Getting a U.S. document ready for use abroad does not have to be stressful.
With the right guidance and preparation, your paperwork can move smoothly through the process the first time.
If you are preparing to send documents for an apostille, GiNN Mobile Notary & Apostille is here to help you confirm what is needed and manage every step of the process.
Reach out to GiNN today to ensure your documents are handled correctly and delivered on time.
