The complete 2026 guide: what apostilles are, which documents qualify, how the process works, government fees by country, and the 7 critical mistakes that get documents rejected.
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Where will you use the document?
When you submit an official document to a foreign government — a birth certificate for a family reunification visa, an FBI background check for Spain residency, a diploma for a work permit — that government cannot simply trust that your document is genuine. The 1961 Hague Convention established a standardized solution: the apostille. It replaces complex multi-step consular chains with a single certificate from one designated authority in the issuing country.
For the 125+ countries that are Hague members, the apostille is both sufficient and mandatory. Most countries that receive apostilled documents from Spain-bound applicants require:
We handle all three steps in a single coordinated service — no need to manage multiple providers or navigate government submission procedures alone.
Applying for a non-lucrative visa, golden visa, or long-term residency in Spain? Spanish authorities require apostilled originals — birth certificates, background checks, diplomas. We apostille your documents and coordinate certified translation in one service.
Universities and employers in Hague Convention countries will not accept your diploma without an apostille. Whether your degree is from the US, Mexico, or Argentina, we identify the correct apostille authority and process it fast.
Powers of attorney, corporate resolutions, and notarized contracts used abroad require apostille certification to be legally enforceable. We handle single documents or full business packages across multiple jurisdictions.
All packages include free document review, status updates, and tracked delivery. Multi-document discounts available. Contact us for an exact quote →
| Document | Issuing authority | Estimated time | Notes |
|---|---|---|---|
| Original public document | Issuing authority (Civil Registry, university, court, FBI, etc.) | Variable by document type | Must be the original with wet-ink signature and official seal — not a photocopy or notarized copy of a copy. |
| Government-issued ID of applicant | Applicant | Current / valid | Passport, driver's license, or national ID. Name must match exactly the document being apostilled. |
| Federal or state apostille certificate | US Dept. of State (federal) or Secretary of State (state) | Standard 4–8 weeks / Expedited 5–7 business days | Federal documents (FBI) → US Dept. of State only. State documents → respective Secretary of State. |
| Request form or cover letter (where required) | Secretary of State / apostille authority | At submission | Some states and countries allow online submission. We prepare all forms on your behalf. |
| Government apostille fee | Treasury / issuing institution | At submission | US State Dept: $20 (federal). State level: $5–$20. Spain MAEC: free–€30. Mexico: ~$10–$30. |
| Certified translation (where required) | Sworn / certified translator | 1–2 business days after apostille | Required for Spain and most non-English-speaking destinations. Translation prepared after apostille is attached. |
Most apostille rejections are entirely preventable. Our pre-submission review catches every one of these issues before we submit your documents:
Send us scanned copies of your documents. We confirm eligibility, identify the exact competent authority (state or federal, which ministry), and provide a firm quote and timeline — before you pay anything.
We provide a detailed packing checklist and instructions. You send the originals by tracked, insured courier. We confirm receipt and begin processing immediately.
We submit to the Secretary of State, US Department of State, Ministry of Foreign Affairs, or relevant competent authority. We track progress and send you updates at every stage.
Your apostilled documents — with certified translation if included — are returned by express international courier to your address anywhere in the world, ready to submit to the receiving authority.
"I had no idea there was a difference between a state and federal apostille until they explained it. My previous attempt was rejected because I sent my FBI check to the wrong office. They got it right the first time — apostille plus translation in under two weeks."
— Carlos M., Bogotá → Madrid · Non-lucrative visa applicant
Information on this page is based on procedures from recognized government and intergovernmental bodies — not third-party estimates.
One rule decides which authentication process you need. Full comparison table, country lists, real examples.
View service →FBI Identity History Summary apostille for Spain visas, residency, and the 2026 regularización.
View service →Full authentication chain for China, Saudi Arabia, UAE and other non-Hague destinations.
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Laura ChenLegal Document Expert
Specialist in documents for the English-speaking market with a focus on fast and secure processing.
An apostille is an official authentication certificate issued by a designated government authority that makes a public document legally valid in another country. Established by the 1961 Hague Convention, it is recognized in 125+ member countries. You need it when submitting official documents — birth certificates, diplomas, background checks — to foreign governments, consulates, or institutions.
An apostille certifies three things: (1) the authenticity of the signature of the official who signed the document, (2) the legal capacity in which that official acted, and (3) the identity of the seal on the document. Critically, it does NOT certify the content of the document — a Spanish consulate reading your background check is still responsible for evaluating what it says.
No — only when moving a public document between two Hague Convention member countries. If the destination is outside the Hague Convention (China, Saudi Arabia, Pakistan), you need full consular legalization instead, which is a multi-step chain through local, national, and embassy offices.
In almost all jurisdictions, no. You need either the original document with a fresh wet-ink signature and official seal, or a formal certified true copy issued directly by the originating government agency. Photocopies — including notarized photocopies — are rejected by apostille authorities.
No. The apostille only verifies the authenticity of the origin signature and seal — it does not change the language of the document. For Spain and other non-English-speaking countries, you must also obtain a sworn translation after the apostille is attached.
The apostille certificate itself does not expire — it certifies a historical fact. However, the underlying document may expire for immigration purposes. Spain requires criminal record certificates issued within 90 days of your consulate appointment. Birth and marriage certificates typically must be issued within 6 months.
State documents (birth certificates, marriage certificates, state court orders, state police checks) are apostilled by each state's Secretary of State office. Federal documents (FBI Identity History Summary, federal court documents) must be apostilled by the U.S. Department of State in Washington D.C. — not a state office. Sending an FBI check to a state office is one of the most common and costly mistakes.
Government fees in 2026: US State Dept (federal) $20, US state level $5–$20, Spain (MAEC) free–€30, Mexico ~$10–$30, Colombia ~$15–$25, Argentina ~$20–$40, UK £30–£75. Our service fees (which include preparation, submission, tracking, and delivery) start from $79 for apostille-only and $149 for a full package with translation.
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