What is an apostille, really?
An apostille is a certificate a government attaches to a document so another country will accept it as genuine. Think of it as an international "yes, this is real" stamp.
It exists because of a treaty called the Hague Apostille Convention. Over 120 countries are part of it. If the country you're sending to is a member, an apostille is usually all you need. If it isn't, you'll need a longer process called authentication (sometimes "legalization"), which often involves that country's embassy or consulate.
Which documents can get a Florida apostille?
Florida apostilles documents that were issued or notarized in Florida. Who handles yours depends on where it came from:
| Your document | Who issues the apostille |
|---|---|
| Notarized by a Florida notary (affidavits, powers of attorney, school letters, business documents) | Florida Department of State |
| Florida birth, death or marriage certificate | Florida Department of State, using a certified copy from the state or county that issued it |
| Florida court records | Florida Department of State, using a certified copy from the clerk of court |
| Federal documents (like an FBI background check) | U.S. Department of State, not Florida |
| Documents from another state | That state's Secretary of State |
The process, step by step
- Confirm what the other country wantsAsk the receiving school, agency or employer exactly what they need: original or copy, translation, apostille or authentication. It takes five minutes and can save weeks.
- Get the right version of the documentFor vital records and court papers, order a fresh certified copy. A photocopy won't work. For personal or business documents, prepare the unsigned document.
- Get it notarized correctly (if it needs notarizing)The notary section has to be complete and correct, with an ID check, signature, seal and the right certificate. Mistakes here are the #1 reason documents get rejected.
- Send it to the Florida Department of StateInclude the request form, the fee and the name of the country it's going to. They offer mail-in service, and processing times vary, so check their website for current fees and timing.
- Receive it and send it onThe apostille is attached to your document. Don't remove the staple or separate the pages, or it may no longer be valid.
Mistakes that get documents sent back
- Sending a photocopy of a birth certificate instead of a certified copy
- A notary certificate that's missing the venue (state and county), the notary's commission details, or the type of ID used
- Signing the document before seeing the notary
- Sending a federal document to Florida, or a Florida document to the federal office
- Not naming the destination country on the request
- Removing staples or pages after the apostille is attached
How we can help
We notarize documents headed overseas all the time, and we take extra care with the notary section because we know where it's going. We'll check it, explain the next steps, and point you to the right office. If you're not in South Florida, many documents can be notarized by remote online notarization.
This article is general information, not legal advice. Notaries in Florida can't give legal advice. Rules and fees change, so check with the office or agency that will receive your document. Last reviewed October 2026.