Apostilles/Authentication
Documents intended for use outside the United States often need to be authenticated before they will be accepted by a foreign government, court, bank, school, business, or other authority. The type of authentication required depends on the document, where it was issued, and the country where it will be used.
An apostille is a form of authentication used for documents being sent to countries that are members of the Hague Apostille Convention of 1961. When a document receives an apostille, the apostille certifies the signature, seal, or official capacity of the person or public official who signed or issued the document. It does not certify the contents of the document itself.
If the country where the document will be used is not a member of the Hague Apostille Convention, the document may need to go through a different authentication process. This may include certification by the appropriate state or federal authority and, in some cases, legalization by the foreign embassy or consulate for the destination country.
Common Documents That May Require Apostille or Authentication
Apostille and authentication services are commonly requested for documents such as:
- Certificates of Incorporation, Articles of Organization, Certificates of Formation, and other entity formation documents;
- Certificates of Good Standing, Existence, Status, or Fact;
- Certified copies of amendments, mergers, dissolutions, or other state-filed business documents;
- Powers of attorney;
- Corporate resolutions;
- Bylaws, operating agreements, or other company records;
- Contracts and agreements;
- Court documents;
- Birth, death, marriage, and divorce records;
- Diplomas, transcripts, and school records;
- Notarized affidavits, authorizations, and personal documents; and
- Federally issued documents requiring U.S. Department of State authentication.
State-Issued vs. Federally Issued Documents
The authentication process depends on the source of the document.
Documents issued or certified by a state agency, county office, court, or notary are generally authenticated through the appropriate state authority, often the Secretary of State or similar state office.
Documents issued by a federal agency, or documents requiring federal authentication, may need to be processed through the U.S. Department of State in Washington, D.C. In some cases, additional embassy or consular legalization may also be required.
How Accumera Can Help
Accumera can assist with coordinating apostille, authentication, and legalization requests for business and personal documents. Through our nationwide network of agents, including Washington, D.C., we can help determine the proper processing path based on the document type, issuing authority, and destination country.
Our services may include:
- Reviewing the document type and destination country requirements;
- Obtaining certified copies of business entity documents, if needed;
- Coordinating state-level apostille or authentication filings;
- Coordinating federal authentication through Washington, D.C., when required;
- Assisting with embassy or consular legalization, when applicable;
- Arranging courier, mail, or return delivery services;
- Monitoring the status of the request; and
- Providing completed apostilled or authenticated documents upon completion.
Important Considerations
Authentication requirements can vary depending on the destination country and the receiving party. Some countries or institutions may require specific wording, recent issue dates, notarization, certified copies, translations, or additional legalization steps. Before beginning the process, it is important to confirm the exact requirements with the party requesting the document.
Accumera can help guide the filing and retrieval process, but the receiving foreign authority ultimately determines whether a document is acceptable for its intended use.
Contact us for information and pricing.
