Apostille Application: Your Step-by-Step Guide for Document Authentication

Submitting an Apostille Application is a necessary step when you need to use U.S. documents in a foreign country that is part of the Hague Apostille Convention. Whether you’re applying for a visa, getting married abroad, or doing international business, the apostille ensures your documents are legally recognized overseas.

At Rais Apostille Services, we simplify the process of preparing and submitting apostille applications for both state and federal documents. In this guide, we explain how the application works, what’s required, and how to avoid common mistakes.

What Is an Apostille?

An apostille is a certificate issued by a government authority to authenticate the origin of a public document. It verifies the signature and seal of the issuing official and confirms that the document is valid for international use in a Hague Convention country.

Common documents that require apostilles include:

• Birth certificates

• Marriage licenses

• Power of attorney

• Diplomas and transcripts

• Adoption dossiers

• FBI background checks

• Naturalization and immigration documents

• Business agreements and articles of incorporation

What Is an Apostille Application?

An apostille application is the formal request you submit to a designated authority—typically a Secretary of State or the U.S. Department of State—to obtain an apostille. The application includes the document to be authenticated, an apostille request form, payment, and any required identification or supporting paperwork.

Each U.S. state has its own procedures and forms. If your document is a federal one, your apostille application must go through the Office of Authentications at the U.S. Department of State using Form DS-4194.

When Do You Need an Apostille Application?

You need to file an apostille application if:

• You’re presenting personal or legal documents abroad

• You’re applying for citizenship or residency in another country

• You plan to marry or adopt internationally

• You’re conducting business or employment overseas

• You need to register a company or file taxes abroad

Filing the apostille application ensures your documents are officially recognized and legally accepted in your destination country.

How to Complete an Apostille Application: Step-by-Step

Here’s a detailed breakdown of how to prepare your apostille application properly:

Step 1: Determine the Document Type

Is your document state-issued (like a birth certificate) or federal (like an FBI background check)? This determines where you’ll submit your application.

• State documents → State Secretary of State

• Federal documents → U.S. Department of State

Step 2: Obtain a Certified or Notarized Copy

For your application to be accepted, your document must be either:

• A certified original (e.g., from Vital Records or County Clerk)

• A notarized copy, when applicable

Photocopies or unofficial documents will be rejected.

Step 3: Complete the Apostille Application Form

Each issuing authority has its own application form:

• California: Apostille Mail Request Cover Sheet

• New York: Apostille Request Form (DOS-1961)

• Federal: Form DS-4194 (U.S. Department of State)

The form typically asks for:

• Your name and contact information

• Destination country (must be part of the Hague Apostille Convention)

• Type of document submitted

• Return delivery preferences

Step 4: Submit the Application

Submit your apostille application by mail or in person (where permitted). Include:

• The completed form

• Your original document

• Payment (check, money order, or credit card authorization)

• A prepaid return envelope with tracking

Step 5: Receive the Apostilled Document

Once processed, the apostille will be affixed to your original document and mailed back to you or returned in person, ready for international use.

Apostille Application Processing Times

Processing times vary depending on the authority:

• State applications: 5–15 business days

• Federal (Form DS-4194): 7–20 business days

• Expedited services: Available in some states and through Rais Apostille Services

Why Use Rais Apostille Services?

Completing an apostille application can be confusing—especially if you’re unsure which form to use, which documents are eligible, or how to avoid delays. At Rais Apostille, we offer:

✅ Nationwide service for all 50 states and Washington, D.C.
✅ Document review and validation to prevent rejections
✅ Professional preparation and submission of all forms
✅ Expedited service options
✅ Secure tracking and international return shipping
✅ Transparent pricing with no hidden fees

Whether you’re local or overseas, we make it simple to submit an apostille application from anywhere.

Apostille Application Forms by State

Here’s a quick reference for apostille application forms across some major states:

Frequently Asked Questions (FAQ)

Do I need to fill out a separate apostille application for each document?

Yes. Each document must be submitted with its own apostille request form, especially if documents are from different issuing authorities.

What if my document is in a foreign language?

The apostille authority may require a certified English translation. Rais Apostille Services can assist with professional translations that meet government standards.

Can I apply for an apostille if I’m outside the U.S.?

Yes. You can mail your apostille application and original documents to Rais Apostille Services from anywhere in the world. We will handle everything for you from the U.S.

How do I know if my document qualifies for an apostille?

Your document must be a certified or notarized original issued by a valid authority. We’ll review your document before submission to confirm eligibility.

What if my destination country is not part of the Hague Apostille Convention?

You’ll need embassy or consulate legalization instead. Rais Apostille offers full support for non-Hague countries as well.

Get Help With Your Apostille Application Today

If you’re preparing to submit an apostille application, let Rais Apostille Services manage the process for you. We handle documents from all U.S. states and federal agencies, saving you time, stress, and potential rejections.