How Do You Get an Apostille in the United States?

To get an apostille in the United States, you send federal documents (like FBI background checks) to the US Department of State in Washington, DC, and state-issued documents (birth certificates, marriage certificates, diplomas) to the Secretary of State in the state where the document was originally issued. Federal apostilles currently take about 5 weeks by mail; state processing ranges from same-day to 6 weeks depending on the state.

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If you're applying for a visa to Spain, Portugal, or the Netherlands, there's one word that will follow you through every stage of the process: apostille.

It sounds fancy. It isn't. An apostille is just a government stamp that certifies your documents are legitimate so a foreign country will accept them. Think of it as the international handshake between bureaucracies — without it, your birth certificate is just a piece of paper with sentimental value.

The problem? Getting apostilles in the United States is genuinely confusing. Some documents need federal apostilles. Others need state apostilles. The state your document came from determines where you apply. Processing times range from same-day to six weeks depending on the state. And if you get it wrong, your entire visa timeline can collapse.

Here's what you need to understand about the process — without turning this into a DIY guide that'll have you mailing documents to the wrong office. For the full document checklists — including which documents need apostilles — see our guides for Spain's Digital Nomad Visa, Portugal's D8 visa, and the Netherlands DAFT visa.

What exactly is an apostille?

An apostille is a standardized certificate issued under the 1961 Hague Convention that authenticates the origin of a public document. Over 120 countries recognize apostilles, including Spain, Portugal, and the Netherlands. Without one, your document has no legal standing in the destination country's immigration system.

In the US, apostilles come from two places:

State apostilles are issued by the Secretary of State (or equivalent office) in the state where the document was originally issued. Birth certificates, marriage certificates, divorce decrees, and university diplomas typically need state apostilles.

Federal apostilles are issued by the US Department of State's Office of Authentications in Washington, DC. FBI background checks and certain federal documents need this type.

This distinction trips people up constantly. Your FBI background check cannot be apostilled by your home state. Your birth certificate cannot be apostilled by the federal government. Getting this wrong doesn't just cause delays — it means starting over.

Why is the FBI background check everyone's least favorite step?

Every European visa application we've encountered requires an FBI background check — formally called the Identity History Summary. Spain, Portugal, and the Netherlands all require it, and it must be apostilled at the federal level.

The process works like this:

First, you obtain the FBI background check itself. If you submit fingerprints electronically through an FBI-approved channeler, results typically come back within a few days. The traditional mail-in route through the FBI's CJIS Division takes considerably longer — often several weeks.

Then comes the apostille. FBI background checks are federal documents, so they go to the US Department of State's Office of Authentications. Current processing estimates hover around five weeks for standard processing by mail. In-person walk-in service is available at their Sterling, Virginia office (Monday through Thursday, 7:30 to 9:00 AM for drop-offs), but availability is limited.

Here's the critical timing issue: many consulates require background checks to be recent — typically issued within three to six months of your visa application. If your FBI check takes three weeks and the federal apostille takes five more, you've already burned through two months before you even get to the sworn translation step.

Professional apostille services in the DC area can often hand-carry documents to the Office of Authentications and reduce this timeline to a few business days, though at a premium.

How do state apostilles work?

State apostille processing varies enormously. Each Secretary of State office sets its own timelines, fees, and procedures. Here's a general sense of what you're dealing with in 2025–2026:

Fast states (1–5 business days): Several states offer walk-in or expedited service. If you're lucky enough to have documents from one of these states, your timeline gets much more manageable.

Middle of the road (1–2 weeks): The majority of states fall into this range for mail-in processing. New York, Georgia, Alabama, Tennessee, and Kentucky all typically process within this window. Some of these states add extra time if the document is notarized rather than a vital record.

Slower states (2–4+ weeks): Hawaii estimates four weeks for standard processing, and up to six weeks for vital records like birth and death certificates. Maine currently estimates 10–15 business days. California varies depending on the type of document and current backlog.

The fee structure is equally inconsistent. Some states charge as little as $2 per document. Others charge $20 or more. Payment methods vary — some accept only checks or money orders, others have online payment portals.

The state-of-origin rule matters. Your birth certificate gets apostilled in the state where you were born, not the state where you currently live. Your diploma gets apostilled in the state where the university is located. Your marriage certificate gets apostilled in the state where you were married. If you were born in Texas, went to college in Massachusetts, and got married in Colorado, you're dealing with three different state offices.

Which documents need apostilles and from where?

Not every document in your visa application needs an apostille. Bank statements, employer letters, and insurance certificates generally don't. But several key documents always do:

FBI background check → US Department of State (federal)

Birth certificate → Secretary of State in the state where you were born

University degree/diploma → Secretary of State in the state where the university is located

Marriage certificate → Secretary of State in the state where you were married

Child birth certificates → Secretary of State in the state where the child was born

The exact list depends on your visa type and destination country. Spain, Portugal, and the Netherlands each have slightly different requirements for which documents must be apostilled and which must be sworn translated (and which need both).

What about the translation step after the apostille?

Here's where it compounds. Most European visa applications require that apostilled documents also be translated — and not just any translation. Spain requires sworn translations (traducciones juradas) by translators certified by the Spanish Ministry of Foreign Affairs. Portugal and the Netherlands have their own translation requirements.

The order matters: you get the apostille first, then the sworn translation. The translator translates both the original document and the apostille certificate. Doing it in the wrong order means doing it twice. Translation comes after apostille — the sequence matters. See each country's guide for translator requirements.

This creates a cascade: obtain the document → get it apostilled → get it sworn translated → submit. Each step has its own timeline. And many documents have expiration windows, meaning you can't just do everything six months early and sit on it.

What timing strategies actually work?

The biggest mistake people make is treating apostilles as a task to tackle right before their consulate appointment. By then, it's usually too late.

Start with your FBI background check. It has the longest combined timeline (FBI processing + federal apostille + translation) and the strictest expiration window. Work backward from your intended submission date.

Order vital records early. If you don't have your original birth certificate or marriage certificate, ordering replacements from the relevant state vital records office adds another layer of waiting.

Don't assume you have the right version. Some states issue birth certificates that aren't suitable for apostille — they might be informational copies rather than certified copies. You need a certified copy, which usually means one issued directly by the state vital records office with a registrar's signature and raised seal.

Check your state's current processing time before submitting. The estimates above are general. States can develop backlogs, especially during peak seasons. Most Secretary of State websites publish current turnaround times.

Consider expedited services for bottleneck states. If your state takes three to four weeks and your timeline is tight, professional apostille services can often cut that significantly. The cost (typically $50–$150 per document on top of the state fee) might be worth avoiding a cascading delay.

What mistakes derail visa applications?

Based on what people report in visa application forums and support groups, the most common apostille-related problems are:

Sending the wrong document to the wrong authority. FBI checks to a state office. State documents to the federal office. This wastes weeks.

Using uncertified copies. Photocopies, printouts from hospital records, or "informational" copies of vital records typically can't be apostilled. You need official certified copies.

Forgetting that multiple states may be involved. Your personal documents may span three or four states. Each one is a separate submission with a separate timeline.

Not accounting for the translation step. The apostille isn't the finish line — it's a milestone. Translation adds additional days or weeks, and consulates can reject translations done by non-approved translators.

Missing expiration windows. Getting an FBI background check apostilled in January for an August consulate appointment might mean the check is no longer valid by submission time.

How does the apostille process affect your visa timeline?

If you're planning a European visa application, the apostille process should be one of the first things you map out — not one of the last. For a typical family application involving two adults and one child, you might be looking at:

• 2–3 FBI background checks (adults only, usually)
• 3–4 birth certificates (each potentially from a different state)
• 1 marriage certificate
• 1–2 university diplomas
• Each needing apostille + sworn translation

That's potentially 8–12 documents moving through 4–5 different government offices, each with different timelines, different fee structures, and different submission requirements.

It's not rocket science, but it is a logistics puzzle — and the consequences of getting a piece wrong range from delays to outright visa denial. The apostille timeline is typically the critical path for your visa application — factor this into your overall preparation.

Not sure which visa you qualify for? Our free eligibility assessment checks your situation in about 5 minutes — before you start the apostille process.

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Frequently Asked Questions

How long does it take to get a federal apostille on an FBI background check?

The US Department of State's Office of Authentications currently takes about 5 weeks for standard mail-in processing. Walk-in service is available at their Sterling, Virginia office (Monday–Thursday, 7:30–9:00 AM), and professional apostille services in the DC area can often hand-carry documents and get them processed in a few business days for $100–200.

How much does an apostille cost in the United States?

Federal apostilles from the Department of State cost $20 per document. State apostille fees vary widely — from as little as $2 per document in some states to $20+ in others. If you use a professional expediting service, expect to pay an additional $50–150 per document on top of the government fee.

Can I get an apostille from any state for my birth certificate?

No. Your birth certificate must be apostilled by the Secretary of State in the state where you were born — not the state where you currently live. This "state-of-origin" rule applies to all state-issued documents: diplomas go through the state where the university is located, marriage certificates through the state where you were married.

Do I need an apostille for bank statements or employer letters?

Generally no. Bank statements, employer letters, insurance certificates, and lease agreements typically do not need apostilles for European visa applications. The documents that require apostilles are government-issued records: FBI background checks, birth certificates, marriage certificates, and university diplomas.

What is the correct order: apostille first or translation first?

Apostille first, then translation. The sworn translator translates both the original document and the apostille certificate attached to it. Doing it in reverse order means you'll need to redo the translation after the apostille is added, wasting time and money.

How recent does the FBI background check need to be?

Most European consulates require the FBI background check to be issued within 3–6 months of your visa application. For Portugal's D8 specifically, the clock starts from the FBI's issuance date (not the apostille date), and the federal apostille takes about 5 weeks — which can leave as little as 30 days to complete the translation and submit.

Can I apostille a photocopy of my birth certificate?

No. Apostilles can only be placed on official certified copies of vital records — documents issued directly by the state vital records office with a registrar's signature and raised seal. Photocopies, hospital-issued copies, and "informational" copies cannot be apostilled.

The apostille process is universal across European visa applications, but the specific documents you need apostilled depend on your visa type, destination country, and family situation. Getting a personalized document checklist early saves time and prevents expensive mistakes.

Sources:

• US Department of State, Office of Authentications (travel.state.gov)
• Hague Conference on Private International Law, Apostille Section
• Individual state Secretary of State offices (processing time estimates current as of early 2026)
• EZ Apostille processing time guide (2025)
• American Notary Service Center processing time data