Step one: check the requirements
Contact the embassy or consulate, or read its website, to learn what they accept. Some require documents to be translated into their language, some require specific forms, and some accept only certain issuing states. Write down the fees and processing times.
Signing something for use abroad? The online notary and apostille package.
Also ask the receiving agency in the destination country what they need, because it may be more than the embassy says.
Print out the embassy's own instructions on the day you read them. Websites change, and a dated printout helps if a clerk later gives different advice.
Create a simple tracking sheet with each step, its fee, its address and its tracking number, so nothing gets lost along the way.
Step two: prepare the base document
The base document must be the right kind. Vital records are certified copies. Private documents are notarized, with a complete notarial certificate. Corporate papers come from the secretary of state or similar office. Any error here breaks the chain.
Check names, dates and signatures against the destination's requirements.
If the same paper will be used in more than one country, make separate originals. Each legalization attaches to a specific document, and it cannot be reused.
Step three: state certification
A state office, such as the one that handles notary commissions, confirms the notary's or clerk's authority. In New Jersey this is handled by the state's treasury department. The state certificate is attached to the document and moves forward.
Some embassies accept only state-certified documents, while others also require a federal step.
Some states require a request form or an online order. Include the destination country on the form so the office issues the correct certificate.
Step four: federal authentication
The U.S. Department of State authenticates the state official's signature and seal. For non-Hague countries, it issues an authentication certificate rather than an apostille. There is a fee and a mailing process. Check the department's website for current rules.
Keep track of each tracking number, since the document will pass through several hands.
Federal fees and processing times vary by service type and by the season. Read the current notice on the department's site and plan for the slower end of the estimate.
Step five: the embassy or consulate
Finally the embassy or consulate verifies the federal signature and adds its own stamp or label. Some require a consular fee, a cover form, and a copy of your passport. Others require the applicant to appear or use an approved courier.
After legalization, the document is ready for use in the destination country. Do not remove staples or attachments.
Allow time for return shipping at every step. Many delays come from mail, not from the offices themselves.
Mistakes that get documents rejected
Skipping a step is the most common error, because each office checks the one before it. Others are the wrong version of the document and a missing translation. Confirm the order with the embassy before you start, because requirements change.
Checklist before you book
Get the embassy's written requirements. Prepare the base document. Complete the state and federal steps in order. Ask about translation. Allow time for each office.
Common questions
Why does it take so long?
Each office has its own queue and rules. Non-Hague legalization can take weeks. Start early.
Can I skip a step to save time?
No. Each office relies on the one before it, and skipping a step will cause rejection.
More notary guides
- Print and Scan Help for Closing and Legal Documents
- Apostille for Diplomas and School Transcripts
- Apostille for an FBI Background Check: The Federal Route
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.