How to Get a Document Apostille in Virginia

When preparing to use official documents abroad, one critical step is getting them authenticated. Most countries require documents like birth certificates, court records, or powers of attorney to include an apostille for international acceptance. This certification confirms the paperwork is genuine and ready for use.

In Virginia, the Secretary of the Commonwealth is responsible for issuing apostilles. For documents issued in another state, the apostille must be obtained from that region’s competent authority. This guide explains how to prepare and submit your documents correctly.

Preparing Your Document Before Apostille

Only documents issued in Virginia qualify for a Virginia apostille. The apostille must be issued or notarized in this state. Examples include birth and marriage certificates, court records, diplomas, and any notarized paperwork. Documents issued outside Virginia must be processed by the Secretary of State of the state where they originated.

Check if the document is an original or a certified copy. Virginia does not issue apostilles for photocopies. Certification of vital records in this state is provided through the Department of Health or by local registrars. Academic transcripts, legal forms, or personal letters must be notarized.

Notarized documents must include the signer’s name, a notarial certificate, the notary’s signature, seal, and commission details. Missing any of these results in rejection.

The Apostille Process in Virginia

The Secretary of the Commonwealth is the authority that processes apostilles for Virginia documents. The process involves verifying the type of document, submitting it through the correct method, and paying the required fee. Each step must follow state rules to avoid delays.

Where to Apply: Virginia Secretary of the Commonwealth

In Richmond, the Secretary of the Commonwealth’s Authentication Division provides apostilles and accepts submissions through mail or in-person delivery.

Virginia only apostilles documents notarized by a Virginia notary or issued by a Virginia official. A document like an FBI background check must be handled by the U.S. Department of State.

Submission Process

Submit the following:

• An original document or a certified copy
• A filled-out apostille request form 
• The required  fee
• Prepaid return envelope

Include a letter stating the destination country so the office can determine whether to issue an apostille or a regular certification. Apostilles apply to Hague Convention countries. Others may require embassy legalization.

Mail or deliver to:

Secretary of the Commonwealth – Authentication Division
1111 East Broad Street, 1st Floor
Richmond, VA 23219

Appointments are recommended for in-person visits. Walk-ins may face longer wait times.

Processing Times and Options for Faster Service

Mailed requests are usually processed within 5 to 7 business days. If the office isn’t too busy, in-person requests can often be processed on the same day.

Virginia doesn’t offer expedited state services. Utilizing a professional apostille service in Virginia can expedite the process. These providers prepare the documents correctly and submit them directly.

For mail submissions, use a tracked courier like FedEx or UPS and include a prepaid return label.

Apostille Fees and Payment Methods

The fee in Virginia is $10 per document, and the number of pages doesn’t affect the price.

You can pay by:

• Money orders or checks to the Secretary of the Commonwealth.
• Credit card for in-person submissions (confirm availability in advance)

Overpayments under $5 aren’t refunded. Count your documents carefully.

If you’re submitting apostilles for different countries, submit each request separately. The same federal background check apostille may not be valid for more than one country.

Special Situations and Document Types

While most apostilles in Virginia follow the same submission steps, the type of document can affect how you prepare and submit it. Knowing the difference between document categories helps you avoid errors and rejections.

Apostille for Vital Records

Examples of vital records eligible for apostille are birth certificates, marriage licenses, divorce papers, and death certificates. You need to get a certified copy straight from the Virginia Department of Health or the local office that issued it. Virginia will not apostille photocopies, digital scans, or documents issued by other states. The document must contain the original seal and signature of the registrar.

Vital records do not need notarization because a state official already signs them. Submit the certified copy as-is with your completed form and payment.

Apostille for Academic Records

Schools and universities in Virginia can issue transcripts, diplomas, and verification letters. Before submission, the documents must be notarized by a Virginia notary public. Some institutions offer in-house notarization through the registrar’s office. 

You cannot submit a diploma or transcript without notarization. Apostille offices check for notarial seals and proper certification. If you’re unsure whether your document qualifies, ask the school registrar before starting the Virginia apostille process.

Apostille for Legal Documents

Court documents, adoption records, powers of attorney, affidavits, and similar materials require different preparation depending on the issuing authority. Certified court paperwork, such as judgments or name changes, must be signed by a Virginia court clerk. 

Affidavits, powers of attorney, and other non-court legal documents need to be notarized. A state background check apostille will only be accepted if the signature and seal are from an authorized Virginia official or notary.

Apostille for Business and Corporate Documents

Companies often require apostilles for records like incorporation papers, good standing certificates, or contracts. You’ll need certified copies for documents issued by the State Corporation Commission. These documents are already signed by a state officer, so you don’t need additional notarization.

Business letters, company resolutions, or contracts must be notarized before submission. Confirm the document has the correct signatory, a full notarial certificate, and a valid Virginia notary seal. If your corporate document includes a notarized declaration, you may submit it for apostille as long as it meets state standards.

Tips for a Smooth Apostille Experience

Following the correct procedure matters, but small details can also affect your turnaround time. Paying attention to a few key steps helps you avoid rejection and keep things on track.

Checking Document Validity Before Submission

Before sending anything, confirm that your document is either an original or a certified copy. Apostilles cannot be issued for photocopies or unsigned drafts. For notarized materials, double-check that the notarial wording is complete, the notary’s signature is legible, and the seal is clear.

Do not staple, alter, or mark up official documents. If your document has been laminated or tampered with, request a new certified version. If a document is missing seals or has incomplete details, your application may be rejected or delayed.

Planning Ahead for Immigration, Study, or Work Abroad

Many countries have time limits for document validity. A criminal background check issued more than six months ago may not be accepted for immigration or employment. Contact the consulate or the requesting agency to find out if your document must be recently issued.

If you’re submitting several documents to different authorities, plan ahead so all paperwork is ready at the same time. Include enough time for mailing, processing, and translation if needed. If the destination country is not part of the Hague Convention, further procedures will be required. In this case, a federal background check must undergo embassy or consular legalization.

Using Professional Apostille Services in Virginia

Some people handle apostilles themselves when timelines are flexible. When you’re on a deadline or dealing with unfamiliar documents, a professional apostille service in Virginia speeds up the process and reduces stress.

These providers review your documents, catch common mistakes, and submit everything to the Secretary of the Commonwealth. They follow current state requirements. 

For urgent travel, consular appointments, or visa filings, a reliable Virginia apostille process provider reduces delays and includes tracking, delivery, and updates. If you’re comfortable with the rules, working with a simple document, and not in a rush, you can do it yourself.

Save Time, Avoid Mistakes — Let Experts Handle Your Virginia Apostille

Getting an apostille in Virginia is simple when the document is issued in-state and meets notarization or certification rules. If a document was issued in another state, you’ll need to obtain the apostille from that state’s Secretary of State. Federal documents like a background check must be sent to the U.S. Department of State. 

If you’re pressed for time or unsure of the procedure, you may want to use a professional apostille service in Virginia. This avoids delays, prevents mistakes, and helps your documents get accepted without problems.

FAQ

How long does it take to get an apostille in Virginia?

Mail-in requests are processed within 5–7 business days, while in-person requests may be completed the same day, depending on workload.

Can I apostille a notarized copy instead of the original?

Only if the copy is properly notarized as a true and accurate copy. 

Do I need to be in Virginia to get a Virginia apostille?

No, documents may be mailed from any location.

Is there an expedited apostille option in Virginia?

Virginia doesn’t offer official expedited processing. 

What if my document will be used in a country that’s not part of the Hague Convention? 

You’ll need consular or embassy legalization. This involves notarization, state certification, and embassy approval.