General Questions

An apostille is a government certificate that confirms the signature, the signer’s official capacity, and the seal on a U.S. public document. It doesn’t verify what the document says. You need one when an authority in a Hague Convention country asks for proof that your document is authentic, for example, for a visa, a marriage abroad, study, work, or a business registration. Learn more about apostille services. 

It depends on the destination country. If the country is a member of the Hague Apostille Convention, a single apostille is generally sufficient. Countries outside the Convention typically require embassy legalization instead. For guidance on which process applies, take a look at our legalization services or ask our team for a document review.

A notary verifies a signer’s identity and witnesses or acknowledges their signature. An apostille, issued by a government authority, confirms that the notary’s or public official’s signature and official capacity are genuine, allowing the document to be recognized abroad.

State documents, such as vital records, notarized papers, and corporate filings, are apostilled by the Secretary of State in the state where they were issued or notarized. Federal documents, including FBI background checks, are handled by the U.S. Department of State. For countries outside the Hague Convention, legalization typically requires an additional step at the destination countryєs embassy or consulate in the U.S.

No. EZ Apostille is a private apostille and legalization service operated by One Source Process, LLC, founded in Washington, DC, in 2010. Government authorities issue the certificates, while we handle document review, preparation, submission, and return shipping.

We process personal documents (birth and marriage certificates, powers of attorney), corporate documents (certificates of good standing, articles of incorporation), academic documents (diplomas, transcripts), and federal documents (FBI background checks, Social Security letters), as well as other properly notarized documents.

You can start online by submitting your documents for a free review. Scans are accepted for many document types, while traditional processing of vital records requires original or certified copies to be mailed. EZ Apostille also offers a photocopy apostille option for certain vital records, but acceptance depends on the destination country’s requirements. Processed documents are returned as hard copies with the apostille attached.

Private documents, such as powers of attorney, affidavits, and contracts, generally need notarization before they can be apostilled. The same may apply to copies of diplomas and transcripts, depending on state requirements. Public records, such as birth, marriage, and death certificates, generally need certified copies rather than notarization. Federal documents, including FBI background checks, follow a separate process and must not be notarized before submission to the U.S. Department of State.

Yes. Upload a scan through our online submission form for a review, or contact us directly with any questions before paying or mailing your documents. We’ll check whether it can be processed as submitted and let you know if any corrections or additional steps are needed.

Order a new certified copy from the appropriate vital records office or issuing authority in the state where the record was issued. Our team can provide guidance on obtaining the certified copy and confirm the correct mailing address for submission.

An apostille itself does not expire. However, the authority receiving your document may only accept records issued within a certain period, which varies by document type and destination country. Confirm this time limit with the receiving authority before you order.

Processing may be delayed or rejected if you submit a photocopy instead of an original or certified vital record, or if a state cannot verify the official’s signature on an older certificate. Other common issues include notarization errors, notarizing an original federal document, missing FBI watermarks or division official signatures, damaged or incomplete documents, and incorrect or missing destination country information on the apostille request form.

Yes. We provide apostille services in all 50 U.S. states and Washington, DC, so our team can handle documents issued in different states within one order. You can send all your documents in one shipment, and we’ll arrange separate submissions to the appropriate state authorities.

No. The apostille must be issued by the state that issued the document. For notarized documents, it must come from the state where the notary is commissioned. You can mail your documents to EZ Apostille from anywhere in the U.S.

Yes. We submit your FBI background check to the U.S. Department of State and complete Form DS-4194 on your behalf. Our FBI apostille service costs $175 and typically takes 10 business days, excluding shipping and applicable government fees.

The authority receiving your report sets the requirements, so check with that authority or the country’s embassy or consulate. Common conditions include a recent issue date, often within 3 to 6 months, and a certified translation, depending on the destination.  Our country guides provide information on FBI background check requirements for 16 destinations, including Spain, Portugal, Italy, Japan, Canada, and more.

The total cost is made up of our service fee, government fees, and shipping. Our service fee depends on the type of document and the processing option you choose. Government fees are set by the Secretary of State, the U.S. Department of State, or the foreign embassy or consulate. Before you place an order, your quote lists each of these costs separately. 

The estimated turnaround depends on the government office processing your document and the service level you choose. Standard processing takes 4–14 business days for state apostilles and 10 business days for federal apostilles. Embassy legalization typically takes 8–12 weeks, depending on the processing route. Shipping time is additional, and choosing faster shipping does not shorten the time required for government processing.

Only state-level documents are eligible for expedited processing, and availability depends on the state. Rush service takes 1–3 business days, while Same Day service takes 24 hours. These are service turnaround times, not guaranteed government processing times. Federal documents, including FBI background checks, are eligible for Standard processing only. The same applies to the federal authentication stage of embassy legalization.

Submit your request through our online order form to receive an itemized quote instantly. Our team will review your documents before requesting payment and let you know whether to ship them to our office or submit them online.

Yes. You can place your order online and contact our team at +1-202-459-4760. Most FBI background checks can be submitted as PDF files for initial review, and we’ll let you know if a physical copy is required. Original or certified copies of vital records must be mailed to our U.S. office. Once processing is complete, we can return your documents by international courier.

After the review, we’ll let you know which documents to upload and which to mail, along with the appropriate shipping address. Once processing is complete, we’ll return your documents via tracked FedEx, UPS, or DHL delivery to a domestic or international address.

You can track your order through our online portal or contact our team for an update. Call 800-668-5448 within the U.S. or +1-202-459-4760 from abroad. Our general office hours are Monday to Friday, 9 AM to 6 PM Eastern Time.

You can cancel your order at any time. After payment, a cancellation carries a fee of 10% of the invoice. A refund is available only until we submit your documents to the Secretary of State or the U.S. Department of State, and the cost of a used shipping label is not refundable. For full details, see our Terms of Service.

The authority receiving your document decides whether it needs a translation and who must provide it. Some countries, such as Spain, accept only officially authorized sworn translators. Many also expect the apostille itself to be translated, so this step usually comes after the apostille is issued. Check the applicable rules first, and we can help with a certified translation if needed.

An apostille is generally recognized in all countries where the Hague Apostille Convention applies. Embassy legalization, by contrast, is specific to the country for which it was obtained. If multiple authorities require original documents, you may need a separate apostilled copy for each one.

Ask the receiving authority to explain the reason for the refusal in writing. This will help determine what needs to be corrected. If you need assistance, contact us, and we’ll review your documents and recommend the next steps, which may include obtaining a new apostille, completing embassy legalization, or arranging a translation, depending on the issue.