How to Apostille a Document in Florida

You’re preparing for an international trip and need an apostille in Florida? Document authentication doesn’t have to be Getting a document apostilled in Florida is not always a one-step process. The exact requirements depend on where the document was issued, what type of record it is, and the country where it will be used. For instance, a Florida birth certificate, university diploma, or power of attorney signed before a notary may each require different preparation before submission. Documents from another state or a federal agency, however, do not go through Florida at all.

This guide covers what a Florida apostille is, which documents qualify, and how to prepare and submit your request.

What Is a Florida Apostille?

When a Florida document needs to be used abroad, the receiving authority may need proof that the signature or seal on it can be trusted. A Florida apostille provides that proof in the form of a certificate attached to the document by the Florida Department of State.

Rather than confirming what the document says, the apostille verifies the official behind it. Depending on the record, that may be a Florida notary public, the State Registrar, or a court clerk. In other words, it confirms that the signature or seal is authentic and that the person who issued or certified the document had the authority to do so.

This system applies when the document is going to a country that participates in the Hague Apostille Convention. For non-member countries, an apostille is not enough, and the document usually has to follow a longer authentication and legalization process.

Which Documents Can the Florida Department of State Apostille?

The Florida Department of State only issues apostilles for documents issued in Florida or notarized by a Florida-commissioned notary. Records from other jurisdictions must be handled by the appropriate authority.

Public Documents Issued in Florida

Florida can apostille a range of public records issued or certified by state and local authorities. These include vital records signed by the State Registrar, court records certified by a Clerk of Court, vehicle titles certified by the state, and certified copies or certificates of status issued by the Division of Corporations. The document must be presented in the form required by the state, usually as an original or certified copy rather than a photocopy.

Documents Notarized by a Florida Notary

Private documents you prepare yourself, such as powers of attorney, affidavits, and certain business agreements, can generally be apostilled once they are properly notarized by a commissioned Florida notary. The notarization must include a complete notarial statement in English, along with the notary’s original signature, stamp, and seal.

Federal, Out-of-State, and Foreign Documents

Other documents fall outside Florida’s authority. Federal records, including FBI Identity History Summaries, are handled through the U.S. Department of State. A document issued or notarized in another state must generally go to that state’s competent authority, while records issued abroad are authenticated under the rules of the country where they originated.

Florida Apostille Requirements by Document Type

Before submitting your document, check who issued and signed it. Preparation requirements vary by document type, so the sections below explain what to look for before requesting an apostille.

Vital Records

A Florida birth or death certificate must be a certified copy signed by the State Registrar of the Florida Bureau of Vital Statistics. A certificate issued by a county health department is also acceptable if it is signed by the State Registrar, so this is worth checking before you file.

A Florida marriage certificate must be a certified copy signed by the State Registrar or by the Clerk of the County Courts. Note: A photocopy or a hospital “keepsake” certificate is never acceptable.

Court Documents

A Florida divorce decree or other court record must be a certified copy issued by the Clerk of Court in the county where the case was heard. Because a county clerk is a local official, the Department of State adds a Certificate of Incumbency confirming that the clerk held office and had authority to certify the record. Note: This certificate is required for documents certified by a Florida Clerk of Court and affects the apostille fee.

Educational Documents

Educational records usually require additional preparation before they can be apostilled. For a public school or university transcript, submit a notarized transcript signed by the registrar or another issuing official, together with a full notarial statement. For a private institution, the printed transcript must be notarized as a copy and signed by the student or custodian. Note: A school seal alone does not replace the required notarization.

Notarized Documents

Powers of attorney, affidavits, consent forms, and business agreements can be apostilled when they are properly notarized by a Florida notary. The notarization must include the notary’s original signature, stamp, and seal, along with a full notarial statement in English. If the notarial wording is incomplete or not in English, the Department cannot process the request. Note: If the document itself is in another language, check whether the receiving authority also requires an English translation.

Business and State-Issued Documents

Business documents can follow different routes depending on how they were created. A certified corporate record, such as articles of incorporation or a certificate of status issued by the Florida Division of Corporations, can be apostilled as an official state record. A privately prepared business document, such as a commercial invoice or internal agreement, generally needs to be properly notarized first, after which the state authenticates the Florida notary’s signature.

How to Get an Apostille in Florida

Once you know which version of your document you need, the submission process follows four main steps.

Step 1 – Obtain the Right Version of the Document

Start by making sure your document meets the requirements for its type, using the section above as a guide. Public records generally need to be submitted as original certified copies, while notarized documents must include the original notarization. Common problems at this stage include an uncertified copy, a missing State Registrar’s signature, or incomplete notarial wording.

Step 2 – Fill Out the Florida Apostille Request Form

Include a completed request form that identifies the country where the document will be used. The Department needs this information to determine whether to issue an apostille for a Hague Convention country or a notarial certification for a non-Hague country. You can download the current official form here: Apostille and Notarial Certificate Request Form.

Step 3 – Prepare Payment and Return Delivery

Include the state fee as a check or money order payable to the Florida Department of State. Cash and credit cards are not accepted. You also need to provide a prepaid return method, such as a self-addressed stamped envelope or a prepaid, pre-addressed courier air bill.

Step 4 – Submit the Request to the Florida Department of State

Use the address that matches your submission method:

• By USPS mail: Department of State, Division of Corporations, Apostilles Section, P.O. Box 6800, Tallahassee, FL 32314.
• By courier: Department of State, Division of Corporations, The Center of Tallahassee, 2415 N. Monroe Street, Suite 810, Tallahassee, FL 32303.
• In person: Walk-in requests are accepted at 2415 N. Monroe Street, Suite 810, Tallahassee, FL 32303, Monday through Friday, 8 a.m.–5 p.m., except state holidays.

Before sending your request, check the current Florida Department of State instructions in case the address or submission requirements have changed.

How Long Does a Florida Apostille Take?

Processing time depends on the current volume of requests. Florida handles apostille applications in the order they are received and does not offer expedited service at the state level.

For mailed requests, allow additional time for delivery to and from Tallahassee. If timing is critical, walk-in service may be faster, as most in-person requests can be completed while you wait, although same-visit processing is not guaranteed.

How Much Does a Florida Apostille Cost?

The state fee is $10 per document for most apostille requests. If the document was certified by a Florida Clerk of Court, such as a divorce decree or another court record, the fee is $20 per document: $10 for the apostille and $10 for the required Certificate of Incumbency. The Department accepts a check or money order payable to the Florida Department of State and does not accept cash or credit cards.

Those are government fees only. Your total cost may also include:

• notarization fees, if the document must be notarized first;
• certified translation, when required by the receiving authority;
• return shipping or courier charges;
• embassy or consular legalization fees for non-Hague countries;
• professional service fees, if you use an apostille service to handle the request.

Common Reasons Florida Apostille Requests Are Rejected

Most problems come down to the document, notarization, payment, or submission details not meeting the Department’s requirements. Before sending your request, check for these common issues:

• Wrong version of the document — a photocopy, an uncertified copy, or a vital record without the State Registrar’s signature.
• Incomplete notarization — a missing original signature, stamp, or seal, or a notarial statement that is incomplete or not in English.
• Wrong authority — sending a federal or out-of-state document to Florida instead of the authority responsible for it.
• Missing form details — failing to identify the destination country, which the Department uses to determine whether to issue an apostille or notarial certification.
• Incorrect payment — the wrong fee or an unsupported payment method.
• Missing return delivery — no self-addressed stamped envelope or prepaid, pre-addressed air bill included with the request.
• Wrong submission address — using the mailing address for a courier delivery or the physical address for USPS mail.

Get Your Florida Apostille with EZ Apostille

You now have the roadmap for getting a Florida apostille. If you would rather hand off the paperwork than follow each step yourself, EZ Apostille can review your documents, prepare the request, and manage the submission for you. Visit our Florida apostille services page to get started.

FAQ

Can someone submit my Florida apostille request on my behalf?

Yes. A third party or an apostille service can file the request for you, as long as the document itself meets Florida’s certification or notarization requirements.

Can I request a Florida apostille while living outside the United States?

Yes. Where you live does not determine whether a Florida document can receive an apostille. You can submit the request from abroad or use a service like EZ Apostille to handle the filing and arrange return delivery to your overseas address.

Can multiple documents be included in one Florida apostille request?

Yes. You can submit several documents in the same request, but each document is apostilled separately and carries its own fee. Make sure the request form shows the total number of documents and that your payment covers the full amount.

Is an electronically notarized document eligible for a Florida apostille?

Florida permits remote online notarization, but apostille requirements for electronically notarized documents depend on the form in which the record and notarization are presented. Before submitting one, confirm that it meets the Florida Department of State’s current requirements for notarized documents.

Does a Florida apostille expire?

The apostille itself does not expire. However, the authority receiving the document may require the underlying record to have been issued within a certain period, so check any recency requirements before submission.