What an apostille actually is
An apostille is a certificate attached to your document that tells a foreign government the document is authentic. It's issued under the Hague Convention, which more than 120 countries recognize. In Arizona, apostilles are issued by the Secretary of State. If the destination country isn't part of the Hague Convention, a similar process called authentication applies instead.
Documents that commonly need one
- Birth, marriage, divorce, and death certificates
- Diplomas and transcripts for study or work abroad
- Powers of attorney for property or business overseas
- Adoption paperwork
- Corporate documents, such as articles of incorporation
- Affidavits and sworn statements
Step 1: Figure out which type of document you have
This matters because it changes the process. Vital records (birth, marriage, death certificates) must be certified copies from the issuing agency; they do not get notarized. Personal and business documents (powers of attorney, affidavits, diplomas) need to be notarized first, and the apostille certifies the notary's signature.
Step 2: Get the document notarized, if required
For anything that isn't a vital record, sign the document in front of a commissioned Arizona notary. The notary's commission must be current and on file with the Secretary of State, which is one reason to use an experienced notary for apostille work. A mistake here means starting over.
Step 3: Submit to the Arizona Secretary of State
The document, a request form, and the fee go to the Secretary of State either in person in Phoenix or Tucson, or by mail. Each document needs its own apostille and its own fee.
Step 4: Receive the apostilled document
The apostille is physically attached to your document. Don't remove it. Send the whole thing to the receiving party.
How long it takes
In-person requests are often handled the same day. Mailed requests typically take one to two weeks including transit. If you have a deadline, say so up front so the timeline can be planned around it.
What about translation?
Some countries require the document, the apostille, or both to be translated. That's handled after the apostille is issued, and the translation may itself need to be notarized. Check with the receiving party before you start.
Where we fit in
We handle the notarization, confirm the document is prepared correctly, and coordinate the submission to the Secretary of State so you aren't making multiple trips or guessing at the process.
Need help with this? See our apostille service or book an appointment. Questions? Call (520) 350-7541.