What Is an Apostille? A Guide for Nevada Clients
If you have been asked to obtain an apostille for a document, you may be wondering what it is, why it is needed, and where to begin. The process can seem complicated, particularly when the document will be used in another country.
An apostille is a certificate that authenticates the origin of a public document for use in another country that participates in the Hague Apostille Convention. It confirms the authenticity of the signature and the authority of the official who signed or certified the document.
When Might You Need an Apostille?
An apostille may be requested when a document issued or signed in the United States will be presented in another country. Common examples include:
- Birth, death, and marriage certificates
- Divorce decrees
- Powers of attorney
- School transcripts and diplomas
- Adoption documents
- Business and corporate records
- Court documents
- Affidavits and other notarized documents
The receiving country or organization determines whether an apostille is required. Before beginning the process, confirm exactly what it needs and whether translation or additional certification is required.
Is an Apostille the Same as Notarization?
No. Notarization and apostille certification serve different purposes.
A notary verifies the signer’s identity, witnesses or acknowledges the signing, and completes the appropriate notarial certificate. An apostille is issued afterward by the appropriate government authority to authenticate the notary’s commission or the signature of another public official.
Some documents must be properly notarized before they can receive an apostille. Others, such as certified vital records, generally must be obtained from the government agency that maintains the official record.
Who Issues an Apostille?
For documents issued or notarized in Nevada, apostilles are generally issued by the Nevada Secretary of State.
Federal documents—including certain FBI background checks and documents signed by federal officials—may require authentication through the U.S. Department of State.
The correct issuing authority depends on the type of document and where it originated, not necessarily where the person requesting it currently lives.
Can Online Notarization Be Used?
In some circumstances, a document may be notarized remotely before being submitted for an apostille. However, acceptance depends upon the document, the issuing authority, and the requirements of the destination country.
It is important to confirm those requirements before the document is notarized. An incorrect notarial certificate, missing wording, or an unacceptable document format may result in rejection and delays.
How Long Does the Process Take?
Processing time depends on several factors, including:
- The type and condition of the document
- Whether notarization is required
- The state or federal agency involved
- The destination country
- Whether translation is needed
- The processing and delivery method selected
If the document is needed by a particular date, begin as early as possible and communicate that deadline when requesting assistance.
Start With the Right Information
Before requesting apostille assistance, gather:
- The document requiring authentication
- The state or federal agency that issued it
- The country where it will be used
- Instructions from the receiving organization
- Your required completion date
- Any translation requirements
Accurate information at the beginning helps prevent unnecessary delays and repeated processing.
Apostille and Remote Notary Assistance
JT Remote Notary can help you determine whether a document may need notarization before apostille processing, arrange secure remote online notarization when appropriate, and review the general steps involved in preparing the document for international use.
Because requirements vary by document and destination, each request should be reviewed individually.
Contact JT Remote Notary to discuss your document, destination country, and deadline.
