What Is an Apostille and Where Is It Filed? A Complete Guide

If you need to use an official document in another country — a birth certificate, a marriage license, a diploma, or a power of attorney — you will almost certainly encounter the word apostille. Despite how frequently it comes up in international document transactions, many people have never heard of it until they urgently need one. This guide breaks down exactly what an apostille is, which documents require one, and where it is filed in Florida.

What Is an Apostille?

An apostille (pronounced ah-poh-STEEL) is a specialized authentication certificate that verifies the legitimacy of a public document for international use. It confirms three things: the authenticity of the signature on the document, the capacity in which the person who signed the document acted, and the identity of any official seal or stamp the document bears.

The apostille system was established by the Hague Convention of October 5, 1961, a multilateral treaty that created a simplified method for authenticating documents between member countries. As of 2026, more than 120 countries participate in the Hague Apostille Convention, meaning an apostille issued in the United States is recognized in all of those nations without any further authentication.

Importantly, an apostille does not certify the content of a document — it only certifies that the document is genuine and that the official who signed or sealed it was authorized to do so.

Which Documents Require an Apostille?

Any official public document intended for use in a Hague Convention member country may require an apostille. Common examples include:

• Vital records — birth certificates, death certificates, marriage certificates, divorce decrees
• Educational documents — diplomas, transcripts, degrees, professional certifications
• Legal documents — powers of attorney, affidavits, court orders, adoption papers
• Business documents — articles of incorporation, certificates of good standing, commercial contracts
• Notarized documents — any document notarized by a Florida notary public that will be used internationally
• FBI background checks — commonly required for foreign employment, residency, or adoption

If the destination country is not a member of the Hague Convention, a different process called authentication and legalization (also called consular legalization) is required instead of an apostille. Century Document Services can advise you on which process applies to your specific situation.

The Florida Apostille Process: Step by Step

In Florida, apostilles are issued exclusively by the Florida Department of State, Division of Corporations. Here is how the process works from start to finish:

Step 1: Determine Whether Your Document Qualifies

Only documents issued or certified by a Florida public official are eligible for a Florida apostille. This includes documents signed by a Florida notary public, certified copies of vital records issued by the Florida Department of Health, court-certified documents, and documents bearing the seal of a Florida state agency or official.

Federal documents — such as an FBI background check or a document issued by a U.S. federal court — must be apostilled through the U.S. Department of State in Washington, D.C., not through Florida.

Step 2: Notarize the Document (If Required)

Many documents must be notarized by a commissioned Florida notary public before they can receive an apostille. This applies to most private documents — contracts, affidavits, powers of attorney, and similar instruments. Vital records issued directly by a government agency (such as a certified birth certificate from the Florida Department of Health) typically do not require additional notarization before apostille processing.

The notary's signature and seal must be current and legible. Expired commissions or illegible seals will result in rejection by the state.

Step 3: Submit to the Florida Department of State

Once the document is properly notarized (if applicable), it is submitted to the Florida Department of State for apostille processing. Submissions can be made in one of two ways:

• In person — at the Florida Department of State office in Tallahassee, located at R.A. Gray Building, 500 S. Bronough Street, Tallahassee, FL 32399. Walk-in service is available during business hours.
• By mail — documents may be mailed to the Division of Corporations with the required fee and a self-addressed return envelope or prepaid return shipping label.

The current fee for an apostille in Florida is $10 per document. Processing times for mail submissions typically range from five to ten business days, though this can vary based on volume. Expedited in-person processing is generally completed the same day.

Step 4: Receive the Apostille Certificate

The Florida Department of State attaches the apostille certificate directly to your document — either as a separate page stapled to the original or as a sticker affixed to the back. The apostille itself is a standardized form that includes the country of issue, the name of the person who signed the document, the capacity in which they acted, the place and date of certification, the issuing authority, and an official seal.

Once the apostille is attached, your document is ready for use in any Hague Convention member country. Do not remove the apostille from the document or separate the pages — doing so may invalidate the authentication.

Common Apostille Mistakes to Avoid

• Using an expired notary commission — the notary's commission must be active at the time of signing
• Submitting photocopies — the state requires original documents or certified copies, not photocopies
• Incorrect document preparation — missing signatures, incomplete notarial certificates, or illegible seals cause rejection
• Confusing state and federal apostilles — Florida can only apostille Florida-issued documents; federal documents go through the U.S. Department of State
• Not confirming the destination country's membership — verify that the receiving country is a Hague Convention member before pursuing an apostille

How Century Document Services Can Help

The apostille process involves multiple steps, strict document requirements, and tight deadlines — especially when international travel, adoption timelines, or business transactions are involved. Century Document Services handles the entire process on your behalf: notarizing your documents, preparing them for state submission, delivering them to the Florida Department of State, and returning the completed apostille to you.

We offer both standard and expedited apostille processing and can coordinate same-day in-person submissions at the Tallahassee office when time is critical. Learn more about our apostille and courier services or contact us to get started today.