Avoid These 7 Apostille Mistakes
Save Yourself Cost and Delays with
these Apostille tips
Getting an Apostille is not simple. One misstep can slow everything down, cost you extra, or even derail important plans. Whether you’re a parent supporting a student studying abroad, a business sending documents overseas, a couple planning a destination wedding, or relocating to a new country, these are the most common mistakes to avoid.
Save time, money, and headaches with these seven tips:
1. Submitting Incorrect or Incomplete Documents
Before anything gets notarized or shipped, double-check you have the original, signed document. Check to ensure there are no missing pages, no blank signature lines, and no photocopies unless specifically allowed.
Example: A school transcript or notarized authorization for study abroad must be an original with all required signatures.
2. Sending Documents to the Wrong Place for an Apostille
Apostilles are only issued by designated authorities (usually the Secretary of State where the document was notarized or issued). Sending your documents to the wrong agency, the wrong state, or even a non-authorized private service can cost you days, or weeks in delays.
Tip: Always verify the correct office and mailing address before you send anything. If you’re not sure, ask for help. I (Cynthia Mealy) am a certified Apostille agent and here to help.
3. Hiring a Rushed or Incompetent Notary
It’s tempting to use the closest or cheapest notary, like at a UPS store or a bank. But those notaries may be juggling other responsibilities, and not all are familiar with Apostille requirements. A rushed or distracted notary can make errors, wrong wording, incomplete certificates, or other mistakes that will get your document rejected.
Tip: Work with a dedicated notary who knows the Apostille process. This is especially important for legal documents, school forms, or marriage paperwork headed overseas.
4. Not Checking State Requirements and Apostille Authority
Each state has its own rules for what needs to be notarized, how, and by whom. Sending documents to the wrong state, or to an unofficial service, can cause delays or outright rejection.
Example: If a Montana birth certificate is needed for a destination wedding in Italy, it must go to the Montana Secretary of State for the Apostille, not another state or a generic online site.
5. Failing to Match Signer Name Exactly to ID (and in Translations)
The name on your document must match the name on your ID, including middle names and spelling. For translations, double-check that all names are spelled exactly as you want them to appear, especially if accents or special characters are used.
Tip: When arranging for a document to be translated (such as a diploma or marriage certificate), specify the exact spelling and form of every name. Even small discrepancies can cause expensive and time-consuming corrections.
6. Ignoring Timing and Delivery Issues
Many people underestimate how long the Apostille process can take, especially when shipping is involved. Rush processing isn’t always available. Using standard mail, UPS or FedEx without tracking can also put your documents at risk of getting lost.
Tip: Plan ahead and use a reliable, trackable shipping method. Ask your notary or Apostille agent about estimated timelines, especially if your plans are time-sensitive (like a study abroad deadline or a wedding date).
7. Not Asking About Destination Country Requirements
Not every country accepts an Apostille in the same way, and some may have additional legalization or embassy steps. This is especially true if the country is not part of the Hague Apostille Convention. Some countries also require specific types of documents or certifications to be sent to the Deptartment of State.
Tip: Always check the requirements for your destination country before starting. What works for Spain may not work for China, the UAE, or Brazil. Your notary or Apostille agent should be able to guide you, or connect you with someone who can.
Wrapping Up
If you’re facing an international deadline, have complex paperwork, or just want peace of mind, consider working with a notary who specializes in Apostilles. A little expert help can prevent costly mistakes and keep your plans on track.
Have questions about the Apostille process? Reach out to Ravalli Mobile Notary for guidance, step-by-step support, or a free document review. I’m here to make your international paperwork as smooth as possible, so you can focus on what’s next.
