If you have ever needed to use a U.S. document in another country - for a job, a marriage, an adoption, or a business transaction - you may have encountered the word "apostille" and wondered what it means. For many international documents, notarization is only the beginning of a multi-step certification process.

An apostille (pronounced ah-POS-teel) is a certificate issued by a government authority that authenticates the origin of a public document so it will be recognized in another country. It is governed by the Hague Convention of 1961, which established a standardized process among member countries.

In simple terms: an apostille tells the receiving country that the signature, seal, or stamp on a document is genuine and was issued by a legitimate authority.

For many documents, notarization is the first step in the apostille process. Here is how the chain typically works for a Virginia document:

1. The document is notarized by a commissioned Virginia notary public
2. The notary's signature is certified by the circuit court clerk in the county or city where the notary is commissioned
3. The Secretary of the Commonwealth issues the apostille, certifying the clerk's signature

The apostille is then attached to the document, making it ready for use in any Hague Convention member country.

More than 120 countries are members of the Hague Apostille Convention, including most of Europe, Latin America, and many countries in Asia and Africa. If the destination country is a member, an apostille is sufficient - no further authentication is needed.

If the destination country is not a Hague member (some countries in the Middle East, Southeast Asia, and Africa fall into this category), a more involved process called legalization or authentication through the U.S. Department of State and the destination country's embassy may be required.

• Birth, marriage, and death certificates
• Diplomas and academic transcripts
• Powers of attorney for use abroad
• Corporate documents and business agreements
• FBI background checks and criminal records
• Adoption documents

A Virginia notary's role in the apostille process is to notarize the document or, in some cases, to certify a copy. The notary does not issue the apostille - that is the Secretary of the Commonwealth's responsibility.

If you are working with a document that was not originally notarized (such as a birth certificate issued by the Virginia Department of Health), the apostille process goes directly through the Secretary of the Commonwealth without a notary step.

To obtain an apostille for a notarized document in Virginia:

1. Have the document notarized by a Virginia-commissioned notary
2. Submit the notarized document to the Virginia Secretary of the Commonwealth with the required fee
3. The Secretary's office will attach the apostille and return the document

Processing times vary. Expedited options are sometimes available for time-sensitive situations.

Mali + Co. Notary can notarize your documents as the first step in the apostille process. Contact us to schedule your appointment.