How to Get an Apostille in Florida: A Clear Step-by-Step Guide
If you need to use a Florida document overseas—for immigration, marriage, employment, education, business, or property matters—you will often be asked to obtain an apostille. This guide explains what an apostille is, when it’s required, and exactly how to obtain an apostille in Florida.
What Is an Apostille?
An apostille is an official authentication certificate issued under the Hague Apostille Convention. It confirms that the signature, seal, or stamp on a public document is genuine, allowing the document to be recognised in another Hague Convention country.
If the destination country is not a Hague Convention member, the document must instead undergo consular legalisation, which is a different process.
Who Issues Apostilles in Florida?
In Florida, apostilles are issued by the Florida Department of State, through its Division of Corporations / Notary Commissions & Certifications section.
Florida can issue apostilles for:
- Florida-issued public documents, and
- Documents notarised by a Florida Notary Public.
Common Documents Apostilled in Florida
You may need an apostille for:
- Birth, marriage, and death certificates
- Divorce decrees and court judgments
- FBI background checks (once properly notarised or certified)
- University diplomas and academic transcripts
- Powers of attorney
- Affidavits and statutory declarations
- Corporate documents (Articles of Incorporation, Certificates of Status)
Step 1: Confirm the Destination Country
Before starting, confirm whether the country where the document will be used is a Hague Apostille Convention country.
- Hague country → Apostille required
- Non-Hague country → Consular legalisation required
An apostille is not valid for non-Hague countries, so this step is essential.
Step 2: Prepare the Document Correctly
Florida Public Records
Documents such as birth or marriage certificates must be:
- Certified copies issued by the Florida Bureau of Vital Statistics or a Florida county clerk
- Signed by an official whose signature is on file with the Department of State
Photocopies are not accepted.
Notarised Documents
Private documents (e.g. powers of attorney or affidavits) must be:
- Notarised by a Florida Notary Public
- Include proper notarial wording and a clear notary seal
Incorrect notarisation is one of the most common reasons for apostille rejection.
Step 3: Submit the Apostille Request
Florida allows apostille requests by mail or courier. (Unlike some states, Florida does not generally offer over-the-counter same-day apostilles.)
Submission by Mail or Courier
You must include:
- The original document
- A completed Certificate of Notarial Authority / Apostille Request form
- Payment (cheque or money order payable to the Florida Department of State)
- A self-addressed prepaid return envelope
Courier services may be used for faster turnaround and tracking.
Step 4: Pay the Fees
As at the time of writing, Florida charges:
- USD $10 per apostille
Additional costs may apply for:
- Courier delivery
- Professional apostille or notary services
Step 5: Receive and Use the Apostilled Document
Once processed, the apostille is:
- Attached to the document, or
- Issued as a separate certificate referencing it
The document can then be used directly in the destination Hague Convention country without further authentication.
Common Mistakes to Avoid
- Using a notary commissioned outside Florida
- Submitting uncertified copies of vital records
- Incorrect or missing notarial certificates
- Assuming an apostille works for non-Hague countries
- Laminating documents (this invalidates them)
Does a Florida Apostille Expire?
An apostille itself does not expire, but:
- The underlying document may have a limited validity period (e.g. police checks)
- Some countries impose their own acceptance timeframes
Always check the receiving authority’s requirements.