How to Get an Apostille in Illinois: A Step-by-Step Guide
If you need to use an Illinois document overseas—for immigration, marriage, employment, education, business, or property matters—you will usually be required to obtain an apostille. Illinois has a clear but sometimes misunderstood process, particularly for notarised documents.
This article explains what an apostille is, when it’s required, and how to obtain an Illinois apostille correctly.
What Is an Apostille?
An apostille is a certificate issued under the Hague Apostille Convention. It authenticates the signature and official capacity of the person who signed a public document, allowing that document to be legally recognised in another Hague Convention country.
If the destination country is not a Hague Convention member, the document must instead go through consular legalisation, which is a separate process.
Who Issues Apostilles in Illinois?
In Illinois, apostilles are issued by the Illinois Secretary of State.
The Secretary of State can issue apostilles for:
- Public documents issued by Illinois authorities, and
- Documents notarised by an Illinois Notary Public.
Common Documents Apostilled in Illinois
Common documents include:
- Birth, marriage, and death certificates
- Divorce decrees and court orders
- FBI background checks (once properly notarised or certified)
- University diplomas and academic transcripts
- Powers of attorney
- Affidavits and statutory declarations
- Corporate documents (Certificates of Good Standing, Articles of Incorporation)
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.
Step 2: Prepare the Document Properly
Illinois Public Records
Documents such as birth or marriage certificates must be:
- Certified copies issued by the Illinois Department of Public Health or a county clerk
- Signed by an official whose signature is on file with the Secretary of State
Photocopies are not accepted.
Notarised Documents
Private documents (e.g. affidavits or powers of attorney) must be:
- Notarised by an Illinois Notary Public
- Executed with correct Illinois-compliant notarial wording
Incorrect notarisation is a common reason for apostille rejection.
Step 3: Submit the Apostille Request
Illinois allows apostille requests by mail or in person.
1. By Mail (Most Common)
Submit:
- The original document
- A completed Apostille / Authentication Request Form
- Payment (cheque or money order payable to the Illinois Secretary of State)
- A self-addressed prepaid return envelope
Mail processing times vary depending on demand.
2. In Person (Limited Availability)
In-person submissions may be made at the Secretary of State’s office in Springfield, and sometimes Chicago, but:
- Same-day processing is not guaranteed
- Appointment requirements may apply
Always check current procedures before attending.
Step 4: Pay the Fees
As at the time of writing, Illinois charges:
- USD $2 per apostille (one of the lowest fees in the U.S.)
Additional costs may include:
- Courier services
- Professional apostille or notary services
Step 5: Receive and Use the Apostilled Document
Once issued, the apostille is:
- Attached directly 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 Illinois
- Submitting uncertified copies of public records
- Incorrect or missing notarial wording
- Assuming an apostille is valid for non-Hague countries
- Laminating documents (this invalidates them)
Does an Illinois Apostille Expire?
An apostille itself does not expire, but:
- The underlying document may have validity limits (e.g. police checks)
- Some countries impose their own acceptance timeframes
Always check the requirements of the receiving authority.