How to Get an Apostille in Ohio: A Step-by-Step Guide
If you need to use an Ohio document overseas—for immigration, marriage, employment, education, business, or property matters—you will often be required to obtain an apostille. Ohio’s process is relatively straightforward, but it’s important to prepare documents correctly to avoid delays.
This article explains what an apostille is, when you need one, and exactly how to obtain an apostille in Ohio.
What Is an Apostille?
An apostille is an authentication certificate issued under the Hague Apostille Convention. It verifies that the signature, seal, or stamp on a public document is genuine, allowing the document to be legally 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 Ohio?
In Ohio, apostilles are issued by the Ohio Secretary of State.
The Secretary of State can issue apostilles for:
- Public documents issued by Ohio authorities, and
- Documents notarised by an Ohio Notary Public.
Common Documents Apostilled in Ohio
You may need an apostille for:
- Birth, marriage, and death certificates
- Divorce decrees and court orders
- FBI background checks (once properly notarised or certified)
- College diplomas and academic transcripts
- Powers of attorney
- Affidavits and statutory declarations
- Corporate documents (Articles of Organization, Certificates of Good Standing)
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 Correctly
Ohio Public Records
Documents such as birth or marriage certificates must be:
- Certified copies issued by an Ohio county health department or clerk of courts
- 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 Ohio Notary Public
- Executed with correct Ohio-compliant notarial wording
Improper notarisation is a common cause of apostille rejection.
Step 3: Submit the Apostille Request
Ohio accepts apostille requests by mail or in person.
1. By Mail (Most Common)
Submit the following to the Ohio Secretary of State:
- The original document
- A completed Authentication Request Form
- Payment
- A self-addressed prepaid return envelope
Mail processing times depend on workload and mailing times.
2. In Person (Faster Option)
You may submit documents in person at the Secretary of State’s office in Columbus, Ohio.
- Walk-ins are generally accepted
- Same-day or next-business-day processing is often available for apostilles
This is the best option if your request is urgent.
Step 4: Pay the Fees
As at the time of writing, Ohio charges:
- USD $5 per apostille
Additional costs may apply for:
- Courier or express return services
- Professional apostille or notary assistance
Step 5: Receive and Use the Apostilled Document
Once issued, 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 Ohio
- Submitting uncertified copies of public records
- Incorrect or incomplete notarial wording
- Assuming an apostille works for non-Hague countries
- Laminating documents (this invalidates them)
Does an Ohio Apostille Expire?
An apostille itself does not expire, but:
- The underlying document may have a limited validity period (for example, police checks)
- Some countries impose their own acceptance time limits
Always confirm requirements with the receiving authority.