How to Get an Apostille in Pennsylvania: A Step-by-Step Guide
If you need to use a Pennsylvania document overseas—for immigration, marriage, employment, education, business, or property matters—you will usually be required to obtain an apostille. Pennsylvania’s process is clear but has a few state-specific rules that are important to get right.
This article explains what an apostille is, when you need one, and how to obtain a Pennsylvania apostille correctly the first time.
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 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 separate process.
Who Issues Apostilles in Pennsylvania?
In Pennsylvania, apostilles are issued by the Pennsylvania Department of State.
The Department of State can issue apostilles for:
- Public documents issued by Pennsylvania authorities, and
- Documents notarised by a Pennsylvania Notary Public.
Common Documents Apostilled in Pennsylvania
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 (Articles of Incorporation, 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
Pennsylvania Public Records
Documents such as birth or marriage certificates must be:
- Certified copies issued by the Pennsylvania Department of Health or a county Register of Wills
- Signed by an official whose signature is on file with the Department of State
Photocopies are not accepted.
Notarised Documents
Private documents (such as affidavits or powers of attorney) must be:
- Notarised by a Pennsylvania Notary Public
- Executed with correct Pennsylvania-compliant notarial wording
Incorrect notarisation is one of the most common causes of apostille rejection.
Step 3: Submit the Apostille Request
Pennsylvania issues apostilles by mail or in person.
1. By Mail (Most Common)
You must submit:
- The original document
- A completed Request for Legalisation / Apostille form
- Payment (cheque or money order payable to the Commonwealth of Pennsylvania)
- A self-addressed prepaid return envelope
Mail submissions are processed in the order received.
2. In Person (Limited Availability)
In-person submissions may be made at the Department of State in Harrisburg, but:
- Processing times vary
- Same-day service is not always available
Check current procedures before attending in person.
Step 4: Pay the Fees
As at the time of writing, Pennsylvania charges:
- USD $15 per apostille
Additional costs may include:
- Courier or express mailing fees
- Professional apostille or notary service fees
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 in the destination Hague Convention country without further authentication.
Common Mistakes to Avoid
- Using a notary commissioned outside Pennsylvania
- Submitting uncertified copies of public records
- Incorrect or incomplete notarial wording
- Assuming an apostille is valid for non-Hague countries
- Laminating documents (this invalidates them)
Does a Pennsylvania 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 receiving authority’s requirements.