How Long Does the Apostille Process Take?

The Apostille Timeline Depends on the Document

There is no single processing time for every apostille request.

A birth certificate, power of attorney, school transcript, FBI background check, business document, or notarized affidavit may each follow a different process.

The timeline can depend on:

• The document type
• The issuing state or agency
• Whether the document is state or federal
• Whether notarization is required
• Whether certified translation is needed
• Whether the destination country accepts apostilles
• Whether the document is mailed, dropped off, or submitted through another process
• Whether corrections are needed before submission

This is why document review is so important before you begin.

State Apostille Processing Time

State apostille processing applies to documents that were issued, notarized, or certified at the state level.

Examples may include:

• Birth certificates
• Marriage certificates
• Divorce decrees
• Powers of attorney
• Affidavits
• School records
• Business documents
• State-issued certificates

Processing times vary by state.

For example, Virginia states that most authentications can be processed the same day as an appointment if the documents are properly notarized or issued. Virginia also states that drop box documents are processed and returned in the provided return mailer within 5 to 7 business days, while mailed packages have a general turnaround time of 7 to 10 business days from when they are sent.

However, not all states operate the same way. Some states may offer faster in-person options, while others may take longer depending on volume, mail time, document review, and state-specific rules.

Federal Authentication Processing Time

Not every document goes through a state apostille office.

Certain documents, such as FBI background checks and other federal documents, may require federal authentication through the U.S. Department of State.

The U.S. Department of State states that its Office of Authentications issues both apostille certificates and authentication certificates. Apostille certificates are used for countries in the 1961 Hague Convention, while authentication certificates are used for countries that are not part of that treaty.

For current federal processing guidance, the U.S. Department of State states that mailed authentication requests are processed within 5 weeks from the day they are received. For walk-in drop-off and pick-up requests, the stated processing time is 7 business days. Same-day appointments are limited to certain emergency travel situations involving an immediate family member abroad.

Because federal processing times can change, it is important to plan ahead and confirm the correct process before submitting federal documents.

Shipping Time Matters Too

When estimating how long the apostille process will take, do not forget shipping time.

Even if an agency processes the document quickly, you still need to account for:

• Shipping the document to the agency
• Agency intake time
• Return shipping
• Weekend or holiday delays
• Missing information or correction delays
• International shipping, if needed

For federal requests, the U.S. Department of State notes that although package tracking may show “delivered,” it can take several days before the request is processed and ready for review at their Washington, D.C. office.

This is why clients should avoid waiting until the last minute, especially if the document is needed for travel, immigration, school, employment, marriage abroad, licensing, or business deadlines.

What Can Delay an Apostille Request?

Apostille requests are often delayed because the document was not prepared correctly before submission.

Common issues include:

• Incorrect notarization
• Missing notary seal or signature
• Missing date or venue
• Wrong notarial wording
• Submitting a photocopy instead of a certified copy
• Sending the document to the wrong state
• Sending a federal document to a state office
• Forgetting certified translation
• Not confirming the destination country
• Missing fees or return envelope
• Submitting an out-of-state document to the wrong agency

Virginia specifically states that missing information, missing fees, or improperly notarized or issued documents will result in the documents being returned for correction, and prior notice of rejection is not provided.

That means one small mistake can add days or even weeks to the process.

State vs. Federal: Why It Affects Timing

One of the biggest reasons apostille timelines vary is because state and federal documents are handled differently.

For example, Virginia states that federal documents, including FBI background checks, must be authenticated by the federal Office of Authentications, not by the Virginia Secretary of the Commonwealth. Virginia also states that vital records not issued by Virginia must be authenticated by the issuing state or country.

This means sending the document to the wrong agency can delay the entire process.

Before submitting, you should know whether your document is:

• State-issued
• Federally issued
• Notarized by a state notary
• Certified by a court or agency
• A vital record
• A school document
• A business document
• An FBI background check

ANF Signings helps clients determine the correct path before documents are submitted incorrectly.

Does Translation Add Time?

Yes, certified translation can add time to the process.

Some documents need to be translated before submission. Others may need to be apostilled first and then translated afterward.

The correct order depends on:

• The destination country
• The receiving agency
• The document type
• Whether the translation must be certified
• Whether the translation must be notarized
• Whether the apostille certificate itself must be translated

Getting the order wrong can cause rejection, delays, and additional costs.

How Early Should You Start?

The safest answer is: as early as possible.

If your document is needed for an international deadline, do not wait until the week it is due.

You should build in extra time for:

• Document review
• Corrections
• Notarization
• Certified translation
• Apostille or authentication processing
• Shipping
• Agency delays
• Re-submission if something is wrong

For urgent matters, it is even more important to have the document reviewed first so you do not waste time sending it to the wrong place.

How ANF Signings Helps Save Time

At ANF Signings, we help clients avoid unnecessary delays by reviewing the document before the process begins.

We assist with:

• Document review
• Apostille processing
• Remote Online Notarization
• Mobile notarization where available
• Certified translations
• FBI background check support
• Federal document authentication
• Shipping coordination

Instead of guessing, clients can send their document to ANF Signings so we can help determine the next step.

Do Not Wait Until the Deadline

The apostille process can be simple when the document is prepared correctly, but delays happen when the wrong document is submitted, the notarization is incomplete, the translation is done in the wrong order, or the document is sent to the wrong agency.

Before you submit, mail, or upload your paperwork, let ANF Signings review it first.

From notarization to translation to apostille — ANF Signings handles the full document process from start to finish.

Message “REVIEW” for a free document check.

Fill-up the form for a free document check: CLICK HERE

ANF Signings Notary & Apostille Services
📞 540-242-3477
🌐 www.anfsignings.com