How to Get an Apostille in Virginia: Step-by-Step (2026)

What an apostille is (and isn't)

An apostille is a certificate that authenticates the *signature* on a public document so it's recognized in other countries that are part of the 1961 Hague Convention. It does *not* validate the content of the document — only that the signature, seal, or stamp on it is genuine.

For non-Hague countries, you need authentication and embassy legalization instead, which is a different (longer) process.

Who issues Virginia apostilles

The Office of the Secretary of the Commonwealth of Virginia issues apostilles for:

• Virginia notary acknowledgments
• Virginia vital records (birth, marriage, death)
• Virginia court documents
• Virginia state agency records
• Virginia school transcripts and diplomas (after notarized signature)

Federal documents (FBI background checks, IRS records, U.S. patents, federal court documents) are apostilled by the U.S. Department of State, not the Commonwealth.

Step 1: Get the right underlying document

Most foreign authorities want a *recent* document — typically issued within the last 6 months. For vital records, order a fresh certified copy from the Virginia Department of Health (VDH). Photocopies or laminated certificates are rejected.

For private documents (powers of attorney, affidavits, school transcripts), a Virginia notary must first acknowledge the signature.

Step 2: Confirm the destination country requirements

Different countries want different things:

• Italy, Mexico, Spain: apostille on the original
• China, UAE, Saudi Arabia, Vietnam (non-Hague): authentication + embassy legalization
• Some countries: certified translation also required

Check with the receiving authority (foreign employer, university, immigration office) for specifics.

Step 3: Submit to the Secretary of the Commonwealth

You can submit by mail or in person to the Richmond office. Each apostille is $10. Standard processing is 5–10 business days; in-person submission can sometimes be same-day for hand-walked filings, depending on workload.

Required:

• Original document
• $10 per apostille (check or money order to "Treasurer of Virginia")
• Self-addressed return envelope
• Cover letter with destination country

Step 4: Federal apostilles (if applicable)

FBI background checks and other federal documents go to the U.S. Department of State, Office of Authentications in Washington, D.C. Standard processing currently runs 12–14 weeks unless you use an apostille service that walks documents.

Step 5: Translation and delivery

Once apostilled, many destinations require:

• A certified translation into the destination country's language
• Courier delivery (DHL, FedEx International)
• Sometimes a "second apostille" on the translation if it's notarized

How long does it really take?

Common mistakes

• Submitting an old vital record (over 6 months)
• Forgetting to notarize a private document first
• Sending a federal document to Virginia (or vice versa)
• Missing the cover letter that names the destination country
• Submitting a non-certified copy

A professional apostille service prevents all five.

Why use a Virginia apostille service

We hand-walk Virginia and federal filings, coordinate translations, and arrange international courier — turning a six-week DIY headache into a one-week handoff.