What the F is an Apostille?
- Caesar Sedek
- Apr 17
- 3 min read
At some point in time, when people look at the list of all the documents they need to furnish for their ERV or other type of visa, the come come across the "Documents must be translated and apostilled. " And many people have asked me...what the hell is an apostille (prnounced: ah-poh-steel-leh).
An apostille is basically a fancy international notary stamp — a certificate that authenticates a document for use in another country. Think of it as a global “seal of approval” that tells foreign governments: Yes, this document is legit.
It’s especially critical for anyone moving abroad, getting a visa, marrying, or dealing with official matters across borders — like applying for Italy’s Elective Residency Visa, where apostilles are mandatory for things like background checks, birth and marriage certificates.
🔍 So What Exactly Is an Apostille?
It’s a form of authentication issued under the Hague Apostille Convention of 1961
It verifies the origin of a public document (like a birth certificate, FBI background check, marriage certificate, or power of attorney)
It does not validate the content — it just confirms that the signature/stamp/seal on the document is real.
🧭When Do You Need It?
If you’re submitting U.S. documents to a country that’s a member of the Hague Convention (like Italy), you’ll likely need them apostilled to be accepted by foreign authorities. This includes:
FBI background checks
State-issued birth or marriage certificates
Divorce decrees
Notarized affidavits
Power of attorney documents
🛠 How to Get an Apostille (U.S.-Based)
Step 1: Know Who Issued the Document
Federal documents (like FBI background checks) → apostilled by the U.S. Department of State
State-issued documents (like birth or marriage certificates) → apostilled by the Secretary of State in the state that issued them
💼 For FBI Background Checks:
First, request your FBI background check from the FBI-approved channeler
Once you receive the report (PDF or hard copy), submit it to the U.S. Department of State – Office of Authentications
Processing time is usually 6–8 weeks by mail (or 2–3 weeks with a private expediter)
👉 Shortcut: Use an apostille service like US Legalization, Apostille Pros, or TravelDocs to speed this up and avoid rookie mistakes
🏛 For State Documents (e.g. birth or marriage certificates):
Make sure you have a certified copy from the state’s issuing authority
Contact that state’s Secretary of State office and follow their apostille submission process
(They usually require a simple form, a check, and a self-addressed envelope)
Example:
If your birth certificate is from New York → go to the NY Dept. of State Apostille site
📦 What You’ll Typically Need:
Original or certified document
Completed apostille request form
Payment (usually $5–$25 per doc)
Prepaid return envelope (unless you’re using a service)
🧨 Common Mistakes to Avoid:
Trying to apostille a copy instead of an original or certified document
Sending the document to the wrong authority (state vs. federal)
Forgetting to notarize the document first, if it’s required
Mailing documents without tracking or return postage (hello, limbo)
🧠 Pro Tip:
If you’re moving abroad (especially to Italy), bundle all your apostille requests and send them at once. Also, make scanned digital copies of everything before mailing — and yes, get extras.
Want help figuring out which of your documents need apostilles, or how to find a trusted service to do it for you? Happy to walk you through your exact situation.
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