How to Get an Apostille in Florida: Complete Step-by-Step Guide

If you need to use a Florida document in another country, there is a good chance you need an apostille. The process can seem confusing at first — especially when government websites use technical language and offer little practical guidance. This guide walks you through exactly what an apostille is, which documents qualify, how the process works, and how to avoid the mistakes that cause most rejections.

What Is an Apostille?

An apostille is an official government certification that authenticates a public document for use in foreign countries. It verifies that the signatures, seals, and stamps on your document are legitimate and that the official who signed it had the authority to do so.

The apostille system was established by the Hague Convention of 1961 — an international treaty that created a standardized way for member countries to recognize each other's official documents. Today, over 120 countries are members of the Hague Convention, meaning an apostille issued in Florida will be recognized in all of them without any additional steps.

If your destination country is not a Hague Convention member, your document requires a different process called authentication or legalization, which involves additional steps through the U.S. Department of State and the destination country's embassy. Contact us before ordering if you are unsure which process applies to your situation.

Who Needs a Florida Apostille?

Florida apostilles are needed by a wide range of people including:

• Individuals relocating internationally who need to present birth certificates, criminal background checks, or educational credentials abroad

• Couples getting married in a foreign country who need Florida marriage documents or single status certificates

• Professionals accepting international work assignments who need diplomas, transcripts, or background checks authenticated

• Students enrolling in foreign universities who need school transcripts or diplomas certified for international use

• Retirees moving abroad who need financial documents, powers of attorney, or vital records authenticated

• Businesses operating internationally who need corporate documents, articles of incorporation, or certificates of good standing apostilled

• Anyone involved in foreign real estate transactions who needs a power of attorney or notarized document recognized abroad

• Immigration applicants who need vital records or background checks authenticated for foreign government requirements

  
  

Which Florida Documents Can Be Apostilled?

The Florida Secretary of State can only apostille documents that originate from Florida or are notarized by a Florida-commissioned notary public. Here are the most commonly apostilled document types:

Vital Records

• Birth certificates issued by the Florida Department of Health

• Death certificates issued by the Florida Department of Health

• Marriage certificates issued by a Florida county clerk

• Divorce decrees or dissolution of marriage documents from Florida circuit courts

Background Checks

• Florida criminal background checks issued by the Florida Department of Law Enforcement (FDLE)

• FBI background check reports (note: FBI reports are federal documents and require a separate federal apostille process with different timelines — see our FBI Apostille Guide for details)

Educational Documents

• School transcripts certified by a Florida educational institution

• Diplomas from Florida schools and universities

Legal and Business Documents

• Documents notarized by a Florida-commissioned notary public

• Powers of attorney notarized in Florida

• Affidavits and sworn statements notarized in Florida

• Florida Secretary of State certified copies

• Articles of incorporation filed with the Florida Secretary of State

• Certificates of good standing from the Florida Secretary of State

• Vehicle titles issued by the Florida Department of Highway Safety

Financial Documents

• IRS tax Returns - transcripts and federal tax documents require federal process.

• Bank verification letters notarized by a Florida notary public

Does My Document Need Notarization Before Apostille?

This depends entirely on the document type and is one of the most common sources of confusion and rejection.

Documents that do NOT typically require notarization before apostille: State-issued vital records — birth, death, marriage, and divorce certificates — are already official government documents bearing the signature and seal of a state official. They do not require additional notarization before being submitted for apostille.

Documents that DO require notarization before apostille: Any private document — powers of attorney, affidavits, bank letters, personal statements, or corporate resolutions — must be notarized by a Florida-commissioned notary public before the Secretary of State can apostille it. The apostille certifies the notary's credentials, not the content of the document itself.

The most important rule: If a notarized document is incorrectly notarized — wrong format, missing elements, or notarized by someone not commissioned in Florida — the Secretary of State will reject it. This is the number one cause of apostille delays and the primary reason to use a professional apostille service rather than attempting the process independently.

At South Florida Apostille Services, we review every document before submission to confirm it meets all requirements. If notarization is needed, we offer professional notarization for a flat fee of $100 regardless of the number of notarizations required — and we guarantee it is done correctly the first time.

Step-by-Step: How the Florida Apostille Process Works

Step 1 — Determine whether you need an apostille or authentication Check whether your destination country is a member of the Hague Convention. If yes, you need an apostille. If no, you need authentication. You can verify Hague membership directly on our order form.

Step 2 — Gather your original documents Only original documents or certified copies issued by a government agency qualify for apostille. Photocopies, scanned documents, and uncertified copies are not eligible.

Step 3 — Determine if notarization is required Review the document type against the guidelines above. If your document requires notarization and has not yet been notarized, arrange for Florida notarization before proceeding. If you use our service, we handle this for you.

Step 4 — Place your order Complete our secure online order form at southfloridaapostilleservices.com. You will receive an immediate confirmation with full submission instructions.

Step 5 — Submit your documents Choose your submission method:

• Online upload — for certified digital documents submitted before 12pm EST, qualifying for 2-day express processing

• Mail-in — ship original documents using the provided shipping label

• Drop-off — bring documents to our office location

• Onsite service — we come to you anywhere in Florida, including notarization if needed

Step 6 — Processing We review your documents, confirm they meet all Florida Secretary of State requirements, and submit them for apostille processing. Our proven process virtually eliminates rejections.

Step 7 — Receive your apostilled documents Your completed documents are returned by your chosen method with tracking information provided.

How Long Does Florida Apostille Take?

Processing time depends on the service level you select:

Express 2-Day — Submit completed documents before 12pm EST and receive your apostille within 2 business days. This is the fastest legitimate apostille processing available in Florida. Note: the 2-day clock starts when we receive your documents, not when you ship them.

Regular Express 3–5 Days — Our most popular option for clients who need their apostille within the week but do not have an urgent deadline.

Expedited 6–8 Days — For clients with flexible timelines.

All processing times are estimates and are not guaranteed. Times are in business days and exclude weekends and federal holidays. Please plan accordingly for visa applications, international travel, and legal deadlines.

The Most Common Apostille Rejection Reasons — And How to Avoid Them

Rejection by the Florida Secretary of State is frustrating, costly, and time-consuming. Here are the most common causes:

1. Incorrect notarization The most common cause of rejection. A notarization that is missing required elements, uses the wrong format, or is performed by someone not commissioned as a Florida notary will be rejected. Always use a Florida-commissioned notary public — or let us handle the notarization to guarantee it is done correctly.

2. Expired documents Some documents have an expiration date for apostille purposes. FDLE background checks, for example, are often required to be recent. Confirm your destination country's requirements before ordering.

3. Wrong document type A photocopy, a non-certified copy, or a document not issued by a Florida government agency or Florida notary public cannot be apostilled by the Florida Secretary of State. If your document originates from another state it must be apostilled by that state's designated authority.

4. Missing signatures or seals If the signature or seal of the issuing official is missing, illegible, or not on file with the Secretary of State, the document will be rejected.

5. Non-Hague destination country Submitting for an apostille when your destination country requires authentication instead. Always confirm your destination country's Hague status before ordering.

Why Use a Professional Apostille Service?

You can submit documents directly to the Florida Secretary of State yourself. However most people choose a professional service for several reasons:

• Time — the process requires understanding requirements, submitting correctly, and following up. A professional handles all of this

• Accuracy — incorrect submissions are rejected and must start over, adding weeks to your timeline

• Convenience — no need to visit government offices, navigate complex requirements, or track submission status yourself

• Speed —  professional services with established processing relationships and proven workflows can return your completed apostille significantly faster than navigating the process independently for the first time.

South Florida Apostille Services has processed apostilles for hundreds of Florida clients across every document type. We specialize exclusively in apostille and authentication — unlike general notary services that offer apostille as a secondary service. That specialization means we know every requirement, every common mistake, and every way to keep your process on track.

Frequently Asked Questions

Can I get a same-day apostille in Florida? Obtaining a same-day apostille requires traveling in person to the Florida Secretary of State's office in Tallahassee. For most clients the cost and logistics make this impractical. Our 2-day express service is the fastest option available through a professional provider — submit your completed documents before 12pm EST and we handle everything.

Can you apostille documents from other states? Yes we can. The Florida Secretary of State can only apostille documents that originate from Florida or are notarized by a Florida-commissioned notary public. Documents from other states must be apostilled by that state's designated authority.

How much does Florida apostille service cost? Pricing varies based on processing speed and the number of documents. Call us at 800-208-2128 or complete our online order form for a specific quote.

What if my apostille is rejected by the foreign country? An apostille authenticates the origin of your document — it does not guarantee the foreign government will accept the content of the document itself. Verify your document type and formatting requirements with the requesting country before ordering.

Ready to Get Started?

If you need a Florida apostille, South Florida Apostille Services is ready to help. We serve clients throughout Florida via online document upload, mail-in service, and onsite service — statewide.

📞 Call us: 800-208-2128 📧 Email us: info@southfloridaapostilleservices.com 🌐 Order online: Pricing and Online Order Form 🕐 Hours: Monday–Friday, 9am–6pm EST