Frequently Asked Questions

What is an Apostille? An apostille is a certification that authenticates the origin of a public document, such as a birth certificate, marriage certificate, notarized document, or court document, to be recognized in foreign countries that are part of the Hague Apostille Convention.

Is an apostille the same as legalization? No, while both apostille and legalization serve to authenticate documents for use in foreign countries, they are different processes. Apostilles are used in countries that are parties to the Hague Apostille Convention, while legalization is used in countries that are not parties to the convention.

What documents can be apostilled? Generally, public documents issued by government authorities can be apostilled. This includes birth certificates, marriage certificates, death certificates, court documents, notarized documents, and certain educational documents such as diplomas and transcripts.

Why do I need an apostille? An apostille is often required when presenting documents in a foreign country for legal or official purposes. It certifies the authenticity of the document and ensures that it will be recognized as valid in the country where it is presented.

How long does it take to get an apostille? The processing time for obtaining an apostille can vary depending on the country and the workload of the issuing authority. In some cases, it may take only a few days, while in others it could take several weeks.

Do I need to get my documents translated before obtaining an apostille? In some cases, yes. If the document is in a language other than the official language of the country where it is being apostilled, you may need to have it translated by a certified translator before obtaining the apostille. Check the requirements of the issuing authority for specific guidance on this matter.

Does your office provide translation services? Our office does offer translation services for an additional fee. Documents in different languages are accepted to be Apostilled but the notarization must be in English. 

How much does it cost to get an apostille? The cost of obtaining an apostille varies depending on the number of documents being apostilled, the country for the apostille, and the type of document.  Please refer to your state on our Nationwide Apostille page to get pricing information.

Remember to always check the specific requirements of the country where you need to use the apostilled document, as regulations and procedures may vary.

What is a federal apostille? A federal apostille is a certification provided by the U.S. Department of State to authenticate documents for use in countries that are members of the Hague Apostille Convention.

Does every country accept a federal apostille? No, only countries that are members of the Hague Apostille Convention accept apostilles. Non-member countries require document legalization instead of an apostille which can be a lengthier process.

What type of documents require a federal apostille?

*Animal and plant certifications, or animal health certifications (issued by U.S. Department of Agriculture)

*Federal court documents, and FBI background checks (issued by U.S. Department of Justice)        

*Immigration certifications (issued by U.S. Department of Homeland Security)

*Certificate of foreign governments (issued by U.S. Department of Health and Human Services, or HHS)

*Certificate of pharmaceutical product or export (issued by HHS)

*Trademark (issued by U.S. Patent and Trademark Office)

*Other documents issued by the Environmental Protection Agency, Social Security Administration, or Office of Personnel Management

All Federal Documents MUST Include the Following:

**Be executed by U.S. federal agencies

**Include a legible signature of the official's name, printed name and title, and seal of the agency

**Be on agency letterhead

Do I need to notarize my document before requesting a federal apostille? Some documents, like an FBI Background Check, may not require notarization. Others, if issued by a federal agency, might already be acceptable as is. Check with the U.S. Department of State or a verification agency for guidance.

What if my document isn’t a federal document? If the document originates from a state (e.g., birth certificates, marriage licenses), it requires an apostille from the state's Secretary of State, not a federal apostille.

Can I scan and upload a copy of a document to apostille? It depends on the document. Typically original, certified, or notarized copies (in certain cases) of federal documents can be apostilled.

How long does it take to get a federal apostille? The typical processing time is between 12-14 weeks however we do offer rush services with a turn around time of 10-14 business days.

Do you offer rush/expedited services? Yes, we will expedite the process and walk your documents into the U.S. Department of States office to receive a quicker turn around time.

How much does a federal apostille cost? The standard price is $297 and rush services is $497. There is a $97 fee for each additional document.

What is document translation? Document translation is the process of converting written content from one language to another while maintaining its original meaning and context.

What is standard translation? A human translation of documents or text-based content delivered in an editable format for business or personal use. Perfect for legal documents, employee manuals, business communications, blog posts, product descriptions, and many other documents and types of content. Learn more about standard translations.

What is a certified translation? A word-for-word human translation of documents delivered on company letterhead including a signed and stamped Certificate of Translation Accuracy for official use as required by U.S. Immigration (USCIS), universities, courts, and many local, state, and federal governments.

What is the difference between certified and non-certified translation? Certified Translation includes a statement from the translator or agency affirming the translation's accuracy, often required for legal or official purposes. Non-Certified Translation is used for informal purposes and does not include a certification statement.

What types of documents can be translated?

Common documents include the following:

*Birth, marriage, and death certificates

*Academic transcripts and diplomas

*Contracts and agreements

*Legal documents (e.g., affidavits, power of attorney)

*Medical records

*Business materials (e.g., brochures, reports)

*Immigration and travel documents

How do I know if my document needs a certified translation?

Certified translations are typically required for:

*Immigration (USCIS applications)

*Legal proceedings

*Educational admissions

*Employment abroad

Always verify requirements with the requesting authority.

Do I need to provide the original document? No, a high-quality scanned copy is usually sufficient.

How long does translation take? Turnaround time depends on many factors including the word count, language pair, current demand, translator availability and complexity of the source document to name a few. In general, 1-3 page documents (up to 750 words) are delivered digitally in 1-3 business days. Expedited turnaround is available to reduce the turnaround time by approximately 50%.

How is the accuracy of a translation ensured? We use professional translators. that are experienced, qualified and competent to complete the translation. Quality checks and proofreading are standard practices. You will also receive a copy of the document to review prior to the final approval which give you an opportunity to make any necessary changes if needed.

How much does document translation cost? Costs depend on the language and the language pair, document length, certification requirements. Prices range from $39.95 per page, with additional fees for expedited service or notarization. Please visit our Document Translation page for pricing or submit a request for a quote here.

Do you offer notarization on the translated documents? Yes, we offer notarization as an option on all certified translations for an additional fee. Each Certificate of Translation Accuracy in your order will be notarized. Notarization includes a signature from a representative from our translation company located in Kentucky and the Kentucky Notary Public along with a rubber ink stamp from the Notary with their commission number and commission expiration date. The notarization is valid in all 50 states.

Are there additional fees for certification or notarization? Yes, certification or notarization may incur an extra charge, typically ranging from $10 to $30 per document. Please visit our Document Translation page for pricing or submit a request for a quote here.

Will my translation be accepted by USCIS or other government agencies? Most certified translations are accepted by USCIS and other authorities if they include a translator’s certification statement and meet the required format.

Can translated documents be apostilled? Yes, but the document must first be translated and certified. Then, the certification may need notarization before obtaining an apostille.

Do you offer rush or expedited services? Many translation services offer rush options, often completing translations within 24 hours for an additional fee.

Can I get a multilingual translation? Yes, you will indicate the from language and to language on the translation order form. Additional fees may apply.

What languages do you translate? Please review the full list of our supported languages on the Document Translation page. If you need a language not on the list, please reach out to our office and we will try to assist you further.

What is (RON) Remote Online Notarization? A remote online notarization is a type of notarial act that takes place with the signer(s) and the notary online at the same time in two different physical locations. The notarization is performed using state-approved video and audio technology over the Internet.

Is RON legal? Yes, remote online notarization is legal in many states in the United States.  However, the laws and regulations governing remote online notarization vary by state.

What are the technology requirements for RON? All you need is a desktop, laptop, iPad, or mobile device with a stable internet connection that has video and audio capabilities. You are able to use any Windows or Mac operating system with the following compatible web browser, Mozilla Firefox, Google Chrome, or Safari.

How secure is RON? RON platforms use a variety of security measures, including multi-factor authentication, encryption, and tamper-evident technology, to ensure the security and integrity of the notarial act. 

How much does RON Cost? The cost of RON varies based on your service needs, location, and jurisdiction.  As a Virginia-based company, we follow the state guidelines regarding our fees.  Our basic notary rates start at $5 per seal for in-person notarizations,  $25 per seal for U.S. remote online notarizations, and $75 per seal for International remote online notarizations.  The fees listed do not include the additional cost of any travel, service, or real estate transaction loan closing fees.

Is RON available in all states? No, remote online notarization is not available in all states.  Many states have passed laws or issued executive orders authorizing or allowing remote notarizations.   

How are you able to provide RON Nationwide and Internationally? As a commissioned Virginia Electronic Notary, services are permitted outside of the state of VA as long as the notary providing service is located in the state of VA at the time of the notarization.  This applies to other electronic notaries from other states as well.   You must provide the electronic notarization within the state you are commissioned at the time of the notarization.

What are the requirements for International notarizations? You are required to provide 2 valid forms of governmental ID that can be validated through our secure verification system.

How are clients verified online? Identity verification is completed by reviewing the signer's valid government-issued ID along with completing a series of knowledge-based authentication questions.  All U.S. signers are required to provide at least 1 valid government-issued photo identification and 2 valid government-issued photo identifications for international clients or clients that do not have a social security number.

What is (KBA) Knowledge-Based Authentication? (KBA) Knowledge-Based Authentication is an electronic identification process that verifies the signer(s) by requiring the signer(s) to provide personal information and answer questions that are only known to them such as former addresses or aliases.

How long does a RON take? The length of a remote online notarization may vary depending on the platform, the number of signers, and the complexity of the document.  Typically, the entire process takes from 15 minutes for standard general documents and 30 minutes up to an hour for real estate closing transactions.

Is RON recorded? Yes, remote online notarizations are recorded and kept for a minimum period of 5 years according to VA state law.  The recording/notarial journal is stored securely and serves as an electronic record of the notarial act.

What if I have technical issues? Sometimes technical and audio issues will happen.  We will make every attempt to troubleshoot any technical issues that may arise.  Due to time restraints if we are not able to complete the notarization within the timeframe allotted the appointment will need to be rescheduled.  

What if my document is not accepted? It is the responsibility of the signer to ensure the document they are having notarized will be accepted by the entity the document will be submitted to.  Refunds are not issued and will not be issued due to the document not being accepted.