When you need to use an official U.S. document—such as a birth certificate, court order, or university diploma—in a foreign country, you can't just present the original. The foreign government has no way of knowing if the document is legitimate. This is where the office of the Secretary of State comes in. Each of the 50 U.S. states has a Secretary of State who acts as the chief official for authenticating documents for international use.
An "authentication" or "Apostille" is a certificate issued by the Secretary of State that verifies the authenticity of the signature on a public document. It certifies the capacity in which the person signing the document acted and the identity of the seal or stamp which the document bears.
publicWhy is State-Level Authentication Necessary?
This process is governed by international law, primarily the Hague Convention of 1961. Countries that are part of the convention agree to recognize each other's public documents if they are certified with a specific certificate known as an "Apostille." For countries not part of the Hague Convention, a similar process called "Authentication" or "Legalization" is used. In the U.S., this authority is delegated to the Secretary of State of the state where the document was issued.
compare_arrowsApostille vs. Authentication: What's the Difference?
The type of certification you need depends entirely on the country where you intend to use your document.
- gavelApostille: This is for documents intended for use in countries that are parties to the Hague Convention. Once the Secretary of State issues the Apostille, the document is ready for use in the destination country.
- languageAuthentication (Legalization): This is for documents intended for use in countries that are NOT parties to the Hague Convention. After the Secretary of State authenticates the document, it must typically be sent to the U.S. Department of State and then to the embassy or consulate of the destination country for final legalization.
descriptionCommon Documents Requiring State Authentication
A wide range of personal and corporate documents must be authenticated for international use. If these documents are in a language other than English, they must first be translated by a certified professional before they can be submitted for authentication.
- badgePersonal Documents: Birth/death/marriage certificates, divorce decrees, and adoption papers.
- schoolAcademic Records: University diplomas, transcripts, and school records.
- gavelLegal Documents: Power of attorney, court orders, and affidavits.
- business_centerCorporate Documents: Articles of incorporation, business licenses, and certificates of good standing.
Navigate International Document Requirements with Ease
The process of getting an Apostille or Authentication can be complex, often involving specific requirements for notarization and translation. Ensuring your documents are properly prepared and translated is the first and most critical step to successful international acceptance.