How Do I Get an Apostille in Florida?

If you need to use a Florida document in another country, you may have been told that you need an apostille. But what exactly is an apostille, where do you get one, and how do you know if your document is ready?

The apostille process can be confusing because the requirements depend on what type of document you have, where it was issued, and the country where it will be used.

At All Smiles Notary Services, we help clients in St. Petersburg, Pinellas County, Tampa Bay, and throughout Florida navigate the apostille process and make sure their documents are properly prepared before they are submitted.

What Is an Apostille?

An apostille is a certificate used to authenticate certain public documents so they can be recognized in another country that participates in the Hague Apostille Convention.

In simple terms, an apostille verifies the authenticity of the signature or official who issued, certified, or notarized the document. It does not verify whether the information contained in the document is true.

In Florida, the Florida Secretary of State is the competent authority responsible for issuing apostilles for eligible Florida documents.

How Do I Get an Apostille in Florida?

The exact process depends on your document, but these are the basic steps:

Step 1: Determine Where Your Document Was Issued

This is one of the most important steps.

If your document was issued in Florida or properly notarized by a Florida Notary Public, it may be eligible for authentication through the Florida Department of State.

However, a document issued in another state generally needs to be submitted to the appropriate authority in that state.

Federal documents, such as certain documents issued by a U.S. federal agency, follow a different authentication process and may need to be submitted to the U.S. Department of State rather than the Florida Secretary of State.

Step 2: Make Sure You Have the Correct Version of the Document

Not every photocopy can simply be sent to Tallahassee for an apostille.

Depending on the document, you may need an original, certified copy, or properly notarized document.

For example, Florida birth and death certificates generally need to be issued by the Florida Bureau of Vital Statistics or an appropriate County Health Department and signed by the State Registrar.

Marriage and divorce records may also have specific certification requirements.

Documents notarized by a Florida Notary Public must contain a proper notarial certificate along with the notary's original signature, stamp, and seal.

This is one of the most common areas where apostille requests can go wrong. Sending the wrong version of a document can result in delays and require you to start the process again.

Step 3: Determine Whether You Need an Apostille or Another Authentication

An apostille is generally used when your document is going to a country that participates in the Hague Apostille Convention.

If the destination country does not participate in the convention, your document may require a different type of authentication or certification.

That's why one of the first questions I ask a client is:

What country will the document be used in?

The destination country matters because it determines which authentication process may be required.

Step 4: Complete the Florida Apostille Request

For eligible Florida documents, you will need to complete the Florida Department of State's Apostille or Notarial Certification Request.

You will provide information such as:

• Your name and mailing address

• Your daytime telephone number

• The country where the document will be used

• The number of documents being submitted

The Florida Department of State currently charges $10 per document for most apostille requests. Certain documents certified by a Florida Clerk of Court have a $20 fee per document because an additional Certificate of Incumbency is required.

Step 5: Submit Your Documents to the Florida Department of State

Florida apostilles are issued by the Division of Corporations in Tallahassee.

For mailed requests, you generally need to submit your completed request form, the appropriate original or certified document, payment, and a prepaid return envelope or air bill.

The Florida Department of State does not currently offer an expedited processing option for mailed apostille requests. However, it does offer walk-in service at its Tallahassee office, and the state says most walk-in requests may be completed while you wait.

What Documents Can Be Apostilled in Florida?

Many different documents may qualify for a Florida apostille, including:

• Birth certificates

• Death certificates

• Marriage certificates

• Divorce records

• School transcripts and diplomas

• Adoption documents

• Powers of attorney

• Florida criminal background checks

• Court documents

• Vehicle titles

• Business and corporate documents

• Documents properly notarized by a Florida Notary Public

However, each type of document can have different preparation requirements.

For example, you cannot simply make a photocopy of a Florida birth certificate, have a notary certify the copy, and expect the state to apostille it. Florida notaries are prohibited from attesting copies of certain public records, including birth certificates, death certificates and marriage certificates.

How Long Does It Take to Get an Apostille in Florida?

Processing times can change depending on the Florida Department of State's workload.

The state processes mailed apostille requests in the order they are received and does not guarantee an expedited mailed service. Because processing times fluctuate, it's important to start the apostille process as early as possible—especially if you have an international deadline, overseas appointment, citizenship application, adoption, marriage, employment requirement, or other time-sensitive matter.

Can I Get a Florida Apostille Myself?

Yes. You are not required to hire an apostille service.

If you understand the requirements, have the correct document, and are comfortable handling the submission and return process, you can submit your own apostille request to the Florida Department of State.

However, the challenge is often determining what needs to happen before the document is submitted.

Does the document need to be notarized? Do you need a certified copy? Was the document issued by Florida or another state? Is it a federal document? Does the destination country participate in the Hague Apostille Convention?

Those details can make a big difference.

Why Use an Apostille Service?

An apostille service can help you determine the proper process before your documents are submitted.

At All Smiles Notary Services, I help clients navigate the apostille process from beginning to end. Depending on your situation, this may include reviewing your documents, helping determine the appropriate authentication process, providing notarization when required, coordinating document submission, and helping arrange the return of your completed documents.

The goal is simple: make the apostille process easier and reduce the chance of unnecessary delays or rejected documents.

Need an Apostille in St. Petersburg or Tampa Bay?

If you've been told, “You need to get this document apostilled,” and you're not sure what to do next, you don't have to figure it out alone.

All Smiles Notary Services provides apostille assistance in St. Petersburg, Pinellas County, Tampa Bay, and throughout Florida.

Whether you're dealing with a birth certificate, marriage certificate, power of attorney, school record, business document, background check, or another document that needs to be used overseas, we can help you determine the next steps.

Contact All Smiles Notary Services today for help with your Florida apostille.

Requirements vary depending on the document and destination country. Apostille agents do not issue apostilles; eligible Florida apostilles are issued by the Florida Secretary of State.