How to Get an Apostille in Pennsylvania: Step by Step Guide
- Brian Klein
- 21 hours ago
- 4 min read
An apostille is an official certification that verifies the authenticity of a document so that it can be legally recognized in another country. If you're a Pennsylvania resident preparing documents for international use such as birth certificates, marriage records, diplomas and business documents, you may be required to obtain an apostille before those documents can be used abroad.
While the process may seen complex at first, by breaking it down into a few clear steps, it can become more manageable. Knowing what type of document you have, whether notarization is required and where to submit everything is key. Blue Ink Notary provides professional mobile notary and apostille services to help businesses and individuals complete the process accurately and efficiently.
Let's take a look at the steps involved:
📌Step 1 - Determine if Your Document Needs an Apostille
Not every document requires an apostille, but many official and legal records do when they are being used overseas. Check with the nation & entity where your document will be used if they require an apostille.
Documents that frequently need an apostille include:
Vital records such as birth, death or marriage certificates
Educational documents including diplomas, transcripts and enrollment letters
Business & corporate documents such as articles of incorporation, certificates of good standing and contracts
Legal and estate planning documents like powers of attorney, affidavits and sworn statements
If the destination country is not part of the Hague Convention for Apostilles, your document may require a different process called embassy legalization, which involves additional steps (more on that later). Determining this upfront can save you time, money and headaches.
📌Step 2 - Notarization/Copy Certification
Some documents require notarization before they can receive an apostille. Other documents need a certified copy from the head of the office where the document originated (birth, death & marriage certificates).
Contact the office where the birth, death or marriage certificate originated to request a certified copy if you would rather not submit the original
Many clients in Reading, Wyomissing, Collegeville and Phoenixville choose mobile notarization to ensure documents are properly prepared before submission
If your documents are not properly notarized or are not a certified copy signed by the appropriate party from the issuing agency, the Secretary of State will likely reject the apostille request.
📌Step 3 - Submit to the Pennsylvania Secretary of State or the US Department of State
Once prepared, most documents will need to be submitted to the Secretary of State's office. Others, like FBI background checks need to be submitted to the US Department of State's office.
Required forms must be completed along with payment for any fees
Documents can be submitted via mail, in person or through a courier or apostille service provider like Blue Ink Notary
Return times can vary from state to state and documents submitted to the US Secretary of State usually take longer
NOTE: For countries that are not party to the Hague Convention for Apostilles, the process is called embassy legalization and these additional steps are required:
After notarization, the document must be certified by the appropriate Secretary of State office or federal authority (for federal documents).
Once authenticated at the state or federal level, the document must be legalized by the destination country’s embassy or consulate in the United States. Each embassy can have its own requirements:
Additional application forms
Translation of the document into the official language of the country
Consular fees
Pre-paid shipping labels
Some embassies require in-person submissions, while others accept mail-in applications
Embassy processing times can vary significantly - from one day to several weeks.
📌Step 4 - Receive Your Apostille/Legalized Document
Processing times will vary based on submission method, document type and volume at the department of the entity providing the apostille or the embassy providing the legalization for the document. Once completed, your apostille will be attached to your original document certifying its authenticity for international use.
DO NOT SEPARATE THE APOSTILLE/LEGALIZATION FROM THE DOCUMENT...THIS WILL INVALIDATE IT!!!
Delivery options typically include:
Pickup
Mail
Courier
Upon receipt, your document is ready for use in the destination country!
Why Use a Professional Apostille Service in Pennsylvania?
While it's possible to handle apostilles on your own, many people choose a professional service to avoid mistakes, delays and rejected applications. Blue Ink Notary manages the entire process - from notarization to delivery - saving you time and ensuring accuracy.
We help with:
Correct document preparation
Proper notarization
Submission
Secure handling of sensitive records
Apostille Services Available Throughout Pennsylvania
Blue Ink Notary provides professional apostille services across multiple Pennsylvania counties. Whatever document you need authenticated for international use, we serve clients locally and statewide including:
❓Ready to Get Your Apostille in Pennsylvania?
Whether you need an apostille for personal, business, educational or legal documents, Blue Ink Notary makes the process simple and stress-free.
Cities We Commonly Serve for Apostille Requests
Blue Ink Notary, based in Greater Reading and serving Berks County as well as Lancaster, Montgomery, Chester, Lehigh, Schuylkill and Lebanon counties, has assisted numerous Pennsylvania residents and businesses with their document needs since 2019. I am generally available Monday through Friday from 9am to 5pm but am also available for emergency, early morning, evening & weekend appointments to help you with your documents, so contact me any time with questions.
To discuss your notary & apostille needs:
📲 Call or text 484-509-1405
📩 Email brian@blueinknotarypa.com
🖥️ Visit online at blueinknotarypa.com and message us in our chat box in the lower right corner of your screen or visit the Contact Us page
🗓️ Book you appointment online Here
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