The Most Common Apostille Mistakes — and How to Avoid Them
Apostille processing looks simple on paper, but common apostille mistakes can cause major delays, rejections, and extra costs. A little guidance up front prevents most of the problems I see from DIY submissions.
6 Common Apostille Mistakes to Avoid
Here are the most common apostille mistakes I see — and what to do instead:
- Sending photocopies instead of originals
Vital records like birth, marriage, and death certificates usually need original or certified copies. Authorities will not accept photocopies, so double-check that you hold the right version before you send anything. - Using outdated certificates
Some countries only accept records less than 3–12 months old. They may reject old copies even if the copies look official, so check the requirement first and order a fresh copy when yours is too old. - Incorrect notary wording
Notarial certificates must match the state’s requirements. Missing venue, date, or notary language can send the document back, so review the certificate carefully before you submit it. - Not notarizing when required—or notarizing when you shouldn’t
Some documents should never carry a notary stamp — certain vital records, for example. Others, like letters or POAs, need notarization before apostille. Check the requirement for each document before you sign anything. - Sending federal documents to a state office
FBI background checks and some federal documents must go through the U.S. Department of State, not a Secretary of State. Federal documents follow a different route, so send them to the right office the first time. - Mailing to the wrong state
The state that issued or notarized the document must provide the apostille — not necessarily the state where you live now. Double-check the issuing state before you mail anything.
How I Help You Avoid Them
At NEA Notary Solutions, I review your documents before I mail anything. I catch these mistakes early, so your apostille goes through smoothly and on schedule. If you are new to the process, read my guide to what an apostille is and when you need one first.
Avoid costly apostille mistakes. Let NEA Notary Solutions review your documents and manage the process from start to finish.