The Most Common Apostille Mistakes — And How to Avoid Them
Apostille processing looks simple on paper, but small errors can cause major delays, rejections, and extra costs. Most problems I see from DIY submissions could have been avoided with a little guidance up front.
Here are some of the most common apostille mistakes:
- Sending photocopies instead of originals
Vital records like birth, marriage, and death certificates usually must be original or certified copies—photocopies are not accepted. - Using outdated certificates
Some countries require records issued within the last 3–12 months. Old copies may be rejected even if they look official. - Incorrect notary wording
Notarial certificates must match the state’s requirements. Missing venue, date, or notary language can cause the document to be rejected. - Not notarizing when required—or notarizing when you shouldn’t
Some documents should never be notarized (certain vital records). Others, like letters or POAs, must be notarized before apostille. - 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. - Mailing to the wrong state
The apostille must come from the state where the document was issued or notarized, not necessarily where you live now.
At NEA Notary Solutions, I review your documents before anything is mailed. That means catching these mistakes early, so your apostille goes through smoothly and on schedule.
Avoid costly apostille mistakes. Let NEA Notary Solutions review your documents and manage the process from start to finish.