Apostille Services in Virginia
We come to you to notarize your documents and manage the apostille process from start to finish — so your paperwork is ready for international use without the runaround.
If you need a birth certificate, power of attorney, business document, or diploma authenticated for use overseas, you don't have to figure out the Virginia apostille process alone. We handle the notarization, prepare your document package correctly the first time, and coordinate directly with the Office of the Secretary of the Commonwealth of Virginia so your document is accepted — not rejected and sent back. Contact Us for a Rate Quote
We do not have a storefront, retail, or walk-in location — all appointments are mobile or by arrangement.
what is an apostille?
An apostille is a form of certification used to authenticate a public document so it will be legally recognized in another country that belongs to the Hague Apostille Convention of 1961. In plain terms: it's the seal that tells a foreign government your U.S. document — and the notary, clerk, or official who signed it — is legitimate.
A few important distinctions:
An apostille does not certify the contents of your document — it only verifies that the signature, seal, and authority of the notary or official are valid and on file with the state.
Documents used within the United States (including Puerto Rico) never need state-level authentication.
Documents issued at the federal level (including FBI background checks) are authenticated by the U.S. Department of State, not the Virginia Secretary of the Commonwealth.
Depending on the destination country, Virginia issues either a Great Seal or an Apostille.
Your document does not need to be translated before it's submitted for authentication.
Document Requirements for Authentication
Requirements differ depending on what type of document you have. Review the table below, or contact us if you're not sure which category applies to you.
| Document Type | Requirement |
|---|---|
| Notarized Document Notarization Required | Must be properly notarized by a Virginia notary within the past 12 months. |
|
Vital Record
Birth, death, marriage, or divorce certificate
Do Not Notarize
|
Must be issued by the Virginia Department of Health – Vital Records Division (or local DMV) within the past 12 months. Circuit Court marriage certificates must include a Certification of Official Record/Triple Seal. |
| Court Record Do Not Notarize | Must be issued by the appropriate Virginia Circuit Court within the past 12 months, and must include the Certification of Official Record/Triple Seal (VA Code § 8.01-389, § 8.01-391), with a date, signature, and printed name of the (Deputy) Clerk of Court. |
| State Corporation Commission Document Do Not Notarize | Must be issued by the Virginia SCC only, within the past 12 months, and signed by the Clerk of the Commission. |
common documents we help authenicate?
Birth Certificates — citizenship, marriage, or education purposes abroad
Marriage Certificates — visa applications, legal name changes
Death Certificates — international estate settlement
Educational Documents — diplomas, transcripts, and degrees for study or work abroad
Business Documents — articles of incorporation, powers of attorney, international contracts
Background Checks — criminal records for employment or immigration abroad
Wills and Testaments — for asset distribution recognized internationally
Trust Documents — managing or transferring assets across borders
Power of Attorney — granting legal authority to someone in another country
Probate Court Orders — validating an executor's authority internationally
Affidavits — supporting documentation required by foreign jurisdictions
Don't see your document listed? Contact us — if it's a Virginia-issued public document, we can likely help.
Frequently asked questions
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Requirements for documents for authentication
If your document is:
A Notarized Document, the document must be properly notarized, by a Virginia notary, within the past 12 months.
A Vital Record(birth, death, marriage or divorce certificate), the document cannot be notarized and must be issued from the Virginia Department of Health - Vital Records Division or your local Department of Motor Vehicles within the past 12 months. Marriage certificates issued by the Circuit Court must contain a Certification of Official Record/Triple Seal.
A Court Record, the document cannot be notarized and must be issued from the appropriate Virginia Circuit Court within the past 12 months. Circuit Court documents should contain a Certification of Official Record/Triple Seal two page document (VA Code 8.01-389 and 8.01-391) The date must be reflected on the document in addition to the signature and printed name of the (Deputy) Clerk of Court.
A State Corporation Commission document must be issued by the Virginia State Corporation Commission Only within the past 12 months and signed by the Clerk of the Commission and cannot be notarized.
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Common documents that require an apostille for international use include:
1. **Birth Certificates**: Needed for citizenship, marriage, or education purposes abroad.
2. **Marriage Certificates**: Required for legal processes, such as visa applications or name changes.
3. **Death Certificates**: Used in estate settlements and other legal matters overseas.
4. **Educational Documents**: Diplomas, transcripts, and degrees for studying or working in foreign countries.
5. **Business Documents**: Articles of incorporation, powers of attorney, and contracts for international business transactions.
6. **Background Checks**: Criminal records and other personal background checks for employment or immigration purposes.
7. **Wills and Testaments**: Ensuring the distribution of assets is recognized legally abroad.
8. **Trust Documents**: For managing and transferring assets internationally.
9.. **Power of Attorney**: Granting legal authority to someone to act on your behalf in another country.
10.. **Probate Court Orders**: Validating the executor's authority to manage and distribute the estate's assets internationally.
11. **Affidavits**: Supporting documents, such as those affirming the identity or intentions of the estate holder, required by foreign jurisdictions.
These documents often need an apostille to ensure their authenticity and legal standing in other countries that are part of the Hague Apostille Convention.
These documents must be authenticated to ensure their validity in countries that are part of the Hague Apostille Convention.
Don't see your document listed?Contact us — if it's a Virginia-issued public document, we can likely help.
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Timelines vary depending on document type, current state office processing volume, and whether expedited service is needed. Turnaround time can take 5-7 business days.
Contact us for a current estimate for your specific document.
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It depends on the document. Vital records, court records, and SCC documents come pre-certified and should not be notarized. Other documents — like a power of attorney — typically need to be notarized first. We can notarize the document for you, or you may use a preferred notary. However, the document MUST be notarized using the required components of a notarial act based on the notary state law where the apostille will take place. We'll walk you through which applies to you.
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Federal documents are authenticated through the U.S. Department of State, not the Virginia Secretary of the Commonwealth. However, we can handle this process for you. The expedited process can take 10 business days. Standard processing can take up to 5 weeks.
Contact us to schedule services.
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Documents do not need to be translated before submission for apostille authentication.
available to meet in the following areas:
Areas We Serve
We're based in Williamsburg/Toano, Virginia and available to meet in the following areas (but not limited to).
| Primary Areas | Other Areas |
|---|---|
| Williamsburg | West Point |
| Toano | New Kent/County |
| Lanexa | Newport News |
| James City County | Hampton |
| York County (Williamsburg area) | Richmond (Sandston/Airport Area) |
| City of Williamsburg | Henrico |
Generally within about a 50-mile radius (from 23168 zip code). Headed somewhere just outside that range? Ask — I may still be able to help, or point you to same-day options.
Hours of Operations
Monday: 8:00AM - 8:00 pm
Tuesday: 8:00 AM - 8:00 pm
Wednesday: 8:00AM - 8:00 pm
Thursday: 8:00 AM - 8:00 pm
Friday: 8:00 AM - 8:00 pm
Saturday & Sunday: 8:00 AM - 8:00 PM
(before/after hour appointments available based on availability)
**Open on major holidays (Availability varies and based on appointment only)**
identification requirements
A notary is required to exercise a HIGH DEGREE OF CARE in determining the identity of any person whose identity is the subject of a notarial act. Unless such person is known by the notary, identity shall be ascertained by examination of one or more of the following nine unexpired documents. A Virginia notary may REFUSE to notarize a document for any reason.
1) a United States Passport
2) a United States Passport Card
3) a certificate of United States citizenship
4) a certificate of naturalization
5) a foreign passport
6) an alien registration card with photograph
7) a state issued driver’s license
8) state-issued identification card
9) a United States military card
10) the oath or affirmation of one credible witness unaffected by the document or transaction who is personally known to the notary and who personally knows the individual or of two credible witnesses unaffected by the document or transaction who each personally knows the individual and shows to the notary documentary identification.
A notary has the power to perform various official acts, known as “notarial acts”. The Code of Virginia specifies five basic notarial acts:
1. Taking acknowledgments
2. Administering oaths and affirmations
3. Certifying affidavits or depositions
4. Certifying “true copies” of documents
5. Verification of fact
Virginia notaries may perform their duties outside of the Commonwealth if the document is for use in the Commonwealth. Virginia notaries are not authorized to certify true copies of birth, death, or marriage certificates. Only the Division of Vital Records/Statistics may perform such a certification. Virginia notaries are not authorized to certify true copies of court issued documents. Virginia notaries are not authorized to perform marriage ceremonies.
general notary services
Printing, scanning and faxing services are available at an additional cost.