Many apostille delays come from one misunderstanding. People assume an apostille vouches for a document. It does not. It certifies the signature and capacity of the official who signed or sealed it. So the first question is who signed your document.
Documents signed by a public official
Some documents already carry the signature of a government official, such as a certified copy of a vital record signed by a registrar, or a certified court record signed by a clerk. The apostille office can check that signature against what it holds on file, so these can usually go to the apostille office directly.
The copy has to be the right kind. A photocopy generally does not count. We cover the copy question in our posts on birth certificates and marriage certificates.
Documents signed by a private person or institution
A power of attorney, an affidavit, a signed letter or a university diploma is not signed by a public official. The apostille office has no signature on file to check. In the usual workflow, a notary acts first, and the apostille then certifies the notary’s signature and commission. That is why those documents need a notary before the apostille. See our posts on powers of attorney and diplomas.
Why this affects cost and time
Documents that need a notary step have an extra stage. Our pricing reflects it: state-official documents apostilled directly are $99, and everything else, which includes custodian-notarized documents, is $124. Remote online notarization is $25 per document where it is an option, and the notary’s state rules still apply. See our remote online notarization post before choosing it.
A quick test
- Look at the signature line. Is the signer a government official, or a private person or school?
- If government: confirm you hold the right certified copy.
- If private: expect a notary step first.
- If it is a mix, such as a document with several signers, ask before you order.
When the answer is not obvious
Some documents are borderline, and offices in different states can treat them differently. Our free document review will tell you which route yours takes before you spend anything.