An apostille is only valid between countries that have joined the Hague Apostille Convention. If your document is going somewhere that has not joined, an apostille will not be accepted. Instead the document has to travel through a longer process called legalization, sometimes called authentication or consularization.
The chain usually runs in three stages. First the document is notarized if it is a private document, then certified by the Secretary of State in the state that issued it. Next it is authenticated by the U.S. Department of State in Washington, D.C. Finally it is legalized by the destination country’s embassy or consulate in the United States.
Each stage has its own fees, forms, and processing time, and embassies vary widely in what they require. Some ask for translations, some want a cover letter, some require the document to be submitted in person by an authorized courier. Getting one detail wrong usually means starting the stage over.
We coordinate the whole chain for you and track the document at each stage. If you are not sure whether your destination country needs an apostille or full legalization, upload your document for a free review and we will confirm before you pay for anything.
At a glance
Find my consulate
Many countries split the U.S. into consular districts. Your document goes to the mission for the state that issued or notarized it, not the state you live in.
Country guides
| Country | Where U.S. documents are legalized |
|---|---|
| United Arab Emirates | One mission, Washington, D.C. |
| Egypt | 5 missions, by state |
| Kuwait | 2 missions, by state |
| Thailand | 4 missions, by state |
| Iraq | 3 missions, by state |
| Jordan | One mission, Washington, D.C. |
| Kenya | One mission, Washington, D.C. |
| Ethiopia | One mission, Washington, D.C. |
| Cambodia | One mission, Washington, D.C. |
| Qatar | 4 missions, by state |
| Nigeria | 3 missions, by state |
| Lebanon | One mission, Washington, D.C. |
| Ghana | 2 missions, by state |
Not listed? Check whether your destination takes an apostille with the country checker, or see non-Hague countries.
The chain, stage by stage
| Stage | Who does it | Applies to |
|---|---|---|
| 1. Notarization | A commissioned notary | Private documents only |
| 2. County clerk | County clerk | Some states, notably New York City |
| 3. Secretary of State | The state that issued or notarized it | All state documents |
| 4. U.S. Dept. of State | Federal authentications office, Washington | Every document in the chain |
| 5. Embassy or consulate | The destination country | Every document in the chain |
A federal document such as an FBI check skips stages 1 to 3 entirely: there is no notary and no state involvement, so it goes straight to federal authentication and then the embassy.
Where legalization goes wrong
- Stopping after the federal stage. The most expensive mistake in this area. A federally authenticated document without the embassy stamp is rejected on arrival, and usually has to come back.
- Getting an apostille instead. A non-Hague country will not accept one. It is not a lesser version of legalization, it is the wrong document.
- Skipping the county clerk where the state requires it, which sends the whole chain back to the beginning.
- Missing translation. Many embassies want the document, the apostille, and sometimes the whole package translated into their official language before they will look at it.
- Requirements that changed. Embassies revise fees, forms, and appointment rules without notice, and published guidance goes stale quickly. We confirm current requirements at the time of your order rather than relying on what was true last year.
- Planning around the embassy stage. It is the longest and least predictable part, it sits outside anyone’s control, and it usually cannot be accelerated by paying more.
How it works
Step 1
We confirm the requirements
Tell us the destination country and document type. We confirm whether you need an apostille or the full legalization chain, and what that country’s embassy currently requires.
Step 2
State and federal certification
We obtain notarization if needed, then Secretary of State certification, then U.S. Department of State authentication.
Step 3
Embassy legalization
We submit the authenticated document to the destination country’s embassy or consulate, including any translation or supporting paperwork they require.
Step 4
Return to you
Your completed document is shipped back tracked and insured.
Embassy Legalization: common questions
How do I know if my country needs legalization instead of an apostille?
It depends entirely on whether the destination country is a member of the Hague Apostille Convention. Our booking flow checks this automatically when you select a destination country, and tells you which process applies before you pay.
How long does embassy legalization take?
It varies more than an apostille does, because the final stage depends on the individual embassy. Some return documents in under two weeks, others take a month or more. We give you a realistic estimate for your specific country before you commit.
Do I need a translation?
Many embassies require the document, or the entire package, to be translated into their official language by a certified translator. We offer certified and sworn translation and can bundle it with your legalization order.
Can you legalize a document I already had apostilled?
If the destination country does not accept apostilles, an apostille does not substitute for legalization. Depending on the document and country, some of the earlier certification stages may still count. Contact us with the details and we will tell you what still needs doing.
Which documents can go through legalization?
The same documents that can be apostilled: vital records, court documents, corporate paperwork, powers of attorney, diplomas, and background checks. Private documents usually need notarization first.
Official sources
Requirements, fees and processing times are set by the authorities below and can change without notice. Verify anything time-critical directly with them.
HCCH (Hague Conference on Private International Law) · U.S. Dept. of State authentications
Ready to get started?
Start online and we will confirm exactly which chain your document needs, or call us first if you would rather talk it through.
Related: Certified translation · Power of attorney apostille · All services · Pricing