Assume your son is about to start university in Spain or you recently received a fresh job offer in Italy. Abruptly, there is a frenzy of documents that must all be formally validated. The Apostille procedure comes in here. You’re not alone if you’ve ever looked at your stack of official paperwork and wondered how on earth they’re supposed to become “Apostilled certified document authentication“

First of all, let me define an Apostille precisely. Attached to your public record, it is essentially a certificate guaranteeing its legitimacy for usage in more than one hundred nations signed under the Hague Convention. Consider it as a VIP backstage pass—without it, your paperwork is not permitted in.

First, find out which paper you need authenticated. Is a birth certificate involved here? A diploma? An attorney of power? Only those issued by an authority, such as a notary public, government office, or court, the Apostille does not apply to every type of document. If you bring the lasagna recipe from Grandma, be ready for rejection (but the cashier might beg for seconds).

Once you have your paper, you should decide where to take it for the magic stamp. Usually in the US, this comes through the Secretary of State office for your state. Indeed, most inquiries are addressed at the state, rather than national, level. Show up at the federal building only if your paperwork is a federal one. If you mail your paperwork, toss in a prepaid envelope; otherwise, your documents can have a prolonged vacation at the state office.

Fees are charged. Usually between $10 and $20 each document, the cost is not outrageous; charges vary depending on location and nature. Getting information from the website of your state will help to avoid later problems. While some areas take up to two weeks, some process everything same-day. Though they cost more, if you’re running against the clock prepare ahead or think about accelerated services.