How to Get Your Documents Apostilled 2026

An apostille is a standardised certificate that authenticates the origin of a public document so authorities in another country can trust it. If you are applying to a university abroad, you will almost certainly need apostilles on your degree certificates, transcripts, birth certificate, or police clearance. The process costs between $5 and $100+ per document depending on the country, and takes 3–10 business days in most cases — though some countries offer same-day service. Get this wrong and your visa or enrolment gets delayed by weeks.

What Is an Apostille?

The apostille system was created by the Hague Convention of 5 October 1961. Countries that signed this treaty (currently 126 member states) agreed to accept each other's apostilled documents without further legalisation. The apostille is a square stamp or certificate attached to your document, confirming that the signature and seal on it are genuine.

Before the Hague Convention, getting a foreign document accepted required "legalisation" — a lengthy chain of certifications from your local authority, then your national government, then the destination country's embassy. The apostille collapses this into a single step.

Apostille vs. Legalisation

If both your home country and destination country are Hague Convention members, you need an apostille. If one country is not a member (e.g. Saudi Arabia, UAE, China, Pakistan, Vietnam), you need full legalisation — a more complex chain involving notarisation, state authentication, and the destination country's embassy. Always check the current membership list at hcch.net before starting.

Which Documents Need an Apostille?

Universities, visa offices, and immigration authorities typically require apostilles on:

Document Type	Commonly Required By	Notes
Degree / diploma certificate	Universities, employers	Original or certified copy
Academic transcripts	Universities, credential evaluators	Some schools seal in envelope
Birth certificate	Visa offices, some universities	Official government-issued copy
Police clearance certificate	Long-stay visas, Australia, Canada	Must be recent (usually <12 months)
Marriage certificate	Dependent visa applicants	If bringing a spouse
Power of attorney	Legal representatives abroad	Notarised first, then apostilled

Not every application requires all of these. A master's program in Germany may need apostilled transcripts and degree certificates. An Australian student visa requires an apostilled police clearance. Check your specific institution's requirements list carefully.

Country-by-Country Apostille Process

United States

In the US, apostilles are issued at the state level by the Secretary of State's office for state-issued documents (birth certificates, diplomas, notarised documents), and at the federal level by the US Department of State for federal documents (FBI background checks, federal court documents). Costs range from $5 to $20 per document. Processing takes 3–10 business days by mail, or same-day in person if you visit the Secretary of State office. A Texas diploma needs the Texas Secretary of State; a California birth certificate needs the California Secretary of State. Do not mix these up.

United Kingdom

UK apostilles are issued by the Foreign, Commonwealth & Development Office (FCDO). You submit documents to the FCDO Legalisation Office in Milton Keynes (by post or through an agent). The fee is £30 per document (2026 rate). Standard service: 10–15 business days. Premium service (in-person drop-off): 2–3 business days for £75 per document. UK police clearance (ACPO/DBS enhanced) must be apostilled separately after being obtained from the issuing body.

Germany

In Germany, apostilles are issued by the Landgericht (regional court) or the Regierungspräsidium of the state where the document was issued. Each federal state (Bundesland) has its own competent authority. Costs are typically €15–€30 per document. Processing takes 1–5 business days. German university transcripts go through the university's own registry first, then to the regional authority for apostilling.

India

In India, apostilles are issued by the Ministry of External Affairs (MEA) in New Delhi, or through their authorised branches in major cities. The process requires: first get the document attested by the relevant state authority (HRD for educational documents, Home Department for personal documents), then submit to the MEA. The MEA fee is ₹50 per document (nominal), but the whole process including state attestation can cost ₹500–₹3,000 depending on agent fees. Total time: 7–21 business days. Many applicants use registered agents (cost: ₹1,500–₹5,000) to avoid the bureaucratic complexity.

Australia

Australian apostilles are issued by the Department of Foreign Affairs and Trade (DFAT). You can submit in person at DFAT offices in major cities or by mail to Canberra. Fee: $55 AUD per document. Processing: 5–10 business days. Australian university degrees are issued by the institution, and you need to get a certified copy from the university's registry before apostilling.

Canada

Canada joined the Hague Apostille Convention on 11 January 2024 — relatively recently. Provincial documents are apostilled by the relevant provincial authority (e.g. Ontario's Ministry of the Attorney General). Federal documents go through Global Affairs Canada. Fees vary by province, typically CAD $35–$65 per document. Processing: 5–15 business days. Check with each province, as processes were still being standardised in 2025.

Step-by-Step: Getting an Apostille

The exact steps vary by country, but the general process is:

Step 1 — Identify the competent authority. Find which government body issues apostilles for your document type in your country. The Hague Conference maintains a searchable database at hcch.net/en/states/authorities.

Step 2 — Obtain an official copy of the document. For educational documents: get a certified copy from your university's registrar. For personal documents: get a government-issued copy from the civil registry. Photocopies are not apostilled — the document must be original or officially certified.

Step 3 — Notarise if required. Some authorities require notarisation before apostilling (especially for privately-issued documents like affidavits or powers of attorney). A notary public charges $10–$25 per signature in the US; £7–£15 in the UK.

Step 4 — Submit to the competent authority. In person, by mail, or online (some countries now accept digital submissions). Include the fee (cash, money order, or card depending on the authority), the original document, and a covering letter with your return address.

Step 5 — Receive apostilled document. The apostille is attached to the back of your document or on a separate page firmly attached to it. Check that the issuing authority's name, the document type, and the date are all correct.

Step 6 — Get a certified translation if needed. If the destination country requires documents in their language, you need a certified translation after apostilling. The apostille stays on the original; the translation is submitted alongside it.

Costs at a Glance

Country	Authority	Cost per Document	Standard Timeline
USA	Secretary of State (state-level)	$5–$20	3–10 business days
UK	FCDO Legalisation Office	£30 standard / £75 premium	10–15 / 2–3 business days
Germany	Landgericht / Regierungspräsidium	€15–€30	1–5 business days
India	Ministry of External Affairs	₹50 (+ state fees)	7–21 business days
Australia	DFAT	AUD $55	5–10 business days
Canada	Provincial authority / Global Affairs	CAD $35–$65	5–15 business days

Common Mistakes to Avoid

Starting too late. Many students request apostilles 1–2 weeks before their visa appointment. Add state attestation (India), premium postage, and potential re-submission for errors, and you could easily need 4–6 weeks. Start at least 8 weeks before your application deadline.

Apostilling a photocopy. The apostille certifies the signature and seal on the document itself. Photocopies have no original signature, so they cannot be apostilled. Get an official certified copy from the issuing body.

Wrong competent authority. In the US, federal documents need federal apostilles; state documents need state apostilles. Sending a state diploma to the US Department of State in Washington DC will get rejected. Check hcch.net for the correct authority.

Missing the translation step. Some applicants apostille the original document but forget that the destination country requires a translation. In Germany, for example, documents in languages other than German must be accompanied by a sworn translation (beglaubigte Übersetzung) from a certified translator.

Expired police clearances. Most visa offices accept police clearances valid for 12 months from the date of issue. If you get your apostilled police clearance in January but do not use it until February of the following year, you may need to get a new one.

Digital Apostilles (e-Apostille)

A growing number of countries now issue e-Apostilles — digital certificates that can be verified online via a government register. Countries including the USA (some states), Spain, Mexico, and South Korea issue e-Apostilles. If your destination country accepts them, e-Apostilles are faster and cannot be lost in the post. Check the Hague Conference e-Register (e-APP) at hcch.net to see if your issuing country participates.

Using an Agent

Several companies (e.g. IVS, Vital Records Control, apostille.us in the US; ApostilleService in the UK) handle the entire process for you — collecting documents, submitting to the authority, and returning by courier. Fees are typically $50–$150 per document on top of government fees. This is worth it if you have many documents, tight deadlines, or are living outside your home country when you need the apostilles. Always verify the agent is legitimate — check reviews and that they reference the official Hague Convention system.

Frequently Asked Questions

How long is an apostille valid?

There is no set expiry on the apostille itself — it authenticates the signature on the document at the time it was issued. However, the underlying document may expire (e.g. police clearances are typically accepted for 12 months). Check with the receiving institution whether they have a maximum age requirement for apostilled documents.

Can I apostille a translation?

Yes. If you have a document translated by a certified translator, you can then apostille the translation. In practice, many universities ask for the original apostilled document plus a certified translation — not an apostilled translation. Clarify the exact requirement with your institution.

Does Germany require apostilles on foreign documents?

Germany requires apostilles on foreign documents submitted to universities or immigration authorities only if the document comes from a country where German authorities cannot independently verify authenticity. In practice, German universities often accept certified copies from trusted institutions without apostilles, but always check with the specific Studierendenwerk or university.

What if my country is not in the Hague Convention?

If your home country is not a Hague Convention member (e.g. Pakistan, UAE, Saudi Arabia, Vietnam, China), you need full legalisation instead of an apostille. This involves notarisation, attestation by your national foreign ministry, and certification by the destination country's embassy in your country. Start even earlier — this process can take 4–8 weeks.

Can I use the same apostilled document for multiple applications?

Yes, as long as the institution accepts copies. Some institutions require the original apostilled document; others accept certified copies of the apostilled original. Ask each institution individually. If you need multiple originals, you will need to apostille multiple copies of the underlying document.

How do I check if an apostille is genuine?

The Hague Conference e-APP register (e-apostille.hcch.net) lets you verify e-Apostilles. For paper apostilles, the receiving authority checks the issuing country's register. You can also verify by contacting the issuing authority directly using the contact information on hcch.net.

Do Australian and UK universities require apostilles?

Most Australian and UK universities do not require apostilles from domestic applicants. For international students submitting foreign documents, requirements vary — some ask for apostilles, others accept certified copies, and others verify directly with the issuing institution. Check the specific admissions requirement page of your target university.

Next Steps

Once your documents are apostilled, you are ready for the next stages of your application. If you are applying to Germany, read about the full Germany study guide or the proof of funds requirements for student visas. For Australia, the Australia study guide covers the student visa (subclass 500) in detail. If you are applying to the US, the US study guide covers F-1 visa requirements. Also see our transcript evaluation guide — many credential evaluators require apostilled transcripts.