Apostille Documents for Moving Abroad: What They Are, Why You Need Them, and How to Get Them

If you're planning an international move, you'll likely spend a lot of time researching visas, healthcare, housing, and cost of living.

Then, somewhere in the application process, you'll encounter a word you've probably never heard before:

Apostille.

For many Americans, obtaining apostilled documents becomes one of the most confusing and frustrating parts of moving abroad.

The good news is that the process is usually much simpler than it sounds.

Understanding what an apostille is—and which documents you'll need one for—can save you weeks of delays during your relocation.

What Is an Apostille?

An apostille is a certificate that verifies the authenticity of an official document so it can be recognized in another country.

Think of it as an international verification stamp.

When a foreign government asks for your birth certificate, marriage certificate, or criminal background check, they often need proof that the document is legitimate.

The apostille provides that proof.

Without it, another country may refuse to accept your document as valid.

Why Do Countries Require Apostilles?

Governments need a way to confirm that documents issued in another country are genuine.

An apostille helps foreign authorities verify:

• The document was issued by the proper authority
• The signature is authentic
• The seal or stamp is legitimate
• The document can be legally recognized abroad

This system helps reduce fraud and creates a standardized process among participating countries.

Which Documents Commonly Need an Apostille?

Requirements vary by country and visa type, but these are the documents Americans most frequently need apostilled when moving abroad:

Birth Certificates

Often required for:

• Residency applications
• Citizenship applications
• Family visas
• School enrollment

Marriage Certificates

Commonly needed when:

• Bringing a spouse
• Applying for family reunification
• Demonstrating legal marital status

Divorce Decrees

Some countries require proof of previous marital status before recognizing a current marriage.

FBI Background Checks

One of the most common apostilled documents for residency and visa applications.

Many countries require proof that you do not have a serious criminal record.

Adoption Records

May be required when relocating with children.

Death Certificates

Occasionally needed for inheritance, pension, or family-related applications.

Educational Documents

Examples include:

• Diplomas
• University degrees
• Academic transcripts
• Professional certifications

These may be required for employment or professional licensing.

What Is the Hague Apostille Convention?

You'll often hear people mention the Hague Apostille Convention.

This is an international agreement that simplifies document recognition between participating countries.

If both the United States and your destination country participate in the convention, an apostille is usually sufficient.

Without the convention, additional legalization procedures may be required.

Fortunately, many popular relocation destinations participate in the system.

How to Get a State-Issued Document Apostilled

Documents issued by a state government typically receive apostilles through that state's designated authority, often the Secretary of State.

Examples include:

• Birth certificates
• Marriage certificates
• Divorce decrees

The process usually involves:

• Obtaining a certified copy of the document
• Submitting it to the appropriate state office
• Paying the required fee
• Waiting for processing

Many states allow mail-in requests.

Processing times vary significantly.

How to Get an FBI Background Check Apostilled

This is one of the most common requirements for Americans moving abroad.

The process generally involves:

Step 1: Obtain an FBI Identity History Summary

This is the official FBI background check.

Step 2: Submit It for Federal Apostille

Because the FBI is a federal agency, the apostille is issued through a federal process rather than through a state office.

This distinction confuses many applicants.

State-issued documents and federal documents follow different procedures.

Start Earlier Than You Think You Need To

One of the biggest mistakes people make is waiting until their visa application is nearly complete before gathering apostilles.

Apostilles can sometimes take:

• Several weeks
• Multiple mailings
• Additional document requests

And some countries place expiration limits on supporting documents.

For example, a background check that was valid when you ordered it may no longer be accepted if the application process drags on for several months.

Starting early reduces stress and prevents last-minute surprises.

Do Apostilles Expire?

Technically, apostilles themselves typically do not expire.

However, the underlying document may become too old for the purpose it is being used for.

For example:

• An FBI background check may only be accepted if issued within the previous few months.
• Certain residency applications may require recently issued documents.

Always check the specific requirements of your destination country.

Do You Need Certified Translations Too?

Possibly.

Many countries require documents to be translated into the local language.

In some cases, you'll need:

• An apostille
• A certified translation
• Both

The order matters.

Many relocation experts recommend obtaining the apostille before having documents translated.

Otherwise, you may end up paying for translations twice.

Common Apostille Mistakes

Waiting Too Long

Apostilles often take longer than people expect.

Ordering the Wrong Document

Many agencies require certified copies rather than photocopies.

Using Old Documents

Some countries require recently issued versions of records.

Forgetting About Family Members

Spouses and children often need apostilled documents too.

Not Checking Country-Specific Requirements

Every country has its own documentation rules.

Never assume what worked for one visa will work for another.

Should You Use an Apostille Service?

Many companies offer apostille services for a fee.

These services can save time if:

• You're short on time
• You're managing multiple documents
• You're dealing with complex requirements
• You're already overseas

However, many Americans successfully complete the process themselves with careful planning.

Why Apostilles Matter More Than People Realize

Visa denials often get the attention.

But incomplete documentation can cause just as many delays.

Many relocation timelines are pushed back because applicants:

• Don't realize they need apostilles
• Order the wrong documents
• Miss expiration windows
• Start the process too late

The earlier you understand the requirements, the smoother your move is likely to be.

The TL;DR

An apostille is an internationally recognized certification that allows foreign governments to verify the authenticity of your documents.

If you're moving abroad, you'll likely need apostilled versions of documents such as birth certificates, marriage certificates, divorce decrees, educational records, or FBI background checks.

The process isn't difficult, but it often takes longer than people expect.

One of the best things you can do during relocation planning is start gathering important documents early. Future-you will be grateful when the visa paperwork starts piling up.

Planning a move abroad?

NextLatitude helps Americans understand country-specific visa requirements, documentation needs, and relocation timelines so you can avoid common mistakes and move forward with confidence.