How to Get an Apostille in Washington State: Complete 2026 Guide

If you need to use a U.S. document in another country, there is a good chance you will need an apostille. This guide walks you through everything you need to know about getting an apostille in Washington State — from what an apostille actually is, to which documents qualify, to the step-by-step process for getting one.

What Is an Apostille?

An apostille is a certificate of authentication issued by a government authority — in Washington State, that authority is the Secretary of State. The apostille verifies that the signature, seal, or stamp on your document is genuine. It does not verify the contents of the document itself, only that the document was properly issued or notarized.

The apostille system was created by the Hague Convention of 1961 to simplify the process of using public documents across international borders. Before the apostille system, getting a document recognized in a foreign country required a chain of authentication through multiple government agencies and the destination country’s embassy — a process called “legalization” that could take weeks or months.

Today, over 125 countries accept apostilles, meaning a single certificate from the WA Secretary of State is all you need to make your document valid in any of these countries.

Which Documents Can Be Apostilled in Washington?

The Washington Secretary of State can apostille documents that originate from Washington State. These include:

Vital records:

• Birth certificates issued by Washington State
• Marriage certificates from Washington
• Death certificates from Washington
• Divorce decrees from Washington courts

Legal and business documents:

• Business documents — articles of incorporation, certificates of good standing, corporate resolutions
• Notarized documents where the notary is commissioned in Washington State
• Court orders and judgments from Washington courts
• Powers of attorney notarized in Washington

Academic documents:

• Transcripts from Washington State schools and universities
• Diplomas from Washington institutions
• Letters from educational institutions

Immigration documents:

• Supporting documents for visa applications
• Documents for USCIS filings
• Background check results

Documents That Cannot Be Apostilled by Washington

The WA Secretary of State cannot apostille:

• Federal documents (FBI background checks, IRS forms, federal court documents) — these must be apostilled by the U.S. Department of State in Washington, D.C.
• Documents from other states — each state apostilles its own documents
• Documents without a proper notary seal or official signature
• Photocopies of vital records (you need certified copies)
• Documents in languages other than English (the original must be in English, or you need a certified translation that is notarized in Washington)

The Apostille Process: Step by Step

Step 1: Determine If Your Document Qualifies

Before anything else, confirm that your document originates from Washington State and has the proper signatures, seals, or notarizations. If you have a vital record, make sure it is a certified copy from the issuing agency — not a photocopy.

Step 2: Get the Document Properly Notarized (If Needed)

Many documents need to be notarized before they can be apostilled. The notary must be commissioned in Washington State. Documents that typically need notarization include:

• Personal letters or statements
• Powers of attorney
• Copies of documents (the copy itself must be notarized)
• Translations of foreign documents

Vital records (birth, death, marriage certificates) from Washington State do not need additional notarization — they already carry official signatures and seals.

Step 3: Submit to the WA Secretary of State

You have two options for submitting documents:

By mail: Send the original document (it will be returned), a cover letter specifying what you need, and payment to the WA Secretary of State office in Olympia.

In person: Walk your documents into the Secretary of State’s office in Olympia. This is the fastest option if you are able to make the trip, but the office is in Olympia — about an hour south of Seattle.

The current fee charged by the WA Secretary of State is $15 per document.

Step 4: Wait for Processing

Standard processing by the Secretary of State takes approximately 5-10 business days by mail. Walk-in submissions are typically processed same-day or next business day, depending on volume.

Step 5: Receive Your Apostilled Document

The Secretary of State attaches the apostille certificate to your original document. The apostille is a one-page certificate with a specific format required by the Hague Convention. It includes the country, the name of the signer, the capacity of the signer, the seal or stamp details, the date and place of issue, and a unique certificate number.

What Does It Cost?

The WA Secretary of State charges $15 per document for apostille services. This is the government fee only and does not include mailing costs, notarization fees, or any service fees if you use a professional apostille service.

If you use a service like ours, our fees start at $99 per document for standard processing (5-7 business days) and include the Secretary of State fee, document review, submission, and return delivery. Rush and same-day options are available for time-sensitive needs.

How Long Does It Take?

DIY vs. Using a Professional Service

Doing it yourself makes sense if:

• You have a single document
• Your timeline is flexible (2-3 weeks)
• You are comfortable navigating government paperwork
• You live near Olympia and can walk documents in

Using a professional service makes sense if:

• You have multiple documents
• You are on a tight deadline
• You want someone to review your documents first to catch issues
• You are not sure if your documents qualify
• You do not want to deal with the back-and-forth if something is rejected
• You need the document for a specific country with additional requirements

Common Mistakes to Avoid

We see these mistakes regularly, and they almost always cause delays:

1. Submitting photocopies instead of certified originals — The Secretary of State needs certified copies of vital records, not regular photocopies.
2. Missing or expired notarization — If your document requires notarization, the notary must be currently commissioned in Washington State.
3. Wrong state — Documents from other states must be apostilled by that state’s Secretary of State, not Washington’s.
4. Federal documents sent to state — FBI checks, IRS forms, and other federal documents must go to the U.S. Department of State, not the WA Secretary of State.
5. No cover letter — Always include a clear cover letter specifying that you need an apostille. See our article on common apostille mistakes for more details.

Countries That Accept Washington State Apostilles

Over 125 countries are members of the Hague Apostille Convention and accept apostilles from Washington State. Some notable recent additions include China (November 2023) and Canada (January 2024).

For countries that are not Hague members — such as India — your documents will need to go through embassy legalization instead. This is a different, typically longer process.

Check our full countries page for details on specific destination countries.

Need Help? We Handle the Entire Process.

If this all sounds like more than you want to deal with, that is exactly why we exist. Seattle Apostille Service handles the entire apostille process from start to finish. We review your documents, prepare them for submission, submit them to the WA Secretary of State, and deliver the apostilled documents back to you.

Standard processing starts at $99 per document. Contact us today to get started.