Why do we ask so many questions when clients call us for assistance with notarizations and apostilles? The answer is simple. The details are crucial to providing the correct documents for your needs. We want to ensure that the services we provide are correct for your specific apostille and notarization needs. When you shop for a shirt, if you ask what the price is for a shirt, you’ll probably be asked by the store clerk for specifics such as fabric, size, sleeve length, collar type etc because there are many variations of shirts to choose from. It’s similar to notarization and apostille services. We need to narrow down exactly what you need so we can determine the correct process for you. There are multiple ways to correctly notarize and/or apostille a document. If you call a service provider and ask how much an apostille will cost, and they quickly provide a rate without asking you specifically about your needs, we suggest a more thorough inquiry. They may be able to provide you with an apostille, but if the requestor of the apostille was expecting different, or perhaps more, you’ll need to do more work, which will cost more and take more time. Our philosophy is that we get it right the first time by making sure you have what is needed, nothing less, and nothing more. The other thing worth mentioning is that the only legal place to obtain a legal apostille is from either the Federal Government (USDOS) or from a specific Secretary of State (for non-Federal documents). If you go to any other “store front” or online service provider who physically provides you with an apostille at that moment, we encourage you to be weary of the legality of the apostille.
Some of the things for consideration to determine that you are obtaining a legal notarization and/or apostille: There are multiple types of notarizations. Depending upon your document, you want to ensure that the correct notarization is used. For example, a Copy Certificate Notarization cannot be used for any vital statistic document. Birth certificates, marriage certificates etc. cannot be notarized and must be originals or certified copies to obtain apostilles. The type of document determines which government office needs to provide the apostille. Federal documents must be apostilled by the Federal government (USDOS) and non-Federal documents must be apostilled by the Secretary of State the document is issued in or where the document is notarized in. If translations are needed by the requestor, they must be correctly certified and notarized. If translations are needed, does the requestor want a translation of the document or a translation of the apostille, or perhaps both? Only the requestor of an apostille can correctly answer this for you. Will expedited shipping be required? This will depend on how quickly you need the apostille. Will the final documents be shipping to somewhere in the United States or abroad to another country? If necessary when a document needs to be notarized, can a RON (Remote Online Notarization) be accepted by the requestor? Court documents must be properly certified when being submitted for an apostille. Any notarized document must contain a completed notarial certificate that includes all the elements of a correct notarization in order to obtain an apostille. Is the COD (Country of Destination) for your apostilles part of the Hague Treaty? You want to understand why the USDOS or Secretary of State office provides an “apostille” or a “notarial certificate”. After an apostille is provided, the staples securing the documents may not be removed. A Certified Apostille Agent should be up to date with laws and changes in guidelines.
Mindy Strum is a Certified Apostille Agent with 10+ years as a notary public in the state of Florida. Florida Notary Public, LLC DBA Apostille FLA provides apostille services from each state and the USDOS.
