Apostille processing may seem straightforward, but small mistakes can cause major delays.
Here are the most common errors to avoid.
1. Submitting an Uncertified Copy
Only certified or properly notarized documents qualify for apostille. Regular photocopies are rejected.
2. Confusing State and Federal Documents
FBI background checks require federal-level apostille processing. State background checks follow a different procedure.
Using the wrong type can result in rejection.
3. Not Verifying Destination Country Requirements
If the country is not part of the Hague Convention, authentication — not apostille — may be required.
Always confirm before submission.
4. Missing Required Notarization
Some documents must be notarized before apostille processing. Skipping this step can cause immediate rejection.
5. Submitting Damaged or Altered Documents
Documents must be legible, intact, and free of alterations.
Laminated or damaged vital records may not qualify.
6. Using Expired Background Checks
Many countries require background checks issued within the last 3–6 months.
Submitting an outdated report may cause delays.
7. Waiting Until the Last Minute
Government processing times vary. Unexpected delays can occur.
Starting early helps avoid travel or visa complications.
Final Advice
Before submitting any document:
- Confirm destination country requirements
- Verify document type
- Ensure notarization if required
- Check document condition
- Confirm processing timeline
A simple review before submission can prevent weeks of delay and additional fees.
