Document legalization is the process that makes a U.S. document legally valid in another country. Depending on where the document is going, that means either an apostille or a longer chain of authentication and embassy legalization. This guide explains both routes, who does each step, and when it makes sense to use a legalization service.
Apostille or legalization: which one you need
The first question is always the destination country.
- Hague Convention countries accept an apostille. One certificate from the right U.S. office is enough. As of October 2026 there are 130 contracting parties; check the current list of apostille countries.
- Non-Hague countries require authentication and legalization. The document is authenticated by the state or the U.S. Department of State and then legalized by that country’s embassy or consulate.
| Route | Who certifies | Typical steps | Used for |
|---|---|---|---|
| Apostille | State Secretary of State or U.S. Department of State | 1 to 2 | Hague Convention countries |
| Authentication and legalization | State or federal office, then the foreign embassy | 2 to 4 | Countries outside the convention |
Our guide to apostilles versus authentication explains the difference in more depth.
Who handles each step
State offices
The Secretary of State in the state that issued the document certifies state records: birth, marriage and death certificates, court documents, notarized papers and state business filings. Each state sets its own fee and timeline. Oregon, for example, charges $10 per certificate.
The U.S. Department of State
The Office of Authentications handles federal documents, such as FBI background checks and documents signed by federal officials. It charges $20 per document, uses Form DS-4194, and says mail-in requests take about five weeks from the day they arrive.
Foreign embassies and consulates
For non-Hague countries, the embassy or consulate adds its own legalization stamp after the U.S. authentication. Requirements, fees and appointment rules vary widely, and many embassies only accept documents from people in their consular district.
Professional legalization services
A service manages the steps for you: checking the document, getting notarizations or certified copies, filing with the right office, and dealing with embassy rules. This matters most when you have several documents, a tight deadline, or a country with complex embassy requirements.
Documents that commonly need legalization
- Vital records: birth certificates, marriage certificates, death certificates and divorce decrees
- Education records: diplomas and transcripts
- Legal documents: powers of attorney, affidavits and court orders
- Business documents: articles of incorporation, certificates of good standing and commercial agreements
- Federal records: FBI background checks
The legalization process, step by step
- Confirm the destination’s requirements, including whether a translation is needed and how recent the document must be.
- Prepare the document. Order a certified copy of vital records, or sign private documents in front of a notary.
- Get state or federal certification. File with the Secretary of State for state documents or the U.S. Department of State for federal ones.
- For non-Hague countries, take it to the embassy. Submit the authenticated document to the embassy or consulate for legalization.
- Translate if required. Use a certified translator; see whether to translate before or after the apostille.
How to choose a legalization service
- Ask which office will certify your document and why.
- Ask for the service fee and the government fees separately.
- Check that turnaround promises match official timelines, especially for federal documents.
- Read recent reviews; our guide on finding reliable apostille service reviews explains what to look for.
Apostille Authentications charges from $195 for the first state document and $65 for each additional document, plus government fees. Embassy legalization is quoted by country. See our pricing page or contact us for a quote.
Frequently asked questions
Is legalization the same as an apostille?
No. An apostille is a single certificate for Hague Convention countries. Legalization is a multi-step process that ends with the foreign embassy’s stamp.
How long does embassy legalization take?
It depends on the embassy. Add the U.S. certification time to the embassy’s own processing time, which can range from days to several weeks.
Can I legalize a photocopy?
Generally no. You need a certified copy from the issuing office or a properly notarized copy where the law allows it.
Do I need a translation?
Many countries require a certified translation. Our translation service provides certified translations for official use.
Related guides: Apostille Documents: A Comprehensive Guide to Authentication · Your Comprehensive Solution for Business Document Apostilles