How to Get a Document Apostilled in Washington State

Getting a document apostilled in Washington state is a straightforward process once you understand the steps. This guide walks you through everything from preparing your documents to receiving the completed apostille, including tips that can save you time and money.

What Qualifies for a Washington State Apostille?

The Washington Secretary of State can only apostille documents that have a connection to Washington state. Specifically:

• Documents with a Washington notary seal. Any document notarized by a Washington state notary public can be apostilled by the Washington Secretary of State.
• Vital records from Washington. Birth, marriage, death, and divorce certificates issued by Washington state vital records offices.
• Court documents from Washington courts. Orders, judgments, and certified records from Washington state courts.
• Corporate documents filed with Washington. Articles of incorporation, certificates of good standing, and other documents on file with the Secretary of State.

If your document originates from a different state, it must be apostilled by that state’s Secretary of State. Federal documents (like FBI background checks) are apostilled by the U.S. Department of State in Washington, D.C.

Step-by-Step Process

Step 1: Determine If Your Document Needs Notarization First

Some documents can be apostilled directly. Others need to be notarized first. Here is the general rule:

Can be apostilled directly (no notarization needed):

• Certified copies of vital records (birth, marriage, death certificates) from the Washington Department of Health
• Certified court documents
• Secretary of State-issued corporate documents

Need notarization before apostille:

• Personal affidavits and statements
• Powers of attorney
• Business documents not already on file with the state
• Academic transcripts (unless bearing an official seal recognized by the Secretary of State)
• Any document that does not already bear an official government seal

If you are unsure, it is safer to have the document notarized. A notarized document can always be apostilled; a document without proper authentication cannot.

Step 2: Prepare Your Submission

For each document you want apostilled, you will need:

• The original document (or certified copy for vital records)
• A completed apostille request form (available on the Secretary of State’s website)
• Payment (check, money order, or credit card for in-person submissions)

The state fee for an apostille is $15 per document. This is the Secretary of State’s fee, separate from any service fees charged by a processing company or notary.

Step 3: Submit to the Secretary of State

You have three options:

By mail: Washington Secretary of State Corporations and Charities Division P.O. Box 40234 Olympia, WA 98504-0234

Include a self-addressed stamped envelope (or prepaid return shipping) with your submission. Standard mail processing takes 5-7 business days after receipt, though during peak periods it can take longer.

In person: Visit the Secretary of State’s office at 416 Sid Snyder Avenue SW in Olympia. In-person submissions are processed while you wait, typically within 30-60 minutes. Office hours are Monday through Friday, 8 AM to 5 PM.

Through a professional service (like us): We handle the entire process, including notarization if needed, preparing the submission, delivering documents to Olympia, and returning completed apostilles to you.

Step 4: Receive Your Apostilled Document

Once processed, the apostille certificate is attached to your original document. Keep the apostille attached — separating it from the document may invalidate it. Make copies for your records before sending the original to its destination.

Processing Times and Costs

The $15 state fee applies per document regardless of the service level you choose.

Tips to Avoid Common Mistakes

Tip 1: Check the destination country’s requirements. Not all countries accept apostilles in the same way. Some countries require the document to be translated into their official language after apostille. Others may have specific formatting requirements. Contact the embassy or consulate of the destination country to confirm what they need.

Tip 2: Do not sign the document before notarization. If your document needs to be notarized before apostille, the signature must be made in the presence of the notary. Signing in advance means the notary cannot verify they witnessed the signing, and the notarization may be invalid.

Tip 3: Get extra copies. If you need apostilles for multiple receiving parties in the same country, get multiple originals apostilled. Some institutions will not accept photocopies of apostilled documents.

Tip 4: Plan ahead for vital records. If you need a certified copy of a birth or marriage certificate, order it from the Washington Department of Health first. This can take 1-2 weeks by mail. Do not try to apostille an uncertified photocopy — it will be rejected.

Tip 5: Check whether you need an apostille or authentication. Apostilles work only for Hague Convention member countries. If your document is going to a non-member country (such as China, Canada, or most Middle Eastern countries), you need authentication instead, which is a different and more involved process.

Our Same-Day Apostille Service

At Notary Gig Harbor, we offer a complete apostille service that eliminates the complexity:

1. We notarize your documents (if needed) at your location
2. We drive to the Secretary of State’s office in Olympia the same day
3. We wait for processing and return your apostilled documents to you

This same-day service is $450 and includes everything: notarization, state fees, round-trip delivery to Olympia, and return to you. Standard and rush processing options are also available at $150 and $250 respectively.

Visit our apostille services page for details, or call us at (253) 366-6538 to discuss your specific situation.