How the US handles apostilles and certified translation — and what foreign documents USCIS and DOS require.
Overview
The United States is a member of the Hague Apostille Convention since 15 October 1981. Documents from other Hague countries need only an apostille from the country of origin to be valid in the US — no consular legalization. Within the US, apostille issuance is split: each state's Secretary of State issues apostilles for documents from that state (birth/marriage certificates from a county, notarized documents from a state-licensed notary), while the US Department of State issues apostilles for federal documents (federal court rulings, federally-issued certificates). For foreign documents to be used in US procedures, certified translation (not formally 'sworn' translation like in Europe) is required. USCIS accepts translations from any qualified translator who certifies under penalty of perjury that the translation is accurate and that they are competent in both languages. No formal sworn-translator registry exists — translation agencies, freelance translators, or even competent individuals can certify translations. This guide details every step, verified against state.gov, uscis.gov, and travel.state.gov.
US Apostille System — State + Federal Tracks
| Document Type | Issuing Authority | Apostille From | Fee |
|---|---|---|---|
| Birth/marriage/death certificate | County or state vital records | State Secretary of State (vary by state) | USD 5-25 typically |
| State court documents | State court | State Secretary of State | USD 5-25 |
| State-licensed notary documents | State notary | State Secretary of State | USD 5-25 |
| FBI background check | Federal Bureau of Investigation | US Department of State (Office of Authentications) | USD 8 per document |
| Federal court documents | Federal court | US Department of State | USD 8 per document |
| Naturalization Certificate | USCIS | Department of Homeland Security + DOS | USD 8 DOS apostille |
| Academic transcripts/degrees (university) | Issuing university | Varies — state apostille usually applies | USD 5-25 |
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See Paid Plans →Frequently Asked Questions
Where do I get a US apostille?
Depends on the document. Federal documents: US Department of State, Office of Authentications, Washington DC (USD 8 per document). State documents: that state's Secretary of State office (fees and processing times vary by state). The State Department processes federal documents (FBI checks, federal court docs, naturalization certificates); state Secretaries of State process state-level documents (birth/marriage certificates, state court documents, state-notarized documents).
How much does a US apostille cost?
Federal documents via US Department of State: USD 8 per document. State documents via state Secretary of State: typically USD 5-25 depending on state. Combined, plan USD 13-33 per document plus mailing fees. Private courier services to handle the process cost USD 50-200 per document additional fee. Most documents need only state OR federal apostille, not both.
How long does the US Department of State take to issue apostille?
By mail: 5-8 weeks current processing time. In person: same-day service possible but appointments limited. Private courier services typically deliver completed apostilles within 1-2 weeks but charge USD 50-200 per document. State-level apostille processing varies — California, Texas, Florida, New York usually process within 1-2 weeks by mail or same-day in person.
Does the US accept apostilles from other countries?
Yes — the US is a Hague Apostille Convention member since 1981. Documents from other Hague-member countries are accepted in the US with just the originating country's apostille — no further legalization needed. For non-Hague countries, dual legalization is required: home-country foreign ministry authentication + US embassy/consulate legalization in the country of origin.
Do I need certified translation for USCIS?
Yes — any document not in English must be accompanied by a certified English translation. The translator must include a Certification of Translation statement attesting that they are qualified to translate between the languages and that the translation is accurate. The translator must be a third party — you cannot translate your own documents. Cost USD 25-50 per page typical.
How much does certified translation cost for USCIS purposes?
USD 25-50 per page typical, depending on document type, language pair, and translation provider. Common documents like birth certificates and marriage certificates EUR 25-40 per page. Less common languages (Mandarin, Arabic, Korean, Vietnamese) at the higher end. Multi-page academic transcripts or court rulings often quoted per word — USD 0.10-0.30 per word. Specialised legal/medical translation services charge higher rates.
Can my friend who speaks the language translate my documents?
Yes if they're not you and they certify the translation. USCIS doesn't require formally-credentialed translators — any qualified person can certify. However, USCIS may scrutinize informal translations more closely. For important applications (green card, citizenship), using a professional translation agency provides safer outcome — fewer questions and Requests for Evidence (RFE).
What if my home country isn't a Hague Apostille Convention member?
Dual legalization required: (1) home-country foreign ministry authentication of the document, (2) US embassy/consulate in that country authentication. The US embassy/consulate's signed authentication is what US authorities accept. The combined process is slower and more expensive than apostille — typically 4-12 weeks total. Some non-Hague countries with US embassies have well-established processes; others can be slow and difficult.