1. Issuer
Who created the document?
Identify the state, federal agency, D.C. agency, court, consular office, or private signer. The issuer—not the client's address—normally controls the U.S. competent authority.
For attorneys, immigration teams, and client-service professionals
Attorney Apostille Resource and Intake Checklist
An apostille file should be routed by the document's actual issuer, destination country, and receiving authority—not by the client's location or a guessed checklist. Use this resource to collect the facts Notary Pin needs for an eligibility and route review.
The four facts that determine the route
2. Destination
Where will it be used?
The country determines whether the file follows the Apostille Convention route or a non-Convention authentication and legalization chain.
3. Recipient
Who will accept it?
Ask the court, ministry, consulate, university, employer, or immigration authority for its current copy, age, translation, and format requirements.
4. Document condition
What is in hand now?
Confirm whether it is an original, certified copy, scan, notarized private document, electronic FBI result, or court-certified record before shipping it.
State, federal, and D.C. files are different
| Document origin | Typical U.S. authority | Examples to flag |
|---|---|---|
| State or state-notarized | The competent authority for the issuing or notarizing state | Vital records, state court records, diplomas, powers of attorney, corporate records |
| Federal agency | U.S. Department of State Office of Authentications | FBI Identity History Summary and eligible federal-agency records |
| Consular vital record | State Department Passport Services Vital Records Section | Consular Reports of Birth, Death, and Marriage |
| D.C. local or D.C.-notarized | D.C. Office of Notary Commissions and Authentications | D.C. agency records and documents notarized by a D.C. notary; not FBI or other federal records |
Court records need special attention. Federal court clerks may issue apostilles for records of their courts, while state court documents normally follow the relevant state process. Confirm the issuing court before choosing a route.
Printable client intake checklist
Add your firm or organization name below, then print or save the checklist as a PDF. The name stays in your browser and is not submitted to Notary Pin.
This operational checklist does not replace legal advice or the receiving authority's instructions.
Client document routing
Apostille intake checklist
Law firm / organization
- Client name, counsel/contact name, email, and phone
- Country of use and the exact receiving authority
- Purpose of use and requested delivery date
- Document type, issuing agency or court, and issuing state
- Original, certified copy, electronic result, or photocopy currently available
- Issue date and any document-age requirement from the recipient
- For private documents: signer location and notarizing notary's commission state
- For vital or court records: issuing office and certification level
- For FBI records: current result format and any signed client authorization needed
- Convention or non-Convention destination route confirmed
- Translation language, translator-certification, and sequencing requirements
- Domestic or international return address and delivery constraints
What Notary Pin coordinates—and what counsel retains
Notary Pin's operational role
We review the document route, identify common certification or notarization defects, coordinate eligible state or federal submission, and arrange approved translation and tracked return delivery when requested.
Counsel's legal role
The attorney or legal team determines legal strategy, client advice, filing sufficiency, and which foreign or domestic authority's requirements govern the matter. Government and receiving authorities make final issuance and acceptance decisions.
FBI privacy point: the FBI says an attorney submitting an Identity History Summary request needs a release so information can be provided to another party. Confirm the current FBI instructions and retain authorization appropriate to the engagement.
A cleaner handoff for cross-border matters
Send the document, destination, and recipient instructions
Service starts at $250 for an eligible first document. We will identify the likely route, flag missing information, and provide a case-specific quote before work begins.
Related guidance: federal apostille services, birth certificate apostilles, Italy apostille services, India apostille services, Portugal apostille services, international apostille and legalization, FBI background checks, and the Global Document Navigator.
Primary authority references
- U.S. Department of State — Authenticate Your Document
- U.S. Department of State — Preparing a Federal Document
- HCCH — United States competent authorities
- HCCH — Apostille Convention status table
- FBI — Identity History Summary FAQs
- D.C. ONCA — Authentications
Reviewed by Jonathan Tran, Co-Founder · August 22, 2026. This is operational information, not legal advice. Confirm current government and receiving-authority requirements before relying on a route.