1. Who issued it?
A state vital-record office, court, notary, school, FBI, or another federal agency.
U.S. documents for use abroad
Apostille and Document Authentication While You Live Overseas
Notary Pin coordinates eligible U.S. state and federal document workflows while you are outside the country, including certified-translation support and tracked international return delivery. The correct route depends on who issued the document, where it will be used, and what the receiving authority requires.
Start with four facts
2. Which document?
Certified copy, original, notarized private document, FBI record, diploma, or corporate record.
3. Where is it going?
The destination and the Convention's effective date help determine apostille versus authentication/legalization.
4. What did the recipient request?
Confirm the named certificate, document-age limit, copy format, translation, and assembly instructions with the authority that will receive it.
Important: Hague status is not the whole checklist. The receiving authority may still set rules for document age, certified copies, translation, or format. Confirm those requirements before processing.
State, federal, and legalization routes
State-issued
Birth, marriage, court, diploma, and notarized records
The issuing state normally controls the apostille or authentication step. Copy type and any county certification requirement must be checked first.
Federal
FBI and eligible federal documents
The FBI authenticates its Identity History Summary results; the U.S. Department of State handles the federal apostille/authentication step when required.
Non-Convention
Authentication and embassy/consular legalization
Some destinations require additional steps after U.S. authentication. The destination foreign ministry or mission is the authority for those requirements.
Recent country changes people still get wrong
China
China's Apostille Convention route took effect on November 7, 2023. Public documents exchanged with other contracting parties generally use an apostille rather than the legacy dual-consular-legalization route.
Canada
Canada's Convention route took effect on January 11, 2024. For Canadian-issued records, the responsible Canadian federal or provincial competent authority depends on where the document was issued or notarized.
Source: Global Affairs Canada
United Arab Emirates
U.S. documents for the UAE remain an attestation/legalization workflow. UAE guidance requires prior certification by the issuing country's competent authorities, followed by UAE mission/MoFA steps as applicable.
Source: UAE Ministry of Foreign Affairs
Mexico
U.S. public documents for use in Mexico generally follow the apostille route. State documents go to the relevant Secretary of State; federal documents go through the federal route. Translation requirements must be confirmed for the receiving authority.
Source: Mexican Consulate in Los Angeles
What Notary Pin can coordinate
- Review of eligible U.S. state and federal document routes.
- State apostille and federal/FBI document support.
- Authentication and legalization workflows, including UAE matters.
- Certified translation as an add-on through translators.
- Tracked domestic or international return delivery.
Notary Pin does not issue apostilles, decide visa eligibility, or guarantee acceptance. Government authorities issue the certificates; the receiving authority makes the acceptance decision.
Explore: FBI background-check apostille support, digital-nomad document planning, and the Global Document Navigator.
Official process references: HCCH status table and U.S. Department of State. Last reviewed August 18, 2026.