A common reason an apostille request gets held up is simple: the document underneath it wasn't set up right. I can't issue the apostille, but I can make sure the notarization the Secretary of State is checking is clean, complete and done by a commissioned Illinois notary.
What is an apostille?
An apostille is a certificate a government attaches to a public document so another country will accept it. It's used between countries that belong to the Hague Apostille Convention. For an Illinois document, the apostille comes from the Illinois Secretary of State.
The apostille doesn't vouch for what your document says. It confirms that the official who signed or sealed it is real. For a private document, that official is the notary. That's why the notarization has to be done by an Illinois notary with a current commission, and why it has to be complete and legible.
Who does what in an Illinois apostille
Several people touch an apostilled document. Only one step is mine.
| Step | Who handles it | What it does |
|---|---|---|
| Prepare the document | You, your attorney or the foreign recipient | Decides the wording, the language and the form |
| Notarize the signature | An Illinois notary public (me) | Verifies the signer's identity and completes the notarial certificate |
| Apostille or certification | Illinois Secretary of State | Confirms the notary's commission and signature |
| Further legalization (non-Hague countries only) | U.S. Department of State, then the country's embassy or consulate | Adds the extra layers those countries require |
| Translation, if required | A translator | Some countries want the document or the apostille translated |
Which documents need an Illinois notarization first?
Private documents, the kind you or a business sign, need a notarization before the Secretary of State can act on them. Common ones I see:
- Powers of attorney for selling property, managing bank accounts or handling an inheritance in another country. Power of attorney signings work the same way, with a foreign destination.
- Affidavits, such as statements of single status for a marriage abroad, or sworn statements for a foreign court or agency.
- Parental consent letters for a child living, studying or traveling abroad.
- Company documents signed by an officer, such as resolutions or authorizations for a foreign bank or subsidiary. See business notary visits for on-site signings with several officers.
- Statements about a copy, where the person holding the original signs a sworn statement that the copy is true, if the receiving country accepts that.
Documents that are certified, not notarized
Some documents can't be fixed with a notary stamp. They get a certified copy from the office that issued them, and that certified copy goes to the apostille office.
- Birth, death and marriage certificates. Order a certified copy from the Illinois Department of Public Health or the county clerk that holds the record. A notary can't notarize a vital record.
- Court records, such as divorce judgments. These are certified by the clerk of the court that issued them.
- Illinois business filings and certificates of good standing, which come from the Secretary of State itself.
- Federal documents, such as an FBI background check. These go to the U.S. Department of State, not Illinois.
- Documents from another state. Those are handled by that state's own apostille office.
How to get an Illinois apostille for a notarized document
- Ask the receiving party what they needFind out exactly which document, in what language, and whether it needs an apostille or a different certification. The foreign office, bank or attorney decides this, not me.
- Check whether the country is in the Hague ConventionThe Hague Conference on Private International Law (HCCH) publishes the current list. Membership changes: China joined in November 2023 and Canada in January 2024.
- Get the document ready, unsignedFill it in completely. Leave the signature line blank, and make sure it has room for a notarial certificate.
- I notarize itThe signer appears in person with a current photo ID. I complete the certificate, seal it and record it in my journal.
- Submit it to the Illinois Secretary of StateRequests go to the Secretary of State's office in Chicago or Springfield, in person or by mail. Check the Secretary of State's website for the current request form and fee before you go.
- Finish any extra stepsFor non-Hague countries, follow the Secretary of State's certification with the U.S. Department of State and the destination country's embassy or consulate.
Hague and non-Hague countries
If the destination country is a member of the Hague Apostille Convention, the Illinois apostille is usually the last step. If it isn't, Illinois issues a certification instead, and the document typically still has to go through the U.S. Department of State and the country's embassy or consulate. That chain is slower, so start early.
Either way, the notarization at the bottom of the stack is the same. A clean, complete notarial certificate with a legible seal is what the Secretary of State's staff look for first.
What does an apostille notarization cost?
My fee covers the notarization only. Any government fees for the apostille itself are paid to the Secretary of State.
| Visit | Starts at | Breakdown |
|---|---|---|
| Home visit | $125 | $120 travel and service + $5 notarization |
| Office, hotel or other commercial location | $150 | $145 travel and service + $5 notarization |
| Each additional notarized signature | +$5 | Illinois maximum per notarial act |
What I can't help with
I can't tell you which document a foreign country requires, draft it, or translate it. I'm a notary, not an attorney or an apostille agent, and Illinois law bars me from giving legal advice (see what a notary can and cannot do). My part is the notarization, done correctly. I'll tell you where the document goes next, but the apostille itself comes from the Secretary of State.
If the signer is in a hospital or care facility and the document is headed abroad, I can come there too. See bedside notary visits. For general pricing, see mobile notary prices, and if you're in a hurry, I offer same-day appointments from 7 a.m. to 10 p.m.
Apostille: questions people ask
Can a notary issue an apostille in Illinois?
No. Only the Illinois Secretary of State issues apostilles for Illinois documents. A notary's role is to notarize private documents first, so the Secretary of State has a notarial signature to authenticate.
Where do I get an apostille in Chicago?
The Illinois Secretary of State accepts apostille requests at its Chicago and Springfield offices, and by mail. Check the Secretary of State's website for the current form, fee and address before you go.
Can you notarize my birth certificate for an apostille?
No. Birth, death and marriage certificates aren't notarized. You need a certified copy from the Illinois Department of Public Health or the county clerk, and that certified copy goes to the Secretary of State.
Can you certify a copy of my diploma or passport?
No. Illinois notaries aren't authorized to certify copies. For diplomas and transcripts, start with your school's registrar; for other copies, ask the receiving country what it accepts.
What's the difference between an apostille and an authentication?
An apostille is used for countries that belong to the Hague Apostille Convention. Countries outside it get a certification from the state, followed in most cases by the U.S. Department of State and the country's embassy or consulate.
My document is for use in another country but signed in Illinois. Which state's apostille do I need?
The apostille comes from the state where the notary is commissioned. If I notarize it as an Illinois notary, it goes to the Illinois Secretary of State.
How much does it cost to notarize a document for an apostille?
A home visit starts at $125, which is $120 for travel and service plus $5 for the notarization. Offices start at $150. The Secretary of State's apostille fee is separate and paid to the state.
Where I do apostille visits
These are the places I'm called to most for this kind of visit. I cover all of Chicagoland from Oak Lawn.
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