What Really Happens When You Get an Apostille—A Peek Inside the Process
If you've ever needed to send a document overseas—whether for a marriage, adoption, business deal, or immigration case—someone has probably told you, “You’ll need to get that apostilled.”
Cue the confusion.
What is an apostille? Where do you get one? And what actually happens when you go through the process?
Let’s pull back the curtain on how apostilles work—especially here in Indiana—so you know exactly what to expect and how to avoid common headaches. If you’re in a rush, good news: I help people get apostilles the same day, with everything handled for you. But even if you’re just researching ahead, this is your behind-the-scenes peek at the apostille process.
First Things First: What Is an Apostille?
An apostille is a form of international certification issued by the Secretary of State that confirms the authenticity of a document for use in a foreign country that’s part of the Hague Apostille Convention.
Think of it like a passport for your paperwork. It tells foreign governments, “Yes, this signature or seal is legit, and this document is recognized by U.S. authorities.”
Common documents that require an apostille include:
Birth and marriage certificates
Adoption paperwork
Power of attorney documents
Corporate resolutions or business records
School transcripts and diplomas
Estate planning documents (like wills and affidavits)
Step-by-Step: What Really Happens During the Apostille Process
Let’s walk through what actually happens behind the scenes—from the moment you say, “I need an apostille,” to the moment it’s ready to go.
Step 1: Confirm the Document Type
Before anything can be apostilled, the document needs to be the right type:
Is it an original document or a certified copy?
Is it properly notarized (if required)?
Is it issued in Indiana?
⚠️ Important: The Indiana Secretary of State can only issue apostilles for Indiana-issued documents. If your document is from another state, it must be processed there. I can help with that too!
Step 2: Notarization or Certification
If your document isn’t already a certified government record (like a birth certificate), it must usually be notarized.
For example:
A power of attorney or affidavit? → Needs to be notarized.
A birth certificate? → Must be a certified copy issued by the state.
Copy Certification that is not a vital records document? →Scan or ship original. I can notarize that here in Indiana, often even if you are in a different state.
This is where a mobile notary (like me!) often comes in—I make sure your document is signed and notarized properly, so there are no issues at the Secretary of State’s office.
Real-Life Example: An attorney in Indianapolis was helping a client grant power of attorney to their adult child in Italy. The document was ready, but no one realized it had to be apostilled. I came to the firm, notarized the paperwork on-site, and returned later that same day with the apostille in hand—just in time.
Step 3: Submit to the Secretary of State
Once everything is in order, the document is submitted to the Indiana Secretary of State’s Business Services Division, where it’s reviewed for:
✅ Proper notarization or certification
✅ Correct formatting
✅ State-issued origin
✅ Matching seals, signatures, and ID requirements
If everything checks out, the state will attach the apostille—usually a separate page with an official seal and signature—and return the completed document.
This part can take 5–10 business days if mailed.
But here’s the good news:
If you work with me, I hand-deliver documents to the Secretary of State in Indianapolis and retrieve them the same day, eliminating the wait and stress.
Real-Life Example: A business owner in Indy needed his Indiana business registration documents apostilled to finalize a contract in Saudi Arabia. He was overwhelmed and didn’t know where to start. I picked up the documents from his office, hand-delivered them for apostille certification, and returned them before his meeting with his overseas partners that evening.
Step 4: You Receive the Apostilled Document
Once the apostille is attached, your document is ready to be sent abroad. Whether it’s heading to Mexico, France, South Korea, or anywhere else that recognizes the Hague Apostille Convention, it’s now certified for international use.
I return it to you in person, via courier, or by overnight mail—whatever you need to meet your timeline.
Real-Life Example: A couple new to Indianapolis were selling their house back home in Ecuador and needed several notarized and certified documents apostilled urgently. We met at a local Starbucks, I notarized, double-checked everything, submitted it personally, and returned the complete apostilled package the next day. They were thrilled and now call Indiana home permanently.
Why People Get Stuck (and How I Help)
Here’s where the process often falls apart for people trying to DIY:
They notarize a document incorrectly (wrong wording or no seal)
They send a photocopy instead of a certified original
They submit documents to the wrong state
They don’t include proper payment or request forms
It’s easy to miss something—and even a small mistake can get your request rejected.
When I handle your apostille, you don’t have to worry about any of that. I double-check everything, hand-deliver it, and make sure it gets back to you quickly and correctly.
Real-Life Example: A woman in Chicago needed her Indiana-issued birth certificate apostilled for a Portuguese citizenship application. I provided clear mailing instructions, processed the apostille the same day it arrived, and shipped it right back. She got what she needed without even leaving her house.
Who I Work With
I partner with:
Individuals and families
Estate planning and immigration attorneys
Adoption agencies
Business owners with international ties
Schools and universities
Title and escrow companies
If your document was issued in Indiana and needs to go overseas, I’m your local expert with a fast, reliable process.
Final Thoughts: Apostilles Don’t Have to Be a Mystery
Most people never hear the word apostille until they suddenly need one—and then it feels like a whirlwind of paperwork, signatures, and confusing instructions. But it doesn’t have to be that way.
Now that you’ve seen behind the scenes—and read how real people have gotten their documents processed quickly and correctly—you know what happens when you get an apostille and how a professional can make it seamless.
Need an apostille fast?
I offer same-day service in Indianapolis and help clients across the U.S. with Indiana-issued documents. I’ll walk you through every step—or just take care of it for you.
📞 Call or text me today, and let’s get it done.
