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1. Identify the Documents Needing an Apostille

Finding out which documents need an apostille is the first step. Typical documents consist of:

• Birth certificates

• Marriage certificates

• Death certificates

• Educational transcripts and diplomas

• Power of attorney

• Business documents (e.g., articles of incorporation)

• Court orders

• Adoption papers

• Any notarized document to be used in another country.

Ensure you have the original documents or certified copies, as most authorities will not accept photocopies.

2. Verify Document Eligibility

Not all documents are eligible for apostille certification. Ensure your documents are issued by public authorities recognized by the state of Oregon or Washington.

3. Obtain Certified Copies

If the original document cannot be submitted, obtain a certified copy. For vital records (e.g., birth, death, marriage certificates), request a certified copy from the Oregon Health Authority or the respective county clerk’s office. For educational documents, contact the registrar’s office of the issuing institution.

4. Notarization Requirement

Some documents may need to be notarized before they can be apostilled. For example, powers of attorney and affidavits typically require notarization. Ensure the notarization is done by a certified Oregon notary public. Our mobile notary service can simplify this step.

5. Complete the Apostille Request Form

Fill out the necessary request form for apostille services. In Oregon, this form is available from the Oregon Secretary of State’s website. Ensure all details are accurate and complete to avoid processing delays.

6. Pay the Required Fees

Prepare to pay the apostille certification fee. In Oregon, the fee is typically per document, so if you need multiple documents apostilled, calculate the total cost accordingly. Payment methods may include checks, money orders, or credit card payments, depending on the service provider’s requirements.

7. Prepare a Return Envelope

Include a self-addressed, stamped envelope for the return of your documents. This ensures that once the apostille process is completed, your documents will be returned to you safely and promptly.

8. Submit Your Documents

Send your documents, completed forms, payment, and return envelope to the Oregon Secretary of State’s office. If you’re using Oregon Apostille Hub services, they will handle the submission on your behalf, streamlining the process.

9. Track Your Application

If you’ve submitted your documents directly to the Secretary of State, use any provided tracking options to monitor the status of your application. If you’re using Oregon Apostille Hub, they will keep you updated on the progress and notify you once the documents are ready for return.

10. Verify the Apostille

Once you receive your apostilled documents, verify that the apostille certification is attached and correct. The apostille should include the seal of the issuing office and the signature of the authorized officer.

Do Not Break or Damage the seal. It will invalidate the apostille!