When you need to use a document outside the United States—for example, for marriage, work, or study—you may be asked to provide an apostille. This is a special certificate that confirms the authenticity of the document for international use under the Hague Convention.
But one of the most common questions people ask is: How much does it actually cost to apostille a document in the USA? The answer depends on several factors, including which state you’re in, the type of document, and whether it’s a state or federal apostille.
Let’s break it down in simple terms so you can clearly understand what to expect.
What Is an Apostille?
An apostille is a certificate issued by a government office—either state or federal—verifying that a document is authentic. It does not validate the content of the document, only that the signature and seal are genuine.
For example, if you need to use your birth certificate in another country, you may need an apostille attached to it to prove it’s real.
Who Issues Apostilles in the U.S.?
In the United States, apostilles are issued by:
- The Secretary of State for documents like birth certificates, marriage licenses, and diplomas.
- The U.S. Department of State for federal documents such as FBI background checks or documents from federal agencies.
If you’re submitting a document from Virginia, for instance, you would go through the Virginia Secretary of the Commonwealth.
For help with navigating the process, you can use trusted providers offering apostille services in Virginia who are experienced in handling all kinds of documents quickly and correctly.
How Much Does It Cost to Apostille a Document?
The cost of an apostille can vary depending on the type of document and the state. Here’s a general breakdown:
State-Issued Documents
For documents issued by a state (like a diploma or marriage certificate), the cost typically ranges from:
- $5 to $25 per document (depending on the state)
- Virginia charges $10 per apostille for each document
Federal Documents
For federal documents submitted to the U.S. Department of State, the cost is:
- $20 per document (as of 2025)
- An extra fee may apply for expedited service
Processing and Mailing Fees
If you’re doing the process by mail, factor in postage costs both ways. If you use a courier or priority service, costs can rise by another $10–$30.
Professional Service Providers
If you use a third-party agency to help with the apostille process, service fees can range from $50 to $150 or more, depending on how fast you need it.
Total Average Cost
To summarize, here’s what you might typically spend:
| Type of Service | Estimated Cost Per Document |
| State Apostille Fee | $5 – $25 |
| Federal Apostille Fee | $20 |
| Mailing & Shipping | $10 – $30 |
| Service Provider Fee (optional) | $50 – $150+ |
If you handle the process yourself, your total could be under $30. But if you’re in a rush or don’t want to risk mistakes, using a professional service may be worth the added cost.
How Long Does the Apostille Process Take?
- State processing time: 5–15 business days (faster in some states
- Federal processing time: 2–4 weeks
- With expedited services: 1–3 days (for an extra fee)
It’s important to plan ahead, especially if you’re dealing with immigration, work visas, or study abroad applications.If the process feels overwhelming or you’re working with tight deadlines, there are trusted service providers who can make it simple. Anaia Signings, for example, is known for its reliable, fast, and secure document handling. Clients often choose them for their accuracy, clear communication, and deep experience with international paperwork. Their team ensures that your documents meet all legal requirements, saving you time and stress.
Do You Need an Apostille for All Countries?
No. Apostilles are only valid in countries that are members of the Hague Apostille Convention. If the country you’re dealing with isn’t a member, you may need a different type of document legalization, such as embassy or consular authentication.
Make sure to check the requirements of the country where your document will be used.
Final Thoughts: Be Informed Before You Submit
Getting an apostille isn’t hard, but it does require attention to detail. You’ll want to confirm:
- What type of apostille you need (state or federal)
- The document requirements (original vs. copy)
- The correct office to send it to
And if you’re in Virginia or nearby and want a hassle-free experience, consider using apostille services in Virginia to guide you through the process efficiently.
Whether you handle it yourself or go through a service provider, understanding the costs and steps involved helps you avoid delays and get your paperwork done right the first time.