If you hold a birth certificate, marriage license, or court judgment that is written in a language other than English, you may wonder whether it can be apostilled at all. The short answer is yes—a document in any language can receive an apostille, provided it meets the standard authentication requirements. The competent authority (such as a state Secretary of State) does not need to read or understand the content of your document; they only verify the signature and seal of the issuing official or notary. However, the foreign authority where you intend to use the document will typically require a certified translation of both the document and the apostille certificate. The critical mistake many applicants make is translating the document before obtaining the apostille, which renders the original seals untraceable and often leads to rejection. This guide explains the correct sequence, the role of notarization, and the specific rules for handling foreign-language documents so you can navigate the apostille process smoothly, regardless of the original language.
Key rule: An apostille certifies the authenticity of the signature and seal on a document—it does not verify the content. Therefore, the original document can be in any language. The apostille certificate itself is issued in the official language of the issuing authority (typically English or French). Translation is a separate step, required by the receiving authority, not the apostille office.
Does the Competent Authority Accept Documents in a Foreign Language?
In nearly all U.S. states and the U.S. Department of State, the competent authority will accept a document written in any language, provided it is otherwise eligible—meaning it bears an official seal (or notary seal) that can be verified. The staff processing your request do not need to read the text; they compare the seal against their records. However, there are a few practical considerations.
- Notarized documents: If the document is a private document that requires notarization, the notary's certificate must typically be in English (or the official language of the state) because the notary is a state‑appointed official. However, some states allow bilingual notary certificates. If the notary's acknowledgment is in a foreign language, the Secretary of State may reject it—they need to verify the notary's commission, and they rely on the standard wording. Always ensure the notary uses the state‑approved form, which is usually in English.
- Public documents (e.g., birth certificates from other countries): These are often in the issuing country's official language. U.S. apostille authorities will accept them as long as they bear an original seal and signature. However, if the document is from a foreign country, remember that you must obtain the apostille from that country's competent authority—not from a U.S. state—unless the document was issued in the U.S. (e.g., a U.S. state birth certificate in Spanish).
- Cover letter and application: The application form and any cover letter you submit to the Secretary of State must be in English (or the state's official language). The document itself, however, does not need to be translated for the apostille office.
If your document's seal is in a script that the authority cannot verify (e.g., Arabic script), they may request a certified translation of the seal or a notarized translation of the document just to confirm the issuing authority. This is rare but possible. Check with the Secretary of State's authentication division in advance.
Translation, Notarization, and Apostille – The Correct Sequence
The order in which you handle translation, notarization, and the apostille is non‑negotiable. Follow this sequence to avoid invalidating your document.
- Step 1: Obtain the original document with its official seal. This is the document that will be apostilled. Do not translate it yet.
- Step 2: Have the document notarized (if required). For private documents, the signer must appear before a notary and sign in the notary's presence. The notary's certificate must be in the state's official language (English). Do not translate the document before notarization—the notary must witness the signature on the original-language document.
- Step 3: Obtain the apostille on the original-language document. Submit the document (with its original seal and, if private, the notarial certificate) to the competent authority. They will issue an apostille that authenticates the seal. The apostille will be in English (or French for some jurisdictions).
- Step 4: Translate the entire package – document + apostille. Once you receive the apostilled document, have a certified translator translate both the original document and the apostille certificate into the target language (or English if that is the receiving country's requirement). Some authorities only require a translation of the document, not the apostille—confirm with the receiving agency.
- Step 5: Have the translation notarized (if required). Many receiving authorities require the translation to be notarized. The translator signs an affidavit of accuracy before a notary. This notarized translation may then need its own apostille in some cases (but this is rare—check with the embassy).
Remember: do not translate the document before the apostille. The apostille office will only authenticate the original seals; if you submit a translation without the original, they cannot verify the seal because it is not on the document. Also, do not apostille a translation unless specifically required—the translation is a separate document and does not bear the original seal.
Step-by-Step Application Process for Foreign-Language Documents
When you are ready to submit your foreign-language document for apostille, follow this detailed process to ensure success.
- Verify eligibility. Confirm that the document is a public or notarial act and bears an original signature and seal. If it is a private document, ensure it has been properly notarized by a U.S. notary (the notary certificate must be in English).
- Check for any state-specific requirements. Some states may require a translation of the notary's certificate if it is in a foreign language. In practice, most notaries use the state-provided English forms. If your notary used a non‑English form, you may need to have that specific portion translated for the Secretary of State.
- Complete the application form. Fill out the apostille request form—available on the Secretary of State's website. All fields must be in English.
- Include a cover letter (optional but recommended). State the destination country and indicate that the document is in [language] but you are submitting the original.
- Pay the fee and include a prepaid return envelope. Fees range from $5 to $20 per document. Use a trackable shipping method.
- Receive the apostille. The authority will attach the apostille to your original-language document. You now have an apostilled original document.
- Engage a certified translator. Select a translator who specializes in legal documents and is certified by a recognized body (e.g., ATA). Provide them with the entire package—the apostilled original—and request a certified translation into the target language.
- Notarize the translation (if required). The translator will sign an affidavit of accuracy before a notary. This notarized translation can then be submitted alongside the apostilled original.
- Submit to the foreign authority. Send both the apostilled original and the notarized translation (if required) to the embassy, consulate, or immigration office.
The entire timeline, from obtaining the apostille to having the translation ready, typically takes 2 to 6 weeks. Expediting the apostille can shorten the first part to 1–3 days, but translation may take additional time.
Required Document Checklist and Specifications for Foreign-Language Apostille
Use this checklist to ensure your submission meets all technical requirements. The table also highlights specific considerations for foreign-language documents.
| Requirement | Specification | Foreign-Language Note |
|---|---|---|
| Original document | Must bear original signature and seal (embossed or ink stamp) | If the seal is in a foreign script, ensure it is clear and legible |
| Notarization (if private) | Notary certificate in English; notary seal and commission date | Notary cannot notarize a document they cannot read? Actually they can, they only verify identity. But the certificate must be in English. |
| Apostille application | Completed form in English; correct fee; return envelope | No translation of the document required for the application |
| Translation (after apostille) | Certified translation of document and/or apostille; translator's affidavit | Translation must be complete and accurate; often notarized |
| Receiving authority's rules | Check if they require translation of the apostille, notarization of translation, or separate apostille for translation | Some authorities (e.g., China) require both document and apostille translated and notarized |
Cost estimate: Apostille fee: $5–20. Translation: typically $25–$50 per page (with minimum fees). Notarization of translation: $5–15. Total for a single‑page document: around $50–100. Expedited apostille services add $50–200.
Common Mistakes That Lead to Rejection or Delay
Foreign-language documents are subject to unique pitfalls. Avoid these errors to keep your application on track.
- Translating the document before obtaining the apostille. This is the most common and costly mistake. The competent authority will only apostille the original language document with its original seals. If you submit a translation, they cannot verify the seal and will reject it. Always apostille first, translate after.
- Using a non‑certified translator. Some visa offices accept translations from any bilingual person, but most require certification. Always check the receiving authority's rules. For critical documents, use a certified translator to avoid rejection.
- Failing to translate the apostille certificate itself. While the apostille is in English, the receiving country may require a translation of it into their language. Overlooking this can cause rejection. Confirm with the consulate.
- Submitting a notarized translation without the original apostilled document. The translation is an accompaniment to the original; both must be submitted together. Never send only the translation.
- Not having the translator's affidavit notarized. Many authorities require the translator to sign a sworn affidavit before a notary. If you skip this step, the translation may be considered unofficial.
- Assuming the apostille office will translate the document for you. They will not. The apostille office only authenticates seals; they do not provide translation services.
- Using a notary certificate that is not in English. If the notary uses a foreign‑language certificate, the Secretary of State may reject it because they cannot verify the wording against their standard forms. Always request the standard English certificate.
- Not leaving enough time. Apostille processing (2–6 weeks standard) plus translation (1–5 days) and potential notarization of translation means you should start at least 4–6 weeks before your deadline.
By understanding these pitfalls and following the correct sequence, you can successfully apostille a foreign‑language document without unnecessary setbacks.
Frequently Asked Questions
Q: Can I get an apostille for a document that is not in English?
A: Yes. The competent authority accepts documents in any language, provided they bear an original signature and seal that can be verified. The apostille authenticates the seal, not the content.
Q: Do I need to translate the document before submitting it for apostille?
A: No. You should submit the original-language document for apostille. Translation should be done after you receive the apostille, as required by the receiving authority.
Q: Will the Secretary of State reject my document if the notary certificate is in a foreign language?
A: Possibly. Most states require the notary's certificate to be in English (or the state's official language) because they need to verify the standard wording. If your notary used a foreign‑language certificate, you may need to have it translated or re‑notarized with the correct English form.
Q: How much does it cost to translate a foreign-language document for apostille purposes?
A: Translation costs vary widely. Certified legal translations typically range from $25 to $50 per page, with minimum fees of $50–$100. Translation of the apostille certificate itself is an additional charge, often $20–$40. Always request a quote upfront.
Q: Do I need to apostille the translation as well?
A: Usually not. The apostille authenticates the original document; the translation is a separate document that accompanies the original. However, some countries (e.g., China, UAE) require the translation to be notarized and then apostilled. Check with the destination embassy for specific rules.
Q: Can I use a friend or family member as a translator?
A: Many foreign authorities require a translation from a certified translator, not from a relative. Even if the receiving authority accepts a friend's translation, they often require a notarized affidavit of accuracy. For official visa or immigration purposes, it is safer to use a professional certified translator to avoid any questions about impartiality.