Maine Apostille Services — Birth, Marriage, Divorce, Diplomas & Business

If you live in Maine and need to present a Maine-issued document overseas, you’ll most likely require an apostille or, for certain destinations, a full consular legalization.Whether the document is a birth certificate from Portland,a marriage certificate issued in Bangor,a divorce decree certified in Androscoggin County,a diploma from the University of Maine (Orono), Bowdoin, Bates, or Colby,or a notarized power of attorney,foreign authorities typically will not accept it without authentication.The apostille certificate verifies the signature and official capacity of the Maine official or notary who issued or certified your document so it can be recognized abroad without further questions in Hague Convention countries.

Maine’s culture is rooted in craftsmanship, coastal trade, and practical integrity — and that same clear-cut approach applies to its document authentication process.Under the 1961 Hague Apostille Convention, documents originating in Maine can be legalized for use in 120+ countries with a short, standardized certificate called an apostille.For non-Hague destinations, your document first receives a state authentication, then it is taken to the appropriate foreign consulate or embassy for legalization.This guide explains what an apostille is, who issues it in Maine, when you need one, and how to prepare your documents correctly. We also show how an expedited, in-person filing compares to DIY mail-in and why readiness is the #1 factor in speed.

Quick Answer

Authority: Apostilles and authentications for Maine documents are issued by the Maine Secretary of State — Division of Corporations, UCC & Commissions (Apostilles/Authentications) in Augusta.

Eligible Documents: Certified vital records (birth, marriage, death), divorce decrees and court orders, notarized documents (affidavits, POAs, letters of consent), academic diplomas and transcripts (with registrar letter or sealed packet), and corporate records (Articles, Good Standing). Federal documents, such as an FBI background check, must be apostilled by the U.S. Department of State in Washington, D.C.

Turnaround: Mail-in can take 4–6+ weeks. With complete readiness, in-person filing commonly achieves same-day or 24-hour results.

Price: $145 per document, all government fees included. Same-day scans are included. U.S. shipping optional ($20 flat); international shipping by quote.

What Is an Apostille?

An apostille is a one-page certificate that confirms the authenticity of the signature and official capacity of the Maine official who signed or certified your document.It doesn’t endorse the contents; it certifies the signature/seal and the authority behind that signature (e.g., a state registrar, a clerk of court, or a Maine notary public).Foreign governments, universities, banks, and registrars rely on apostilles to accept U.S. documents without further authentication when both countries are part of the Hague Convention.

If your destination country is not a Hague member, the process is two-step: state authentication followed by consular legalization.The right path depends entirely on the destination’s status. The underlying document type (vital record, court order, notarized affidavit, diploma) determines the preparation requirements before filing.

Who Issues Apostilles in Maine?

The Maine Secretary of State in Augusta issues apostilles and authentications for state and local documents originating in Maine. Typical categories include:

• Vital Records — Certified copies of birth, marriage, and death certificates issued by the Maine Department of Health and Human Services (DHHS) or municipal clerks; and divorce decrees certified by the court clerk.
• Court Records — Judgments, adoption orders, name changes, probate documents, and custody orders certified by the appropriate Clerk of Court.
• Notarized Documents — Affidavits, powers of attorney, parental consents, corporate resolutions, and various sworn statements with proper Maine notarial certificates.
• Academic Records — Diplomas, transcripts, enrollment verifications from the University of Maine System, Bowdoin, Bates, Colby, USM, Husson, UNE, Thomas College, Maine Maritime Academy, and others. Registrar certification and sealed packets are frequently required.
• Business Records — Articles of Incorporation/Organization, Certificates of Good Standing, and certified copies from the Secretary of State; notarized corporate documents executed by officers as requested by the recipient abroad.

Federal documents (e.g., FBI background checks, IRS letters, USDA/FDA/USDC certificates, Social Security benefit letters) are apostilled by the U.S. Department of State in Washington, D.C. They do not go through the Maine Secretary of State.

When Do You Need an Apostille?

Maine residents and businesses frequently need apostilles for the following reasons:

• Immigration & Long-Stay Visas — Spain, Portugal, Italy, France, Mexico, Colombia, Brazil, and others often require apostilled birth and marriage records and an FBI report (federal track).
• Study Abroad & Credentialing — Universities and licensing boards abroad may require apostilled diplomas, transcripts, and registrar letters.
• Marriage Abroad — Civil registries in Italy, France, Mexico, and select Caribbean countries request apostilled vital records and single-status affidavits.
• International Adoption — Dossiers generally include apostilled court orders, notarized medical and financial affidavits, and vital records.
• Dual Citizenship — Italian, Irish, Portuguese, and Spanish consulates ask for multi-generational vital records with apostilles and translations.
• Business & Banking Overseas — Foreign banks and registries may ask for apostilled Articles, Good Standing, and notarized board resolutions.
• Property & Estates — Apostilled probate documents, wills, and death certificates can be required to transfer property or claim inheritances abroad.
• Professional Licensing — Health, engineering, maritime, and education boards abroad often request apostilled diplomas, training records, and notarized experience letters.

DIY vs. Expedited Service

Factor	DIY Mail-In	Our Expedited Service
Timeline	4–6+ weeks; add mail and correction delays	Same-day/24-hour possible with readiness
Risk of Rejection	Higher — wrong copy, stale issue dates, incomplete notary	Lower — expert pre-check and destination-specific guidance
Visibility	Limited once mailed; hard to course-correct	Proactive updates; same-day scans for immediate use
Effort	You research, assemble, mail, and troubleshoot	We manage review, filing, monitoring, and delivery
Complexity	Consular legalizations (non-Hague) handled by you	We handle both Hague and non-Hague routes end-to-end
Best For	No deadlines; low-stakes uses	Fixed interviews, start dates, closings, or admissions

Pricing & ETA

Document Readiness (Make It “Apostille-Ready”)

The fastest apostilles are the ones that arrive fully prepared. Maine will not apostille photocopies, uncertified vital records, or sloppily notarized pages.Use the following readiness standards to avoid rejections and returns.

Vital Records (Birth, Marriage, Death)

• Certified Copy: Obtain a recent certified copy from DHHS Vital Records or a municipal clerk. Photocopies and scans are not acceptable for apostille.
• Clear Signatures & Seals: Ensure the registrar/clerk signature and seal are legible. Ask for re-issuance if the impression is faint.
• Freshness: If your recipient prefers issuance within 90 days (common for consulates and universities), order a fresh copy before filing.

Divorce Decrees & Court Orders

• Certified by Clerk: The decree/order must bear the certification of the Clerk of Court, including the court seal.
• Complete Packet: Include all pages referenced by the certification. Don’t remove staples or add tabs/highlighting.

Notarized Documents (POA, Affidavits, Consents)

• Proper Notarial Certificate: Use a complete Maine acknowledgment or jurat with venue, date, printed name of notary, signature, and commission details.
• Signer Presence & ID: Signers must appear before the notary (unless using an approved remote process per state rules).
• Destination Language: If the destination requires specific notary wording, bring it to the notary so the certificate matches expectations.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Most institutions require a registrar letter attesting to the authenticity of the diploma/transcript.
• Sealed Envelope: Universities often issue sealed packets. Do not open the envelope; the Secretary of State must break the seal.
• Coordination: Ask the registrar for “apostille readiness” to ensure the right signatures are on the certification.

Business Records (Articles, Good Standing, Resolutions)

• State-Certified Copies: Order certified copies or a Certificate of Good Standing from the Secretary of State when requested by foreign recipients.
• Notarized Corporate Instruments: Minutes or resolutions that are not state-certified should be properly notarized in Maine.

Step-by-Step Process (Maine & Federal)

1. Identify the Issuer: Is your document state/local (Maine) or federal? Maine documents go to the Maine Secretary of State. Federal documents go to the U.S. Department of State in Washington, D.C.
2. Make It Ready: Secure certified copies, registrar letters, sealed packets, and correct notary certificates.
3. Choose the Route: Hague destination = apostille. Non-Hague = state authentication + consular legalization. Confirm the route based on destination country.
4. Submit: File in person for speed (recommended) or by mail if timing allows. Include fees and clear return instructions.
5. Monitor & Correct: Respond quickly to any issues flagged by the office to avoid returns.
6. Delivery: Receive same-day scans for immediate use; originals ship U.S. or internationally per your preference.

“Speed comes from readiness: the right copy, the right certification, the right route. When those three align, Maine apostilles move fast.”

Document Playbooks

Birth Certificate Apostille

For visas, citizenship, study abroad, and marriage abroad, a certified Maine birth certificate is the standard proof of identity and place of birth.Order a fresh certified copy from DHHS Vital Records or your municipal clerk. If your destination is a Hague member, the state issues an apostille.If it’s non-Hague, the state issues an authentication, then the foreign consulate legalizes it.

Use cases: residency in Spain or Portugal, dual citizenship (Italy/Ireland/Portugal), marriage abroad in Mexico or France, university enrollments.

Marriage Certificate Apostille

Maine marriage certificates are commonly apostilled for spousal visas and marriage recognition abroad. Some destinations also ask for a single-status affidavit (notarized and then apostilled).If there was a prior marriage, the foreign registry may ask for an apostilled divorce decree as well.

Divorce Decree Apostille

Obtain a certified copy of the decree from the Clerk of Court. Ensure the certification covers the entire decree unless the recipient specifies a short form.For remarriage abroad, a civil registry may require both the apostilled divorce decree and an apostilled new marriage certificate after the ceremony is recorded.

Death Certificate Apostille

For estates, property transfers, life insurance claims, or repatriation of remains, apostilled death certificates are often required.If probate orders are involved, those may also need apostilles. Coordinate with the overseas notary or registry to confirm exactly which documents they will accept.

Diploma & Transcript Apostille

Universities such as UMaine (Orono), University of Southern Maine, Bowdoin, Bates, Colby, Husson, UNE, Thomas College, and Maine Maritime Academy typically provide a registrar letter certifying the diploma/transcript.The packet is often sealed for delivery to the Secretary of State. Do not open it. If you break the seal, you’ll need to request a new packet.

Notarized Documents (Powers of Attorney, Affidavits, Consents)

A Maine notary’s certificate must be complete: venue (State of Maine, County of ___), date, printed name of notary, signature, and commission expiration/ID as applicable.If the destination provides specific wording, present it to the notary. Powers of attorney for property transactions abroad are a frequent use case and must be word-perfect.

Corporate Documents

For banking and corporate setup abroad, expect requests for Articles of Incorporation/Organization, a Certificate of Good Standing, and board resolutions.Many banks prefer state-certified copies; others accept notarized corporate documents with apostille. Confirm the checklist with your foreign counterpart before filing.

FBI Background Check (Federal)

An FBI background check is a federal document and must be apostilled by the U.S. Department of State in Washington, D.C.Many visa programs (Spain, Portugal, Colombia, Brazil) require the FBI apostille in addition to your Maine apostilles on vital records. Start both tracks early so timelines converge.

See our dedicated guide: How to Apostille an FBI Background Check.

Maine Use Cases & Scenarios

Immigration & Family Relocation

A family in Scarborough moving to Barcelona might need apostilled birth certificates for the children, an apostilled marriage certificate for the parents, and federally apostilled FBI reports for both adults.If the school requests vaccination or enrollment letters, those may require notarization and apostille as well.

Study & Work Abroad

A UMaine grad heading to a graduate program in Milan may be asked for an apostilled diploma and transcript, a notarized/apostilled financial support letter, and a federally apostilled FBI report.Italy often requires certified translations; confirm whether the translation comes after the apostille or via a translator affidavit that itself gets apostilled.

Marriage Abroad

A couple from Portland marrying in Tulum may be asked for apostilled birth certificates, an apostilled single-status affidavit, and, if applicable, an apostilled divorce decree.Municipalities set issuance windows, so time your vital record orders accordingly.

Adoption

Adoption dossiers can involve apostilled court orders, notarized medical letters, employment verifications, and financial statements.Non-Hague countries frequently require the authentication + consulate legalization route; we handle the sequence and courier logistics.

Dual Citizenship

For Italian or Irish citizenship by descent, applicants commonly assemble multiple generations of Maine vital records — each apostilled — plus certified translations.Build the family chain first, then schedule apostilles in batches to keep issuance dates aligned.

Business Banking & Expansion

A startup in Portland opening a European account may need an apostilled Good Standing Certificate, state-certified Articles, and a notarized/apostilled board resolution assigning signatory authority.Ask the bank for its precise list (some accept PDFs of scans to pre-approve while originals ship).

Counties, Cities & Campuses Served

We serve every county and city in Maine, including but not limited to:

• Counties: Androscoggin, Aroostook, Cumberland, Franklin, Hancock, Kennebec, Knox, Lincoln, Oxford, Penobscot, Piscataquis, Sagadahoc, Somerset, Waldo, Washington, York.
• Cities/Towns: Portland, Bangor, Lewiston, Augusta, South Portland, Auburn, Biddeford, Sanford, Saco, Westbrook, Waterville, Brunswick, Orono, Scarborough, Falmouth, Brewer.
• Universities & Colleges (examples): University of Maine (Orono), University of Southern Maine, Bowdoin College, Bates College, Colby College, Husson University, University of New England, Maine Maritime Academy, Thomas College.

Hague vs. Non-Hague Destinations

Hague countries accept an apostille from the Maine Secretary of State; non-Hague countries require a state authentication plus consular legalization.Knowing the destination upfront determines your timeline and sequence for translations and consulate appointments.

• Hague Countries (examples): Italy, Spain, France, Germany, Portugal, Netherlands, Ireland, United Kingdom, Mexico, Colombia, Brazil, Argentina, Japan, South Korea, Australia, New Zealand.
• Non-Hague Countries (examples): China, United Arab Emirates, Qatar, Vietnam, Egypt, Kuwait. These require authentication + consular legalization after the state step.

We support both routes and provide same-day scans immediately after the state step, which often lets you book consulate visits or upload documents to portals while the originals are in transit.

Timelines, Dependencies & Risks

DIY by Mail: Expect 4–6+ weeks due to mailing time, office backlogs, and possible returns for corrections. If you have a fixed travel date, visa appointment, start date, or closing, DIY mail-in is risky unless you start very early.

In-Person Filing: With correct readiness, many Maine apostilles can be completed in 24 hours or less.Pre-checking for correct certifications, seals, and notary language is what prevents slowdowns.

Federal Track (FBI): The U.S. Department of State is a separate queue. Start the federal and state tracks in parallel when your timeline is tight.

Translations & Consulates: Sworn translations and consular legalizations add time. Ask your recipient whether translations should follow the apostille or be attached via a translator affidavit that itself gets notarized and apostilled.

Mistakes to Avoid

• Sending federal documents to Maine: FBI, IRS, USDA/FDA certificates, and SSA letters must be apostilled at the U.S. Department of State.
• Submitting photocopies: Apostilles attach to certified copies or properly notarized originals — never to simple copies.
• Incomplete notarization: Missing venue, missing printed name, or incomplete certificate language is a top cause of rejection.
• Opening sealed registrar packets: Don’t open them. If opened, they must be re-issued and resealed.
• Old vital records: If the recipient wants “issued within 90 days,” order fresh copies before filing.
• Wrong translation order: Confirm whether the translation comes after the apostille or via a translator affidavit that is notarized and apostilled.
• Late starts: Consular legalizations and translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document state/local (Maine) or federal?
• Do you have a certified copy (vital/court) or a properly notarized original (affidavit/POA)?
• For school records, did the registrar prepare a sealed packet or a signed registrar letter?
• For corporate records, do you have state-certified copies or notarized resolutions per the foreign recipient?
• Is your destination Hague (apostille) or non-Hague (authentication + consular legalization)?
• Does the recipient require a freshness window (often 90 days)?
• Do you need translations, and in what sequence relative to the apostille?
• What is your deadline (visa interview, start date, closing, enrollment)?
• Will same-day scans help you advance downstream steps while originals ship?

FAQ

Who issues Maine apostilles?

The Maine Secretary of State in Augusta issues apostilles and authentications for Maine documents.

Can Maine apostille my FBI background check?

No. FBI background checks are federal documents and must be apostilled by the U.S. Department of State in Washington, D.C.

How fast can Maine apostilles be completed?

Mail-in can take 4–6+ weeks. With complete readiness and in-person filing, same-day or 24-hour results are often achievable.

Do apostilles expire?

The apostille itself does not expire, but many consulates, schools, and banks require recent issuance of both the record and the apostille (commonly within 90 days).

Is shipping required to get started?

No. We provide same-day scans of completed apostilles. U.S. shipping of originals is optional ($20), and international shipping is available by quote.

Can you handle non-Hague legalizations?

Yes. We manage the state authentication and coordinate consulate legalization. We also advise on translation order and required formats.

What if my notarized document was signed in another state?

Each state apostilles its own documents. A New Hampshire-notarized affidavit must be apostilled in New Hampshire, not Maine.

What if my name changed after my document was issued?

You may need to apostille supporting records (e.g., marriage certificate, name-change order) to connect identities for the recipient abroad.

Can I staple attachments or add sticky notes?

Avoid altering official packets. Don’t add tabs, remove staples, or highlight text; alterations can invalidate certifications.

Are you a government office?

No. We are experts in Maine and federal filings, but we are not a government agency.

Related Guides

• Birth Certificate Apostille
• Marriage Certificate Apostille
• Divorce Decree Apostille
• Death Certificate Apostille
• Academic Diplomas & Transcripts Apostille
• Power of Attorney & Notarized Documents Apostille
• FBI Background Check Apostille (Federal)

Disclaimer: Requirements and timelines reflect current practices of the Maine Secretary of State and the U.S. Department of State but can change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.