Maryland Apostille Services — Birth, Marriage, Diplomas, FBI & Business

If you need to use a Maryland-issued document overseas, the receiving authority will often demand an apostille (for Hague countries) or a state authentication plus consular legalization (for non-Hague countries).That applies whether you are presenting a birth certificate from Baltimore City, a marriage certificate from Montgomery County,a divorce decree from Prince George’s County, diplomas or transcripts from the University System of Maryland (UMD, UMBC, Towson, Salisbury, etc.), Johns Hopkins, Loyola, or a notarized power of attorney.The apostille certificate verifies the signature and official capacity of the Maryland official or notary who issued or certified your document, allowing it to be accepted abroad without further questions in Hague Convention member countries.

Maryland sits next door to Washington, D.C. — a major advantage when your file includes federal documents such as the FBI background check, which must be apostilled by the U.S. Department of State.Many clients run a dual track: Maryland state apostilles for vital/court/notarized/academic documents and a federal apostille for the FBI report.This guide explains who issues apostilles in Maryland, which documents qualify, how to prepare them correctly, timing considerations, common pitfalls, and when to use an expedited service instead of DIY mail-in.

Quick Answer

Authority: Apostilles and authentications for Maryland documents are issued by the Maryland Secretary of State — Certifications & Apostilles in Annapolis.

Eligible Documents: Certified vital records (birth, marriage, death), divorce decrees and court orders, notarized documents (affidavits, POAs, parental consents), academic records (diplomas/transcripts with registrar letter or sealed packet), and business records (Articles, Good Standing). Federal documents such as FBI background checks are 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 included. U.S. shipping optional ($20 flat); international by quote.

What Is an Apostille?

An apostille is a standardized certificate confirming that the signature and authority on your Maryland document are genuine.It doesn’t judge the content of the document — it validates the signature/seal of the registrar, clerk, or notary who signed it.Hague Convention member countries accept documents with apostilles without requiring further embassy or consulate authentication.

If your destination is not a Hague country, the process is two-step: a state authentication from Maryland followed by consular legalization at the destination country’s embassy/consulate.The required path depends on the destination; the prep requirements depend on the document type (vital, court, notarized, academic, business).

Who Issues Apostilles in Maryland?

The Maryland Secretary of State (Annapolis) issues apostilles and authentications for state and local documents that originate in Maryland. Typical categories include:

• Vital Records — Certified copies of birth, marriage, and death certificates issued by the Maryland Department of Health (MDH) Division of Vital Records or by local offices per state procedures; and divorce decrees certified by the Clerk of the Court.
• Court Records — Judgments, name-change orders, adoption orders, probate filings, guardianships, and custody orders certified by the appropriate court clerk.
• Notarized Documents — Affidavits, powers of attorney, parental travel consents, company resolutions, letters of authorization, and other sworn statements with proper Maryland notarial certificates.
• Academic Records — Diplomas, transcripts, enrollment letters from UMD (College Park), UMBC, Towson, Salisbury, Morgan State, Bowie State, Coppin State, Frostburg State, Johns Hopkins, Loyola, Goucher, Stevenson, Hood, etc. Registrar letters and sealed packets are commonly required.
• Business Records — Articles of Incorporation/Organization, Certificates of Good Standing, certified copies from the Maryland State Department of Assessments & Taxation (SDAT), and notarized corporate instruments signed by officers.

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

When Do You Need an Apostille?

Marylanders most often need apostilles for these scenarios:

• Immigration & Long-Stay Visas — Spain, Portugal, Italy, France, Mexico, Colombia, Brazil, and others often require apostilled birth/marriage records and a federally apostilled FBI report.
• Study Abroad & Credentialing — Universities and professional boards require apostilled diplomas, transcripts, registrar letters, and sometimes notarized experience letters.
• Marriage Abroad — Civil registries in Italy, France, and many Caribbean destinations request apostilled vital records and an apostilled single-status affidavit.
• International Adoption — Dossiers contain apostilled court orders, notarized medical/financial affidavits, and vital records.
• Dual Citizenship — Italian, Irish, Portuguese, and Spanish consulates often demand multi-generational vital records with apostilles and certified translations.
• Business & Banking Overseas — Foreign banks and registrars may ask for apostilled Articles, Good Standing, and notarized board resolutions.
• Property & Estates — Apostilled probate documents, wills, and death certificates may be required to transfer property or claim inheritances abroad.
• Professional Licensing — Healthcare, engineering, education, and maritime boards abroad frequently request apostilled credentials.

DIY vs. Expedited Service

Factor	DIY Mail-In	Our Expedited Service
Timeline	4–6+ weeks; mail/holiday backlogs can extend	Same-day/24-hour possible with readiness
Risk of Rejection	Higher — wrong copy, stale issuance, incomplete notary wording	Lower — expert pre-check, destination-specific guidance
Visibility	Limited after mailing; hard to correct mid-stream	Proactive updates; same-day scans for immediate use
Effort	You research, assemble, mail, and troubleshoot	We manage review, filing, monitoring, and delivery
Complexity	Non-Hague consular legalizations handled by you	We handle Hague and non-Hague routes end-to-end
Best For	No deadlines; low-stakes uses	Fixed interviews, start dates, closings, admissions

Pricing & ETA

Document Readiness (Make It “Apostille-Ready”)

The fastest apostilles start with perfect paperwork. Maryland will not apostille photocopies, uncertified vital records, or incomplete notary certificates.Use the standards below to eliminate rejection risks.

Vital Records (Birth, Marriage, Death)

• Certified Copy: Obtain a recent certified copy from MDH Division of Vital Records or local issuing authorities. Photocopies/scans are not acceptable.
• Legible Signatures & Seals: The registrar/clerk signature and seal must be visible. If faint, request a newly issued copy.
• Freshness Window: If your recipient wants issuance in the last 90 days, order fresh copies before filing.

Divorce Decrees & Court Orders

• Certified by Clerk: The decree/order must bear the Clerk of the Court’s certification and court seal.
• Complete Packet: Include every page referenced by the certification; don’t remove staples or add tabs/highlights.

Notarized Documents (POA, Affidavits, Consents)

• Proper Notarial Certificate: Use a complete Maryland acknowledgment or jurat. Include venue (State/County), date, printed notary name, signature, commission details, and, where applicable, stamp.
• Signer Presence & ID: Signers must appear before the notary (or follow Maryland-approved remote notarization rules when permitted).
• Destination Wording: If a foreign authority provides specific notary language, present it to the notary to avoid rewrites.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Universities typically issue a registrar letter attesting to authenticity; sometimes the diploma copy is attached and stamped.
• Sealed Packets: Many institutions (UMD, Johns Hopkins, Towson, UMBC, etc.) issue sealed envelopes for apostille. Do not open them; the Secretary of State must break the seal.
• Ask for Apostille Readiness: Registrars are familiar with language needed for foreign use; request it explicitly.

Business Records (Articles, Good Standing, Resolutions)

• State-Certified Copies: Order certified copies or a Good Standing Certificate from SDAT when foreign recipients ask for state certification.
• Notarized Corporate Instruments: If using internal resolutions/minutes, have them notarized properly in Maryland.

Step-by-Step Process (Maryland & Federal)

1. Identify the Issuer: Is your document state/local (Maryland) or federal? Maryland documents go to the Maryland Secretary of State. Federal documents go to the U.S. Department of State.
2. Make It Ready: Secure certified copies, complete notary certificates, registrar letters, and sealed packets as required.
3. Choose the Route: Hague destination = apostille. Non-Hague = Maryland authentication + consular legalization. Confirm the route based on destination country.
4. Submit: File in person for speed (recommended) or by mail. Include fees and return instructions (shipping label if desired).
5. Monitor & Correct: Respond quickly if the office flags an issue to avoid returns.
6. Delivery: Receive same-day scans once complete; 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, Maryland apostilles move fast.”

Document Playbooks

Birth Certificate Apostille

Standard for visas, citizenship, study abroad, and marriage abroad. Obtain a certified Maryland birth certificate (recent issuance recommended).Hague destinations accept the Maryland apostille; non-Hague destinations require state authentication followed by consular legalization.

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

Marriage Certificate Apostille

Maryland marriage certificates are commonly apostilled for spousal visas and marriage recognition overseas. Some countries will also ask for a single-status affidavit (notarized and then apostilled).If applicable, an earlier marriage’s apostilled divorce decree may be required to demonstrate legal capacity to marry.

Divorce Decree Apostille

Obtain a certified copy of the decree from the Clerk of the Court. Make sure the certification covers the complete decree unless the foreign recipient specifies a short form.For remarriage abroad, expect to present both the apostilled divorce decree and, later, an apostilled new marriage certificate after the ceremony is recorded.

Death Certificate Apostille

Often needed for estate proceedings, property transfers, and insurance claims abroad. If probate orders are relevant, those may require separate apostilles.Coordinate with the foreign notary or registry to confirm exactly which documents they expect (death certificate alone vs. death certificate + probate documents).

Diploma & Transcript Apostille

Universities and colleges such as UMD, UMBC, Johns Hopkins, Towson, Morgan State, Bowie State, Coppin State, Salisbury, Loyola, Goucher, Stevenson, Hood, and Frostburg State typically issue a registrar letter certifying the diploma/transcript.The packet is often sealed. Do not open it; send it sealed to the Maryland Secretary of State for apostille.

Notarized Documents (POA, Affidavits, Consents)

Your notary certificate must be complete and Maryland-compliant. If your destination requires specific wording, bring it to the notarization.Frequent use cases include powers of attorney for property transactions, parental travel consent letters, letters of authorization, and corporate resolutions.

Corporate Documents

For banking and corporate setup abroad, foreign institutions may require Articles, a Good Standing Certificate, and a board resolution naming signatories.Some banks insist on state-certified copies, while others accept notarized corporate instruments with apostille. Ask the bank for its exact checklist before filing.

FBI Background Check (Federal)

The FBI background check is a federal document and must be apostilled by the U.S. Department of State in Washington, D.C. — not by Maryland.Visa programs in Spain, Portugal, Colombia, Brazil, and others commonly require this federal apostille alongside your Maryland state apostilles.

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

Maryland Use Cases & Scenarios

Immigration & Family Relocation

A family in Bethesda moving to Lisbon may need apostilled birth certificates for the children, an apostilled marriage certificate for the parents, and federally apostilled FBI reports for both adults.Schools may ask for apostilled enrollment or immunization letters, which might be notarized and then apostilled.

Study & Work Abroad

A Johns Hopkins grad heading to a residency in Milan might be asked for an apostilled diploma and transcript, plus a notarized/apostilled employment or residency contract.Italian authorities often require certified translations — confirm whether the translation follows the apostille or involves a translator affidavit that itself gets notarized and apostilled.

Marriage Abroad

A couple from Baltimore marrying in Florence or Cancun may need fresh apostilled birth certificates, an apostilled single-status affidavit, and, where applicable, an apostilled divorce decree.Municipalities set issuance windows, so plan your vital record orders accordingly.

Adoption

Adoption dossiers frequently involve apostilled court orders, notarized medical letters, employment verifications, financial statements, and vital records.Non-Hague countries often require the two-step state authentication + consular legalization route; sequencing and courier logistics matter.

Dual Citizenship

Italian and Irish citizenship by descent typically requires multiple generations of Maryland vital records — each with apostilles — plus certified translations.Build the family chain first, then schedule apostilles in batches so issuance dates align.

Business Banking & Expansion

A startup in Silver Spring opening a European account may need an apostilled Good Standing, state-certified Articles, and a notarized/apostilled board resolution assigning signatory authority.Many banks will pre-check scans while originals ship, which our same-day scans facilitate.

Counties, Cities & Campuses Served

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

• Counties: Allegany, Anne Arundel, Baltimore County, Calvert, Caroline, Carroll, Cecil, Charles, Dorchester, Frederick, Garrett, Harford, Howard, Kent, Montgomery, Prince George’s, Queen Anne’s, St. Mary’s, Somerset, Talbot, Washington, Wicomico, Worcester.
• Cities/Towns: Baltimore City, Annapolis, Rockville, Silver Spring, Bethesda, Gaithersburg, Frederick, Columbia, Towson, Bowie, Hagerstown, College Park, Salisbury, Laurel, Greenbelt.
• Universities & Colleges (examples): University of Maryland (College Park), UMBC, Towson University, Salisbury University, Morgan State, Bowie State, Coppin State, Frostburg State, Johns Hopkins University, Loyola University Maryland, Goucher College, Stevenson University, Hood College, St. John’s College, University of Baltimore.

Hague vs. Non-Hague Destinations

Hague countries accept a Maryland apostille; non-Hague countries require a Maryland authentication plus consular legalization.The destination determines the path and influences translation sequencing and appointment logistics.

• 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 as soon as the state step is done, allowing you to book consulate visits or upload to portals while originals are en route.

Timelines, Dependencies & Risks

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

In-Person Filing: With correct readiness, many Maryland apostilles are completed in 24 hours or less.Pre-checking certifications, seals, and notary language prevents slowdowns.

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

Translations & Consulates: Sworn translations and consular legalizations add time. Confirm whether translations follow the apostille or require a translator affidavit that is notarized and apostilled.

Mistakes to Avoid

• Sending federal documents to Maryland: FBI, IRS, USDA/FDA, SSA letters must be apostilled by 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, incomplete certificate language, missing printed name, or absent commission details prompt rejections.
• Opening sealed registrar packets: Do not open them. If opened, you must request a new sealed packet.
• Old vital records: If the recipient requires issuance within 90 days, order fresh copies before filing.
• Wrong translation order: Confirm whether translation follows the apostille or requires a translator affidavit that itself gets apostilled.
• Late starts: Consular legalizations and translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document state/local (Maryland) 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 begin downstream steps while originals ship?

FAQ

Who issues Maryland apostilles?

The Maryland Secretary of State in Annapolis issues apostilles and authentications for Maryland documents.

Can Maryland 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 Maryland 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?

An apostille does not expire, but many consulates, schools, and banks require recent issuance of 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); international shipping is available by quote.

Can you handle non-Hague legalizations?

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

What if my notarized document was signed in another state?

Each state apostilles its own documents. A Virginia-notarized affidavit must be apostilled in Virginia, not Maryland.

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 link identities for the foreign recipient.

Can I staple attachments or add sticky notes?

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

Are you a government office?

No. We are experts in Maryland 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 Maryland Secretary of State and the U.S. Department of State but can change without notice. Always confirm destination-country preferences for issuance dates, translations, and consular steps.