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

If you need to present a Minnesota–issued document overseas, there’s a good chance you’ll be asked for an apostille (for Hague Convention destinations) or a state authentication followed by consular legalization (for non-Hague destinations).Whether you’re submitting a birth certificate from Hennepin County, a marriage certificate recorded in Ramsey County,a divorce decree certified in Dakota County, diplomas or transcripts from the University of Minnesota, Carleton, St. Olaf, Macalester, St. Thomas, or MSU Mankato,or a notarized power of attorney for property abroad, foreign authorities usually won’t accept it without the proper authentication.The apostille certifies the signature and authority of the Minnesota official or notary who signed your document, making it valid in other countries that recognize the Hague Convention.

Minnesota’s economy is international—medical devices, agribusiness, engineering, education, logistics—and Minnesotans routinely need their paperwork to cross borders cleanly.This comprehensive guide explains who issues apostilles in Minnesota, which documents are eligible, how to prepare each category correctly, realistic timelines, critical pitfalls, and when an expedited in-person filing makes more sense than DIY mail-in.

Quick Answer

Authority: Apostilles and authentications for Minnesota documents are issued by the Minnesota Secretary of State — Notary & Apostille Unit in Saint Paul.

Eligible Documents: Certified vital records (birth, marriage, death), divorce decrees and other court orders, notarized documents (affidavits, POAs, parental consents), academic records (diplomas/transcripts with registrar certification or sealed packets), and business records (Articles, Good Standing). Federal documents like 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 shipping by quote.

What Is an Apostille?

An apostille is a one-page certificate that confirms the authenticity of the signature and authority on your Minnesota document.It does not judge or interpret the contents of the document; it simply certifies that the registrar, court clerk, or notary who signed it is legitimate and properly commissioned.When both the issuing and receiving countries are members of the Hague Apostille Convention, the apostille enables your document to be accepted abroad without any additional embassy or consulate steps.

If your destination is not a Hague member, you’ll follow a two-stage pathway: a state authentication from Minnesota followed by consular legalization at the destination country’s consulate or embassy.The correct route depends on the destination country; the preparation requirements depend on the document category (vital record, court order, notarized item, academic record, or corporate filing).

Who Issues Apostilles in Minnesota?

The Minnesota Secretary of State in Saint Paul issues apostilles and authentications for state and local documents originating in Minnesota. The most common categories are:

• Vital Records — Certified copies of birth, marriage, and death certificates issued by the Minnesota Department of Health (MDH) or by county/city vital records offices; and divorce decrees certified by the court administrator/clerk.
• Court Records — Name-change orders, adoptions, guardianships, probate orders, and judgments certified by the appropriate court (district/probate) with seal and clerk certification.
• Notarized Documents — Affidavits, powers of attorney, parental travel consents, corporate resolutions, and other sworn statements with complete Minnesota notarial certificates.
• Academic Records — Diplomas, transcripts, enrollment verifications from the University of Minnesota (Twin Cities, Duluth, Morris, Crookston), St. Thomas, St. Catherine, Augsburg, Macalester, Carleton, St. Olaf, Gustavus Adolphus, Hamline, Bethel, Concordia (Moorhead), MSU Mankato, St. Cloud State, Winona State, Bemidji State, and others. Registrar letters and sealed packets are commonly required.
• Business Records — Articles of Incorporation/Organization, Certificates of Good Standing, and certified copies from the Secretary of State; notarized corporate instruments executed by officers according to the foreign recipient’s instructions.

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

When Do You Need an Apostille?

Minnesotans most often need apostilles for the following situations:

• Immigration & Long-Stay Visas — Many jurisdictions (Spain, Portugal, Italy, France, Mexico, Colombia, Brazil, etc.) require apostilled birth/marriage records and a federally apostilled FBI report.
• Study Abroad & Credentialing — Universities, evaluation services, and professional boards often request apostilled diplomas, transcripts, registrar letters, and sometimes notarized experience letters.
• Marriage Abroad — Civil registries abroad commonly ask for apostilled vital records and an apostilled single-status affidavit.
• International Adoption — Dossiers typically include apostilled court orders, notarized medical/financial affidavits, and vital records.
• Dual Citizenship — Italian, Irish, Portuguese, and Spanish consulates frequently require multi-generational apostilled vital records plus certified translations.
• Business & Banking Overseas — Foreign banks and registrars may require apostilled Articles, Good Standing, and board resolutions for account opening or qualification.
• Property & Estates — Apostilled probate documents, wills, and death certificates are often required to transfer assets or claim inheritances abroad.
• Professional Licensing — Health, engineering, education, and maritime boards abroad often request apostilled diplomas and notarized credentials.

DIY vs. Expedited Service

Factor	DIY Mail-In	Our Expedited Service
Timeline	4–6+ weeks; mail/backlog delays possible	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 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 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 flawless paperwork. Minnesota will not apostille photocopies, uncertified vital records, or incomplete notary certificates.Use the standards below to prevent rejections and returns.

Vital Records (Birth, Marriage, Death)

• Certified Copy: Obtain a recent certified copy from MDH Vital Records or your county/city vital records office. Photocopies and scans are not acceptable.
• Legible Seals & Signatures: The registrar/clerk signature and raised/ink seal must be visible. If faint, ask for re-issuance.
• Freshness Window: If your recipient requires issuance within 90 days, order fresh copies before filing.

Divorce Decrees & Court Orders

• Certified by Court: The decree/order must bear the certification of the Court Administrator/Clerk with court seal.
• Complete Packet: Include every page referenced by the certification. Do not remove staples, add tabs, or highlight text.

Notarized Documents (POA, Affidavits, Consents)

• Complete Notarial Certificate: Use a Minnesota acknowledgment or jurat with venue (State/County), date, printed notary name, signature, commission details, and stamp as applicable.
• Signer Presence & ID: Signers must appear before the notary (or follow Minnesota-approved remote notarization rules when permitted).
• Destination Language: If a foreign authority provides specific notary wording, bring it to the notarization to avoid rewrites.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Most institutions issue a registrar letter attesting to authenticity; sometimes a certified copy of the diploma is attached and stamped.
• Sealed Envelopes: Many schools provide sealed packets for apostille. Do not open them; the Secretary of State must break the seal.
• Apostille-Ready Request: Tell the registrar your documents are for international use so the correct signature titles and seals appear.

Business Records (Articles, Good Standing, Resolutions)

• State-Certified Copies: When a foreign bank or registry asks for state certification, order certified copies or a Good Standing Certificate from the Minnesota Secretary of State.
• Notarized Corporate Instruments: If providing internal resolutions/minutes, have them properly notarized in Minnesota.

Step-by-Step Process (Minnesota & Federal)

1. Identify the Issuer: Is your document state/local (Minnesota) or federal? Minnesota documents go to the Minnesota 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 by the document type.
3. Choose the Route: Hague destination = apostille. Non-Hague = Minnesota authentication + consular legalization. Confirm the route with the destination country’s requirements.
4. Submit: File in person for speed (recommended) or by mail if your timeline allows. Include fees and clear return/shipping instructions.
5. Monitor & Correct: If the office flags an issue, respond immediately to avoid returns and re-queues.
6. Delivery: Receive same-day scans for quick downstream use; originals ship domestically or internationally per your preference.

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

Document Playbooks

Birth Certificate Apostille

A certified Minnesota birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad.Order a fresh certified copy from MDH or your county/city office. For Hague destinations, the Secretary of State attaches an apostille.For non-Hague destinations, the office issues a state authentication, and then you complete consular legalization.

Use cases: long-stay visas (Spain/Portugal), citizenship by descent (Italy/Ireland/Portugal), marriage abroad (Mexico/France), university enrollments, and professional licensing abroad.

Marriage Certificate Apostille

Minnesota marriage certificates are commonly apostilled for spousal visas and marriage recognition overseas.Many civil registries also request a single-status affidavit (notarized and apostilled).If there was a prior marriage, an apostilled divorce decree may also be required to show legal capacity to marry.

Divorce Decree Apostille

Obtain a certified copy of the decree from the appropriate court with the Clerk/Administrator’s certification.Ensure the certification covers the full decree unless the foreign recipient specifies a short form.For remarriage abroad, you may need both the apostilled divorce decree and, after the new ceremony is recorded, the apostilled new marriage certificate.

Death Certificate Apostille

Apostilled death certificates may be requested for probate abroad, asset transfers, insurance claims, or repatriation matters.If probate orders or letters testamentary are involved, those may need separate apostilles. Confirm expectations with the foreign notary/registry.

Diploma & Transcript Apostille

Institutions like the University of Minnesota (Twin Cities, Duluth, Morris, Crookston), St. Thomas, St. Catherine, Augsburg, Macalester, Carleton, St. Olaf, Gustavus Adolphus, Hamline, Bethel, Concordia (Moorhead), MSU Mankato, St. Cloud State, Winona State, and Bemidji Statetypically provide a registrar letter certifying the diploma/transcript. Packets often come sealed. Do not open them—send sealed packets to the Secretary of State for apostille.

Notarized Documents (POA, Affidavits, Consents)

Your notary block must be complete and Minnesota-compliant. If your destination requires specific wording, take that language to the notary.Common examples include property powers of attorney, parental travel consent letters, authorization letters, and corporate resolutions.

Corporate Documents

For foreign banking and corporate setup, expect requests for Articles, a Certificate of Good Standing, and a board resolution naming authorized signatories.Some banks insist on state-certified copies; others accept notarized corporate documents with apostille. Always 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—not by Minnesota.Many visa programs (Spain, Portugal, Colombia, Brazil) require the FBI apostille in addition to your Minnesota apostilles on vital records.Start both tracks in parallel so your timelines converge.

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

Minnesota Use Cases & Scenarios

Immigration & Family Relocation

A family in Edina relocating to Barcelona might need apostilled birth certificates for the kids, an apostilled marriage certificate for the parents, and federally apostilled FBI reports for both adults.The receiving school could request apostilled vaccination or enrollment letters, which are usually notarized first and then apostilled.

Study & Work Abroad

A University of Minnesota graduate heading to a graduate program in Milan may be asked for an apostilled diploma and transcript, a notarized/apostilled funding letter, and a federally apostilled FBI report.Italy often requires certified translations; confirm whether the translation follows the apostille or uses a translator affidavit (notarized and apostilled).

Marriage Abroad

A couple from Minneapolis marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit, and, if applicable, an apostilled divorce decree.Many municipalities impose issuance windows (e.g., within 90 days), so time your orders accordingly.

Adoption

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

Dual Citizenship

Italian or Irish citizenship by descent often calls for multiple generations of Minnesota vital records—each apostilled—plus certified translations.Build the family chain first, then schedule apostilles in batches so issuance dates align and stay “fresh.”

Business Banking & Expansion

A startup in St. Paul 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; our same-day scans help you move quickly.

Counties, Cities & Campuses Served

We serve the entire State of Minnesota, including but not limited to:

• Counties: Hennepin, Ramsey, Dakota, Anoka, Washington, Olmsted, St. Louis, Stearns, Scott, Wright, Carver, Blue Earth, Clay, Crow Wing, Sherburne, Benton, Itasca, Rice, Goodhue.
• Cities/Towns: Minneapolis, Saint Paul, Rochester, Duluth, Bloomington, Brooklyn Park, Plymouth, Maple Grove, Woodbury, Eagan, Eden Prairie, Coon Rapids, Burnsville, Blaine, Lakeville, St. Cloud, Minnetonka, Mankato, Moorhead.
• Universities & Colleges (examples): University of Minnesota (Twin Cities, Duluth, Morris, Crookston), University of St. Thomas, St. Catherine University, Macalester College, Carleton College, St. Olaf College, Gustavus Adolphus College, Hamline University, Bethel University, Augsburg University, Concordia College (Moorhead), Minnesota State University Mankato, St. Cloud State University, Winona State University, Bemidji State University, University of Northwestern – St. Paul.

Hague vs. Non-Hague Destinations

Hague countries accept a Minnesota apostille; non-Hague countries require a Minnesota authentication plus consular legalization.The destination determines the route and influences the order of 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 handle both routes and provide same-day scans immediately after the state step so you can schedule consulates or upload to portals while originals are in transit.

Timelines, Dependencies & Risks

DIY by Mail: Plan on 4–6+ weeks due to mailing time, office backlogs, and potential returns for corrections. If you have a fixed travel date, visa appointment, property closing, or onboarding, mail-in can be risky unless you start early.

In-Person Filing: With correct readiness, many Minnesota apostilles are completed in 24 hours or less.Pre-checking certification types, seals, and notary language is the best defense against delays.

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

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

Mistakes to Avoid

• Sending federal documents to Minnesota: FBI, IRS, USDA/FDA, and SSA letters must be apostilled by the U.S. Department of State, not by Minnesota.
• Submitting photocopies: Apostilles attach to certified copies or properly notarized originals—never to simple copies or scans.
• Incomplete notarization: Missing venue, incomplete certificate language, missing printed notary name, absent commission details, or no stamp will trigger rejection.
• Opening sealed registrar packets: Do not open them. If opened, you’ll need to request a new sealed packet.
• Old vital records: If the recipient requires issuance within 90 days, order fresh copies before filing.
• Wrong translation order: Ask whether translations come after the apostille or via a translator affidavit that itself gets notarized and apostilled.
• Late starts: Embassy appointment backlogs and translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document state/local (Minnesota) 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 provide a signed registrar letter?
• For corporate records, do you have state-certified copies or notarized resolutions per the foreign recipient’s instructions?
• Is your destination Hague (apostille) or non-Hague (authentication + consular legalization)?
• Does the recipient require a freshness window (commonly 90 days)?
• Do you need translations, and what is the proper sequence relative to the apostille?
• What is your deadline (visa interview, start date, closing, enrollment)?
• Will same-day scans let you begin downstream steps while originals ship?

FAQ

Who issues Minnesota apostilles?

The Minnesota Secretary of State — Notary & Apostille Unit (Saint Paul) issues apostilles and authentications for Minnesota documents.

Can Minnesota 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 Minnesota apostilles be completed?

Mail-in may 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 both the record and the apostille (often 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 quoted.

Can you handle non-Hague legalizations?

Yes. We manage the Minnesota authentication and coordinate consulate legalization, including guidance on translation order and acceptable formats.

What if my notarized document was signed in another state?

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

What if my name changed after my document was issued?

You may need apostilled 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 remove staples, add tabs, or highlight text; alterations can invalidate certifications.

Are you a government office?

No. We are experts in Minnesota 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 common practices of the Minnesota 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.