North Dakota Apostille Services — Birth, Marriage, Diplomas, FBI & Business

If you plan to present a North Dakota–issued document overseas, chances are the receiving authority will ask for an apostille (for Hague Convention member countries)or a state authentication followed by consular legalization (for non-Hague destinations). This need arises for a wide range of paperwork: abirth certificate from Cass or Burleigh County, amarriage certificate recorded by a county recorder, adivorce decree certified by the Clerk of District Court,diplomas and transcripts from NDSU, UND, Minot State, Dickinson State, Valley City State, or Mayville State,or a notarized power of attorney for a cross-border transaction.The apostille is a one-page certificate that verifies the signature and official capacity of the North Dakota official or notary who signed your document,allowing it to be recognized overseas without further embassy steps (when the destination is a Hague country).

North Dakota’s work and family life often stretch beyond U.S. borders—energy and engineering projects in the Bakken with Canadian and European partners,agricultural trade and equipment financing, healthcare recruitment, airline MRO, university exchanges, and families with ties to Canada and Europe.In all of these situations, documents must “travel well.” This comprehensive guide explains who issues apostilles in North Dakota,which documents qualify, how to prepare each category correctly, realistic timelines, pitfalls to avoid, and when an expedited in-person filing is the right call versus DIY mail-in.

Quick Answer

Authority: Apostilles and authentications for North Dakota documents are issued by the North Dakota Secretary of State — Notary & Authentications in Bismarck.

Eligible Documents: Certified vital records (birth, marriage, death) from the North Dakota Department of Health & Human Services (Vital Records) or county recorders; divorce decrees and other court orders certified by the Clerk of District Court; notarized documents (POAs, affidavits, consents); academic records (diplomas/transcripts with registrar certification or sealed packets); and business records (Articles, Good Standing, certified copies). Federal documents (like FBI background checks) are apostilled by the U.S. Department of State in Washington, D.C.

Turnaround: DIY mail-in commonly takes 4–6+ weeks. With complete readiness, in-person filing can often achieve 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 an internationally standardized certificate under the 1961 Hague Convention that verifies the authenticity of the signature and the official capacity of the person who signed your document.It does not opine on the truth of the document’s contents; it confirms that the North Dakota registrar, court clerk, university registrar, or notary public is legitimate and properly authorized.

If both the issuing jurisdiction (North Dakota/USA) and your destination country are part of the Hague Convention, the apostille makes your document self-authenticating abroad—no embassy step required.For non-Hague countries, you’ll follow a two-stage pathway: (1) a North Dakota state authentication and (2) consular legalization by the destination country’s embassy/consulate in the U.S.The correct choice depends on the destination country; the preparation details depend on the document type (vital record, court order, notarized item, academic record, or corporate filing).

Who Issues Apostilles in North Dakota?

The North Dakota Secretary of State in Bismarck issues apostilles and authentications for documents originating in North Dakota. Common categories include:

• Vital Records — Certified copies of birth, marriage, and death certificates issued by the ND Department of Health & Human Services — Vital Records or by county recorders (for marriage). Divorce decrees come from the District Court, certified by the Clerk.
• Court Records — Name changes, adoptions, guardianships, probate orders, criminal dispositions, and judgments certified by the Clerk of District Court or County Court as applicable, bearing the court’s seal and certification.
• Notarized Documents — Affidavits, powers of attorney, parental travel consents, translator affidavits, vehicle or equipment authorizations, corporate resolutions, and other sworn statements with complete North Dakota notarial certificates. (Remote online notarization may be available when performed by a duly commissioned ND notary in accordance with state law—confirm feasibility with your recipient.)
• Academic Records — Diplomas, transcripts, degree/enrollment verifications, and letters from North Dakota State University (NDSU), University of North Dakota (UND), Minot State, Dickinson State, Valley City State, Mayville State, University of Mary, Jamestown, and community colleges like Bismarck State College and North Dakota State College of Science. Registrar certification and sealed packets are common.
• Business Records — Articles/Certificates of Incorporation or Organization, Certificates of Good Standing/Existence, and state-certified copies issued by the ND Secretary of State; plus notarized corporate instruments executed by officers per the foreign recipient’s instructions.

Federal documents—FBI background checks, IRS letters, USDA/FDA/USDC export certificates, and Social Security letters—must be apostilled by the U.S. Department of State (Washington, D.C.), not by North Dakota.

When Do You Need an Apostille?

North Dakotans most often need apostilles for the following situations:

• Immigration & Long-Stay Visas — European, Latin American, and some Asian destinations require apostilled birth/marriage records and a federally apostilled FBI background check.
• Study Abroad & Professional Credentialing — Universities and licensing boards abroad request apostilled diplomas, transcripts, registrar letters, and sometimes notarized employment or licensure confirmations.
• Marriage Abroad — Civil registries commonly require apostilled vital records and a notarized/apostilled single-status affidavit.
• International Adoption — Dossiers typically include apostilled court orders, notarized medical/financial affidavits, and apostilled vital records.
• Dual Citizenship — Italian, Irish, Portuguese, and Spanish consulates often require multigenerational North Dakota records, each with apostilles and certified translations.
• Business & Banking Overseas — Foreign registries and banks may request apostilled Articles, Good Standing, and board resolutions.
• Property & Estates — Heirs and executors use apostilled probate records, wills, and death certificates to claim inheritances or sell property abroad.
• Energy, Aviation & Equipment — Apostilled corporate resolutions, POAs, and technical certifications are common in cross-border leasing, maintenance, and joint-venture contexts.

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 and translation order on 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”)

Fast results start with correct paperwork. North Dakota won’t apostille photocopies, uncertified vital records, or incomplete notary certificates.Use the standards below to avoid rejections or returns.

Vital Records (Birth, Marriage, Death)

• Certified Copy: Obtain a recent certified copy from ND Vital Records (state registrar) or the county recorder (marriage). Photocopies/scans are not acceptable.
• Recognized Signers: Ensure the registrar or county official’s signature is on file/recognized. If in doubt, request a state-level copy issued by ND Vital Records.
• Freshness Window: If your recipient wants issuance within 60–90 days, order fresh copies before filing.
• Don’t Alter: Do not laminate, unstaple, or highlight. Keep the certificate intact.

Divorce Decrees & Court Orders

• Certified by the Court: Obtain a certified copy from the Clerk of District Court, bearing the seal and certification page.
• Complete Packet: Include all pages referenced by the certification. Do not remove staples or add sticky tabs/highlights.

Notarized Documents (POA, Affidavits, Consents)

• Complete Notarial Certificate: Use a North Dakota acknowledgment or jurat with venue (State/County), date, printed notary name, signature, commission number/expiration, and stamp as applicable.
• Signer Presence & ID: Appear before the notary or use an approved remote/online option if permitted and if your destination accepts it.
• Destination Wording: Bring any required foreign notary text to the appointment to avoid re-notarization.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Ask the registrar to prepare a letter attesting to authenticity, or a sealed packet addressed to the Secretary of State.
• Sealed Envelopes: Many schools issue sealed packets for apostille. Do not open them; the state must break the seal.
• Name Variations: If your name has changed (marriage, adoption), gather the connecting records (and apostille them as needed).

Business Records (Articles, Good Standing, Resolutions)

• State-Certified Copies: If a foreign bank or registrar asks for state certification, order certified copies or a Certificate of Good Standing from the ND Secretary of State.
• Notarized Corporate Instruments: Internal resolutions, incumbency certificates, or officer statements should be notarized correctly in North Dakota if requested by the recipient.

Step-by-Step Process (North Dakota & Federal)

1. Identify the Issuer: Is your document state/local (North Dakota) or federal? ND documents go to the ND Secretary of State; federal documents go to the U.S. Department of State.
2. Make It Ready: Gather certified vital/court copies, complete notary certificates, registrar letters, sealed packets, or state-certified corporate copies per category.
3. Choose the Route: Hague destination = apostille. Non-Hague = ND authentication + consular legalization. Confirm the route with the destination country.
4. Submit: File in person for speed (recommended) or by mail if timing allows. Include the correct fee and clear return/shipping instructions.
5. Monitor & Correct: If the office flags an issue (e.g., wrong copy or incomplete notarization), fix it immediately to avoid returns and re-queues.
6. Delivery: Receive same-day scans for immediate 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, North Dakota apostilles move fast.”

Document Playbooks

Birth Certificate Apostille

A certified North Dakota birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad.Order a fresh certified copy from ND Vital Records. Hague destinations accept a one-page apostille; non-Hague destinations require a North Dakota authentication plus consular legalization.If the recipient is strict about signer recognition, rely on a state registrar copy to ensure the signature is on file.

Use cases: Spanish/Portuguese long-stay visas, Italian/Irish citizenship by descent, marriage abroad, university enrollments, professional licensing abroad.

Marriage Certificate Apostille

North Dakota marriage certificates are often apostilled for spousal visas and marriage recognition overseas.Many registries also request a single-status or “no impediment” affidavit (notarized and apostilled). If there was a prior marriage, an apostilled divorce decree may be required to prove capacity to marry.

Divorce Decree Apostille

Obtain a certified copy from the Clerk of District Court in the county where the divorce was granted. Confirm whether your recipient wants the entire decree or a short form.For remarriage abroad, expect to present both the apostilled divorce decree and—after the new ceremony is recorded—the apostilled new marriage certificate.

Death Certificate Apostille

Apostilled death certificates facilitate estates, insurance claims, and property transfers abroad.If probate orders or letters testamentary/administration are involved, those may need separate apostilles. Ask the foreign registry whether it needs only the death certificate or a complete probate packet.

Diploma & Transcript Apostille

Institutions such as NDSU (Fargo), UND (Grand Forks), Minot State, Dickinson State, Valley City State, Mayville State, University of Mary (Bismarck), University of Jamestown,and community colleges like Bismarck State College and North Dakota State College of Science typically issue a registrar letter certifying the diploma/transcript or provide a sealed packet addressed to the Secretary of State.Do not open sealed envelopes; the state must break the seal.

Notarized Documents (POA, Affidavits, Consents)

Ensure the notary block is complete and North Dakota–compliant. If your destination requires specific wording, bring that language to the notary.Common examples include real-estate powers of attorney, parental travel consents, translator affidavits, corporate authorization letters, employment verifications, and engineering or equipment statements.

Corporate Documents

For foreign banking or corporate setup, expect requests for Articles/Certificates of Incorporation or Organization, a Certificate of Good Standing/Existence, and a board resolution naming signatory authority.Some banks insist on state-certified copies; others accept notarized corporate documents (then apostilled). Ask the bank for its exact checklist to avoid rework.

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 North Dakota.Many visa programs (Spain, Portugal, Colombia, Brazil) require this federal apostille alongside North Dakota apostilles on vital records.

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

North Dakota Use Cases & Scenarios

Energy & Engineering Projects

A Williston-based services company partnering with firms in Norway or Canada may need an apostilled Certificate of Good Standing, board resolutions, and notarized power-of-attorney documents authorizing signers for tenders or bank accounts.Same-day scans let the foreign counterparty pre-approve while originals are in transit.

Immigration & Family Relocation

A family in Fargo relocating to Lisbon may need apostilled birth certificates for the children, an apostilled marriage certificate for the parents, and federally apostilled FBI reports for the adults.Schools abroad could also ask for an apostilled enrollment letter or a notarized vaccination statement (then apostilled). Respect 60–90 day issuance windows to avoid re-ordering.

Study & Work Abroad

An UND graduate heading to a program in Milan might be asked for an apostilled diploma and transcript, a notarized/apostilled scholarship or funding letter, and a federally apostilled FBI report.Italy frequently requires certified translations—confirm whether the translation happens after the apostille or via a translator affidavit that itself is notarized and then apostilled.

Marriage Abroad

A couple from Bismarck marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit, and—if applicable—an apostilled divorce decree.Municipal registrars often enforce issuance windows (commonly 90 days); plan your orders accordingly.

Adoption

Adoption dossiers commonly involve apostilled court orders, notarized medical letters, financial statements, employment verifications, and vital records.For non-Hague countries, you’ll need the two-step North Dakota authentication + consular legalization; sequencing and courier logistics matter.

Dual Citizenship

Italian and Irish citizenship by descent typically require multiple generations of North Dakota records—each apostilled—plus certified translations.Build the family chain first, then schedule apostilles in batches so issuance dates remain “fresh.”

Aviation, Ag, and Heavy Equipment

Cross-border aircraft maintenance agreements, agricultural equipment leases, and OEM authorizations often call for apostilled POAs, corporate resolutions, and technical certs.Banks may also request apostilled Good Standing and officer identification affidavits before releasing funds internationally.

Counties, Cities & Campuses Served

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

• Counties: Cass, Burleigh, Grand Forks, Ward, Williams, Stark, Morton, Stutsman, Richland, Ramsey, Barnes, Rolette, McKenzie, Mercer, Morton, Pembina, Walsh, Traill, Bottineau, Sargent, Emmons, Kidder, Dunn, Hettinger, Golden Valley, Billings, Divide, McLean, Mountrail, Renville, Sheridan, Sioux, Towner, Wells.
• Cities/Towns: Fargo, Bismarck, Grand Forks, Minot, West Fargo, Williston, Dickinson, Mandan, Jamestown, Wahpeton, Devils Lake, Valley City, Watford City, Beulah, Hazen, Grafton, Horace, Lincoln, New Town, Carrington, Rugby.
• Universities & Colleges (examples): North Dakota State University (NDSU), University of North Dakota (UND), Minot State University, Dickinson State University, Valley City State University, Mayville State University, University of Mary, University of Jamestown, Bismarck State College, North Dakota State College of Science (NDSCS), Williston State College, Lake Region State College.

Hague vs. Non-Hague Destinations

Hague countries accept a North Dakota apostille; non-Hague countries require a North Dakota authentication plus consular legalization.The destination determines the route and influences translation sequencing and consulate appointments.

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

We handle both pathways and provide same-day scans after the state step so you can schedule consulates or upload to portals while originals are in transit.

Timelines, Dependencies & Risks

DIY by Mail: Budget 4–6+ weeks given mailing time, agency queues, and the possibility of returns for corrections. If you face a fixed travel date, start date, property closing, or tender deadline, mail-in can be risky unless you start early.

In-Person Filing: With correct readiness, many North Dakota apostilles complete 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 process is separate from North Dakota’s. Run 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 that itself gets notarized and then apostilled.

Mistakes to Avoid

• Sending federal documents to Bismarck: FBI, IRS, USDA/FDA, and SSA letters must be apostilled by the U.S. Department of State, not by North Dakota.
• Submitting photocopies: Apostilles attach to certified copies or properly notarized originals—never to plain copies or scans.
• Incomplete notarization: Missing venue, incomplete certificate wording, no printed notary name, absent commission details, or no stamp will trigger rejection.
• Using a local signer not on file: If a county official’s signature isn’t recognized, the filing can be returned. Use a state-issued vital record or confirm signer recognition first.
• Opening sealed registrar packets: Don’t open them. If opened, you’ll need a new sealed packet from the school.
• Old vital records: If the recipient requires issuance within 60–90 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 (North Dakota) 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/officer statements?
• Is your destination Hague (apostille) or non-Hague (authentication + consular legalization)?
• Does the recipient require a freshness window (often 60–90 days)?
• Do you need translations, and what is the proper sequence relative to the apostille?
• What is your deadline (visa interview, start date, closing, tender, enrollment)?
• Will same-day scans let you begin downstream steps while originals ship?

FAQ

Who issues North Dakota apostilles?

The North Dakota Secretary of State — Notary & Authentications in Bismarck issues apostilles and authentications for North Dakota documents.

Can North Dakota 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 North Dakota apostilles be completed?

Mail-in often takes 4–6+ weeks. With complete readiness and in-person filing, same-day or 24-hour results are frequently 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 (commonly within 60–90 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 North Dakota 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 Minnesota-, South Dakota–, or Montana–notarized affidavit must be apostilled in its state of notarization, not in North Dakota.

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 North Dakota 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
• FBI Background Check Apostille (Federal)
• Power of Attorney & Notarized Documents Apostille

Disclaimer: Requirements and timelines reflect common practices of the North Dakota 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.