Puerto Rico Apostille Services — Birth, Marriage, Diplomas, FBI & Business

If you need to use a Puerto Rico–issued document overseas, the receiving authority will almost certainly ask for anapostille (“apostilla”) under the Hague Convention—or, if your destination is not a Hague member, for astate authentication followed by consular legalization. You’ll see this requirement for everyday documents:a birth certificate (“certificación de nacimiento”) from the Registro Demográfico;a marriage certificate (“certificación de matrimonio”) from the same registry or a municipal office;a divorce decree (“sentencia de divorcio”) certified by the Tribunal de Primera Instancia;diplomas and transcripts from the Universidad de Puerto Rico, Interamericana, Sagrado Corazón, Ana G. Méndez, Politécnica, Ponce Health Sciences University, or other institutions;or a notarized power of attorney (“poder”) prepared by a Puerto Rico attorney–notary (“abogado-notario”).The apostille is a one-page certificate that verifies the signature and official capacity of the Puerto Rico official or notary who signed your document—so it can be accepted abroad without extra embassy steps when the destination is a Hague member.

Puerto Rico’s footprint is global—biopharma manufacturing in the north and south coasts; aerospace and medical devices in Bayamón, Aguadilla, and Isabela;fintech and export services in San Juan; tourism from Rincón to Vieques and Culebra; agriculture in the central mountains; and vibrant higher education across the island.Families, students, healthcare professionals, researchers, and businesses frequently need documents that “travel well.”This comprehensive guide explains who issues apostilles in Puerto Rico, what qualifies, how to prepare each document correctly, realistic timelines, pitfalls to avoid,and when an expedited in-person filing is smarter than a do-it-yourself (DIY) mail-in submission.

Quick Answer

Authority: Apostilles and authentications for Puerto Rico documents are issued by the Departamento de Estado de Puerto Rico — Sección de Autenticaciones in San Juan.

Eligible Documents: Certified vital records (birth, marriage, death) from the Registro Demográfico;court judgments (e.g., divorce decrees, custody orders) certified by the Tribunal de Primera Instancia;notarized documents executed before a Puerto Rico abogado-notario; academic records (diplomas/transcripts with registrar certification or sealed packets);and corporate records (Certificates of Existence/Good Standing and certified filings from the Departamento de Estado — Corporaciones).Federal documents (FBI background checks, etc.) must be 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 yield same-day or 24-hour results.

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

What Is an Apostille?

An apostille (“apostilla”) is a standardized certificate under the 1961 Hague Apostille Convention.It does not validate the content of your document; it verifies the authenticity of the signature/seal and the official capacity of the signer—Registrar of the Registro Demográfico, court clerk (Secretaría), university registrar, corporate officer recognized by the Department of State, or Puerto Rico notary public (who is also an attorney).If both the issuing jurisdiction (Puerto Rico/USA) and your destination country are Hague members, the apostille makes your document self-authenticating abroad—no additional embassy or consulate step.

For non-Hague destinations, your document follows a two-step path: (1) a Puerto Rico authentication (similar certificate used for non-Hague countries) and (2) consular legalization at the destination country’s embassy/consulate in the U.S.The correct route depends on the destination and sometimes the specific ministry, registry, or university receiving your file.

Who Issues Apostilles in Puerto Rico?

The Departamento de Estado de Puerto Rico — Sección de Autenticaciones (San Juan) issues apostilles and authentications for documents originating in Puerto Rico. Common categories include:

• Vital Records — Certified certificaciones of nacimiento (birth), matrimonio (marriage), and defunción (death) issued by the Registro Demográfico. For many purposes abroad, request the long-form record (“copia larga”) on security paper.
• Court Records — Sentencias (judgments), órdenes (orders), name-change decrees, adoption rulings, and probate orders certified by the Tribunal de Primera Instancia (Secretaría) in the judicial region where the case was heard.
• Notarized Documents — Affidavits, powers of attorney (poderes), declarations, consents, certified translations with translator’s affidavit, and other instruments authorized before a Puerto Rico abogado-notario. Puerto Rico is a civil-law notarial system; notaries are licensed attorneys who keep a protocol and issue testimonios and actas notariales.
• Academic Records — Diplomas, transcripts, and registrar letters from campuses of the Universidad de Puerto Rico (Río Piedras, Mayagüez, Ciencias Médicas, etc.), Interamericana, Ana G. Méndez (UNE, UMET, Turabo), Universidad del Sagrado Corazón, Politécnica, Pontificia Universidad Católica de Puerto Rico, Ponce Health Sciences University, and others. Typically, a registrar letter or sealed packet is required.
• Business Records — Certificates of Existence/Good Standing (certificados de existencia o vigencia), certified copies of filings, and corporate resolutions issued or recognized by the Departamento de Estado — Corporaciones and/or notarized by a Puerto Rico notary for foreign registries and banks.

Federal documents—FBI background checks, IRS letters, USDA/FDA export certificates, Social Security letters—must be apostilled by the U.S. Department of State in Washington, D.C., not by Puerto Rico.

When Do You Need an Apostille?

Puerto Rico residents, former residents, and entities most commonly need apostilles for:

• Immigration & Long-Stay Visas — European/Latin American destinations (Spain, Italy, Portugal, France, Mexico, Colombia, Brazil, Argentina, Chile) often require apostilled vital records and a federally apostilled FBI report.
• Study Abroad & Professional Credentialing — Universities and licensing boards abroad ask for apostilled diplomas, transcripts, registrar letters, and sometimes notarized/apostilled employment or licensure verifications.
• Marriage Abroad — Civil registries commonly require apostilled birth/marriage records plus a notarized/apostilled single-status affidavit (certificación de soltería / no impediment).
• International Adoption — Dossiers often include apostilled court orders, notarized medical/financial affidavits, and apostilled vital records.
• Dual Citizenship — Italian, Spanish, Portuguese, Irish, and Polish programs frequently require multi-generational Puerto Rico records with apostilles and certified translations.
• Business & Banking Abroad — Foreign registries and banks may require apostilled Certificates of Existence/Good Standing, certified filings, and board resolutions to open accounts or qualify entities abroad.
• Property & Estates — Apostilled probate records, wills, and death certificates are used to administer estates or transfer property outside the U.S.
• Healthcare & Professional Mobility — Physicians, nurses, pharmacists, engineers, teachers, and other professionals may need apostilled diplomas, licenses, and experience letters.

DIY vs. Expedited Service

Factor	DIY Mail-In	Our Expedited Service
Timeline	4–6+ weeks, longer with errors/returns	Same-day/24-hour possible with readiness
Risk of Rejection	Higher — wrong copy, short-form vital record, incomplete notary formula	Lower — expert pre-check and destination-specific wording
Visibility	Limited once mailed	Proactive updates + same-day scans
Effort	You gather, mail, track, and troubleshoot	We prep, file in person, monitor, and deliver
Non-Hague Legalizations	Multiple steps on you (state + consulate)	We handle state authentication and coordinate consulate
Best For	No deadlines; low-stakes uses	Fixed interviews, start dates, closings, enrollments

Pricing & ETA

Document Readiness

Fast results start with flawless paperwork. Puerto Rico will not apostille photocopies, uncertified vital records, or incomplete notarial certificates. Use the standards below to avoid returns.

Vital Records (Registro Demográfico)

• Order certified copies on security paper directly from the Registro Demográfico. When in doubt, request the long-form version (copia larga).
• Birth/Marriage/Death: Ensure the registrar’s signature and embossed or printed security elements are present. Photocopies/scans are not acceptable.
• Freshness window: Many foreign recipients want issuance within 60–90 days. Time your order accordingly.
• Do not alter: Keep staples intact; do not laminate or highlight; avoid sticky notes that can lift seals.

Court Records (Tribunal de Primera Instancia)

• Request a certified copy (copia certificada) from the court’s Secretaría with the court’s seal and certification page.
• Include complete packets when the certification references multiple pages or annexes. Removing staples can invalidate the certification.

Notarized Documents (Abogado-Notario)

• Puerto Rico notaries are attorneys. Notarial instruments must carry the proper testimonio or acta, with protocol references and the notary’s signature, seal, and rubric.
• Precise wording: If your destination (e.g., Spain or Portugal) requires specific notarial formulas, bring that language to the notary so the instrument matches foreign civil-law expectations.
• Translator affidavits: If you commission a translation locally, many destinations accept a translator’s affidavit notarized in Puerto Rico, then apostilled. Others require sworn translators in the destination country—verify first.

Academic Records (Universities & Schools)

• Ask the university to issue a registrar letter attesting to the authenticity of the attached diploma/transcript or to prepare a sealed packet addressed to the Puerto Rico Department of State.
• Do not open sealed envelopes. The Department of State must break the seal; opened packets are typically rejected.
• If your name has changed, gather connecting records (and apostille them as needed) so the recipient can reconcile identities.

Business Records (Corporaciones)

• For foreign banking/registries, obtain a Certificate of Existence/Good Standing (certificado de existencia o vigencia) and any certified copies of filings from the Department of State.
• Prepare notarized corporate instruments (resolutions, incumbency certificates, POAs) as requested by the recipient. Ensure officer names and titles match the corporate registry.
• Keep entity names and registry numbers consistent across all records and translations.

Step-by-Step Process

1. Identify the issuer — Puerto Rico (state/local) or U.S. federal. Puerto Rico documents go to the PR Department of State; federal documents go to the U.S. Department of State.
2. Make it “apostille-ready” — Obtain certified vital/court copies, complete notarial instruments, registrar letters or sealed envelopes, and corporate certificates as applicable.
3. Confirm the route — Hague destination = apostille. Non-Hague = Puerto Rico authentication + consular legalization. Check freshness windows and translation rules.
4. Submit — File in person in San Juan (fastest) or by mail. Include correct fees and clear return/shipping instructions.
5. Monitor & correct — If an issue is flagged (short-form record, missing notarial element), fix immediately to avoid re-queueing.
6. Delivery — Receive same-day scans for immediate use; originals ship domestically or internationally per your preference.

“In Puerto Rico, readiness is everything: long-form records, complete notarial formulas, and the correct route. When those align, apostilles move quickly.”

Document Playbooks

Birth Certificate Apostille (Certificación de Nacimiento)

A certified Puerto Rico birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad.Request a long-form copy from the Registro Demográfico. Hague destinations accept a one-page apostille; non-Hague destinations require a Puerto Rico authentication followed by consular legalization.If the recipient scrutinizes registrar signatures, ask for a version featuring a signature known to the Department of State’s authentication unit.

Common uses: Long-stay visas (Spain/Portugal/Italy), citizenship by descent (Italy/Ireland/Portugal/Poland/Spain), civil marriages abroad, university admissions, professional licensing.

Marriage Certificate Apostille (Certificación de Matrimonio)

Obtain a certified copy from the Registro Demográfico (or a municipal office that issues the same). Many destinations also require a single-status affidavit (no impediment)—have it notarized by a Puerto Rico notary and apostilled.If there was a prior marriage, an apostilled divorce decree is commonly required to prove capacity to marry.

Divorce Decree Apostille (Sentencia de Divorcio)

Request a certified copy from the Tribunal de Primera Instancia where the divorce was granted.Confirm whether your recipient needs the complete decree with findings or will accept an extract. For remarriage abroad, expect to present both the apostilled divorce decree and—after the new ceremony is recorded—an apostilled new marriage certificate.

Death Certificate Apostille (Certificación de Defunción)

Apostilled death certificates are used for estates, life insurance, and property transfers abroad. If letters testamentary/administration or probate orders are required, those items typically need their own apostilles.Ask the foreign registry whether they need only the death record or a full probate packet (will + order + letters).

Diploma & Transcript Apostille

Institutions such as the Universidad de Puerto Rico (Río Piedras, Mayagüez, Ciencias Médicas, Arecibo, Bayamón, Carolina, Cayey, Humacao, Ponce, Utuado),Interamerican University, Ana G. Méndez (UNE/UMET/Turabo), Universidad del Sagrado Corazón, Politécnica, Pontificia Católica, and Ponce Health Sciences Universitytypically provide a registrar letter or a sealed packet addressed to the Department of State. Do not open sealed envelopes.For professional licensing abroad (nursing, engineering, teaching), verify whether notarized experience letters or course syllabi also need apostilles.

Notarized Documents (Poderes, Affidávits, Actas)

Ensure the notarial instrument follows Puerto Rico civil-law formalities: venue, date, parties’ identification, clear purpose, and the notary’s signature, seal, and protocol references.If your foreign authority dictates specific text (common in Spain, Portugal, and Latin America), bring that formula to the notary to avoid re-drafting.Translator affidavits and company authorizations can also be notarized and apostilled.

Corporate Documents (Corporaciones)

For foreign banking or corporate setup, expect requests for Certificates of Existence/Good Standing, certified copies of articles or amendments, and board resolutions granting signatory authority.Some institutions insist on Department of State–certified copies; others accept properly notarized officer statements (then apostilled). Always obtain the recipient’s exact checklist to avoid rework.If the entity recently changed its name or merged, consider apostilling the amendment or merger certificate to demonstrate chain of title.

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 the Puerto Rico Department of State.Many visa programs (Spain, Portugal, Colombia, Brazil, South Korea) require this federal apostille in addition to apostilled Puerto Rico vital records.

Guide: How to Apostille an FBI Background Check.

Puerto Rico Use Cases & Scenarios

Relocation to Spain or Portugal (Families & Retirees)

A family in Guaynabo moving to Madrid may need apostilled birth certificates for children (long-form), an apostilled marriage certificate, and federally apostilled FBI checks for both parents.Spanish schools often request an apostilled enrollment or vaccination affidavit; Spain frequently requires sworn translations by a traductor jurado.

Medical Professionals Working Abroad

A physician trained in San Juan heading to a fellowship in Italy might be asked for an apostilled diploma, transcript, medical license verification, and hospital employment letters (notarized and apostilled), plus an FBI apostille.Confirm translation sequence and whether a consular step is needed.

Marriage in Italy or Mexico

A couple from Bayamón marrying in Florence or Tulum could need fresh apostilled birth certificates, an apostilled single-status affidavit (notarized in Puerto Rico), and an apostilled divorce decree if applicable.Civil registries abroad often enforce 90-day issuance windows; plan your record orders accordingly.

International Adoption

Adoption dossiers often include apostilled court orders, notarized medical and financial statements, employment letters, and apostilled vital records.For non-Hague destinations, expect the two-step Puerto Rico authentication + consulate legalization route; sequencing and courier planning matter.

Dual Citizenship by Descent

Italian, Spanish, Portuguese, Irish, and Polish citizenship programs usually require multiple generations of Puerto Rico records—each apostilled—plus certified translations.Build the family chain first, then apostille in coordinated batches so issuance dates align and remain “fresh.”

Corporate Banking & Vendor Onboarding

A startup in San Juan opening accounts in Europe may be asked for apostilled Certificates of Existence/Good Standing, officer IDs (via notarized affidavits), and board resolutions.Name/tax number consistency across records and translations is crucial.

Municipalities & Campuses Served

We serve all of Puerto Rico, including but not limited to:

• Metro & North: San Juan, Bayamón, Carolina, Guaynabo, Trujillo Alto, Toa Baja, Toa Alta, Cataño, Dorado, Vega Alta, Vega Baja, Manatí, Arecibo, Barceloneta, Hatillo, Camuy, Isabela, Aguadilla, Moca, Quebradillas.
• East: Canóvanas, Loíza, Río Grande, Luquillo, Fajardo, Ceiba, Naguabo, Humacao, Las Piedras, Juncos, Gurabo, San Lorenzo, Yabucoa, Maunabo.
• South: Ponce, Peñuelas, Guayanilla, Yauco, Guánica, Lajas, Cabo Rojo, Sabana Grande, San Germán, Hormigueros, Mayagüez, Añasco, Rincón, Ponce hinterland (Jayuya, Adjuntas, Utuado).
• Center & West-Central: Caguas, Cayey, Aibonito, Coamo, Orocovis, Barranquitas, Comerío, Corozal, Morovis, Ciales, Florida, Lares, Utuado.
• Islands: Vieques and Culebra.
• Universities (examples): Universidad de Puerto Rico (Río Piedras, Mayagüez, Ciencias Médicas, Arecibo, Bayamón, Carolina, Cayey, Humacao, Ponce, Utuado), Interamericana, Ana G. Méndez (UNE/UMET/Turabo), Universidad del Sagrado Corazón, Universidad Politécnica, Pontificia Universidad Católica de Puerto Rico, Ponce Health Sciences University, EDP University, ICPR, Caribbean University.

Hague vs. Non-Hague Destinations

Hague member countries accept an apostille; non-Hague countries require a Puerto Rico authentication plus consular legalization.The route affects translation sequence and consular appointment lead times.

• Hague Countries (examples): Spain, Italy, 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 typically require Puerto Rico authentication followed by consulate legalization.

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

Timelines & Risks

DIY by mail: Allow 4–6+ weeks including mail time, office queues, and potential returns for corrections. If you have fixed travel dates, closings, start dates, or interviews, mail-in can be risky unless you start early.

In-person filing: With complete readiness, many apostilles finish in 24 hours or less. Pre-checking certification types, long-form vital records, registrar letters, and notarial text is the best defense against delays.

Federal track (FBI): The U.S. Department of State apostille process is separate from Puerto Rico’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 apostille or should be supported by a translator affidavit to be apostilled.

Mistakes to Avoid

• Sending federal documents to San Juan: FBI, IRS, USDA/FDA, and SSA letters must be apostilled by the U.S. Department of State—not Puerto Rico.
• Submitting short-form vital records: Many foreign authorities require the long-form record. When in doubt, order the long form.
• Incomplete notarial formalities: Missing rubric, seal, protocol data, venue, date, or ID details will cause rejection.
• Opening sealed registrar packets: Don’t open them. Replace any opened packet with a fresh sealed one.
• Old vital records: If the recipient requires issuance within 60–90 days, order fresh copies before filing.
• Wrong translation order: Clarify whether translation comes after the apostille or if a translator affidavit (then apostilled) is acceptable.
• Name/entity mismatches: For corporate filings, ensure names and registry numbers match exactly across certificates, resolutions, and translations.
• Assuming U.S. state rules: Puerto Rico’s civil-law notarial system differs from mainland states. Use Puerto Rico notaries for PR documents.
• Late starts: Embassy calendars and sworn translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document Puerto Rico–issued (state/local) or federal?
• Do you have a certified copy (vital/court) or a properly executed notarial instrument (affidavit/poder)?
• For school records, did the registrar prepare a sealed packet or provide a signed registrar letter?
• For corporate records, do you have Department of State certificates/copies or notarized resolutions/officer statements?
• Is your destination Hague (apostille) or non-Hague (authentication + consular legalization)?
• Does the recipient enforce 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, enrollment)?
• Will same-day scans let you begin downstream steps while originals ship?

FAQ

Who issues Puerto Rico apostilles?

The Departamento de Estado de Puerto Rico — Sección de Autenticaciones (San Juan) issues apostilles and authentications for Puerto Rico documents.

Do I need municipal pre-certification?

Generally no. Puerto Rico authenticates registrars, court clerks, university registrars, corporate officers on record, and notaries directly. The key is obtaining the correct certified copy or a proper notarial instrument.

Can Puerto Rico apostille my FBI background check?

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

How fast can Puerto Rico apostilles be completed?

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

Do apostilles expire?

An apostille doesn’t 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?

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

Can you handle non-Hague legalizations?

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

What if my notarized document was signed outside Puerto Rico?

Each jurisdiction apostilles its own documents. A Florida-notarized affidavit must be apostilled in Florida, not in Puerto Rico.

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 remove staples or add tabs?

No. Do not alter official packets. Removing staples, adding tabs, or highlighting can invalidate certifications.

Are you a government office?

No. We are experts in Puerto Rico 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 Puerto Rico Department of State (Departamento de Estado), the Puerto Rico Registro Demográfico, Puerto Rico courts, and the U.S. Department of State, but may change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.