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

If you need to use a Tennessee–issued document overseas, the receiving authority will almost certainly require anapostille (for Hague Convention countries) or, if your destination is not a Hague member, a state authentication followed by consular legalization.This affects many everyday records: a birth certificate ormarriage certificate from the Tennessee Department of Health’s Office of Vital Records,a divorce decree certified by a Clerk & Master, Circuit, or Chancery Court clerk,diplomas and transcripts from the University of Tennessee (UT), Vanderbilt, MTSU, Tennessee Tech,the University of Memphis, Belmont, ETSU, Sewanee, Lipscomb, Rhodes, Austin Peay, or a notarizedpower of attorney for a real-estate closing abroad.The apostille is a single-page certificate that verifies the signature and title of the Tennessee official or notary who signed your document,allowing it to be recognized internationally without additional embassy steps in Hague countries.

Tennessee’s global footprint is wide—automotive and advanced manufacturing in Chattanooga and Smyrna; healthcare, music, and publishing in Nashville;logistics and global trade through Memphis (home to a major international cargo hub); aerospace, energy, and research in Knoxville and Oak Ridge;and a robust network of universities and medical centers statewide. Families, students, and businesses routinely need documents that “travel well.”This comprehensive guide explains who issues apostilles in Tennessee, which documents qualify, how to prepare each category correctly,realistic timelines, pitfalls to avoid, and when an expedited in-person filing makes more sense than DIY mail-in.

Quick Answer

Authority: Apostilles and authentications for Tennessee documents are issued by the Tennessee Secretary of State — Division of Business Services (Notary/Apostille) in Nashville.

Eligible Documents: Certified vital records (birth/death/marriage from the TN Department of Health — Office of Vital Records;divorce decrees from Circuit/Chancery/Family Courts certified by the clerk), court orders certified by the appropriate clerk,notarized documents (POAs, affidavits, consents), academic records (diplomas/transcripts with registrar certification or sealed packets), and business records(Articles, Certificates of Existence, state-certified copies). Federal documents (e.g., FBI background checks) must be apostilled by the U.S. Department of State in Washington, D.C.

Turnaround: DIY mail-in often takes 4–6+ weeks. With complete readiness, in-person filing can produce 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 one-page certificate established by the 1961 Hague Apostille Convention. It verifies the authenticity of an official’s signature/stamp and the capacity of the signer—a state registrar, county clerk, court clerk, university registrar, or notary public. The apostille does not validate the content of your document;instead, it confirms that the Tennessee official or notary had authority when they signed or sealed it.

If both the issuing jurisdiction (Tennessee/USA) and your destination country are Hague members, the apostille makes your document self-authenticating overseas—no embassy visit required.For non-Hague destinations, your document takes a two-step path: (1) a Tennessee authentication from the Secretary of State and (2) consular legalization at the destination country’s embassy/consulate in the U.S.The correct route depends on the destination and sometimes on the specific ministry, school, or registry receiving your file.

Who Issues Apostilles in Tennessee?

The Tennessee Secretary of State — Division of Business Services (Nashville) issues apostilles and authentications for documents originating in Tennessee. Common categories include:

• Vital Records — Certified birth, death, and marriage certificates issued by the TN Department of Health — Office of Vital Records.Divorce decrees are certified by the Clerk of Circuit/Chancery/Family Court where the judgment was entered. (Some counties title the clerk “Clerk & Master.”)
• Court Records — Name-change orders, adoptions, guardianships, probate orders, criminal dispositions, and judgments certified by the appropriate court clerk with seal and certification page.
• Notarized Documents — Affidavits, powers of attorney, parental travel consents, translator affidavits, employment verifications, corporate resolutions, and other statements notarized by a Tennessee notary public.(Tennessee permits traditional notarization and authorized remote online notarization; always confirm acceptance with your destination.)
• Academic Records — Diplomas, transcripts, degree/enrollment verifications, and registrar letters from University of Tennessee (UT Knoxville, UT Chattanooga, UT Martin, UT Health Science Center),Vanderbilt University, Middle Tennessee State University (MTSU), Tennessee Tech, University of Memphis, Belmont University,East Tennessee State University (ETSU), Sewanee—The University of the South, Lipscomb, Rhodes, Austin Peay State University, and community/technical colleges.Registrar certification or sealed packets are standard.
• Business Records — Articles/Certificates of Incorporation or Organization, Certificates of Existence/Good Standing, and certified copies from the Tennessee Secretary of State — Business Services;plus notarized corporate instruments (board resolutions, incumbency certificates, POAs) executed by officers or counsel per recipient requirements.

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

When Do You Need an Apostille?

Tennesseans most commonly need apostilles for:

• Immigration & Long-Stay Visas — European and Latin American destinations (Italy, Spain, Portugal, France, Mexico, Colombia, Brazil, Argentina, etc.) often require apostilled vital records and a federally apostilled FBI report.
• Study Abroad & Professional Credentialing — Universities and licensing boards abroad may request apostilled diplomas, transcripts, registrar letters, and notarized/apostilled employment or licensure confirmations.
• Marriage Abroad — Civil registries commonly ask for apostilled birth and marriage records plus a notarized/apostilled single-status affidavit (“no impediment”).
• International Adoption — Dossiers typically include apostilled court orders, notarized medical/financial affidavits, and apostilled vital records.
• Dual Citizenship — Italian, Irish, Portuguese, Polish, and Spanish programs frequently require multi-generational Tennessee records with apostilles and certified translations.
• Business & Banking Overseas — Foreign banks/registries may require apostilled Articles, Good Standing/Existence, 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.
• Music/Healthcare/Logistics — Cross-border recording contracts, clinical collaborations, and supply agreements can call for apostilled POAs, corporate authorizations, and attestations.

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; course-correction is slow	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 & 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

Fast results start with flawless paperwork. Tennessee will not apostille photocopies, uncertified vital records, or incomplete notary certificates.Use these standards to avoid returns and re-queues.

Vital Records (Birth, Marriage, Death)

• Birth & Death: Obtain certified copies from the TN Department of Health — Office of Vital Records (state registrar) or authorized county offices that issue state-registrar certificates. Photocopies or scans are not acceptable.
• Marriage: Request a certified marriage certificate from the state Vital Records office or the county clerk that recorded the marriage (e.g., Davidson, Shelby, Knox, Hamilton, Rutherford, Williamson). Ensure the certification page and seal are present.
• Divorce: Order a certified decree from the court clerk (Circuit/Chancery/Family) in the county where the divorce was granted. Some recipients require the complete decree; others accept a short form/abstract—ask first.
• Freshness Window: If your recipient requires issuance within 60–90 days, order fresh copies before filing.
• Do Not Alter: Keep staples intact; do not laminate or highlight; avoid tabs/sticky notes that can damage seals.

Court Orders (Name Change, Adoption, Probate, Guardianship)

• Certified by Clerk: The order must bear the court’s seal and a certification by the proper court clerk (Circuit, Chancery, Probate/County as applicable).
• Complete Packet: Include every page referenced by the certification. Removing staples can invalidate the certification.

Notarized Documents (POA, Affidavits, Consents)

• Tennessee Notary Required: The notarial act must be performed by a duly commissioned Tennessee notary public (traditional or state-authorized remote online notarization, if acceptable to your destination).
• Complete Certificate: Use a TN acknowledgment or jurat with venue (State/County), date, printed notary name, signature, commission number/expiration, and stamp/embossing as applicable.
• Destination Wording: If the foreign authority requires specific wording, bring it to the notary to avoid re-notarization.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Ask your school to issue a registrar letter attesting to the authenticity of the attached diploma/transcript, or to prepare a sealed packet addressed to the Tennessee Secretary of State.
• Sealed Envelopes: Do not open sealed registrar packets. The Secretary of State must break the seal; opened packets are usually rejected.
• Name Variations: If your name changed (marriage/adoption), gather connecting records and apostille them as needed.

Business Records (Articles, Certificate of Existence, Resolutions)

• State-Certified Copies: If a foreign bank/registry requests state certification, order certified copies or a Certificate of Existence/Good Standing from the TN Secretary of State — Business Services.
• Notarized Corporate Instruments: Resolutions, incumbency certificates, and officer statements should be notarized correctly in Tennessee if required by the recipient.

Step-by-Step Process

1. Identify the Issuer: Is your document state/local (Tennessee) or federal? TN documents go to the Tennessee 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 = Tennessee authentication + consular legalization. Confirm your destination’s rules.
4. Submit: File in person (fastest) or by mail if timing allows. Include correct fees and a clear return/shipping instruction sheet.
5. Monitor & Correct: If the office flags an issue (e.g., wrong copy, incomplete notary block), respond immediately to avoid returns and new queues.
6. Delivery: Receive same-day scans for immediate use; originals ship domestically or internationally per your preference.

“In Tennessee, speed comes from readiness: the right copy, the right certification, the right route. When those align, apostilles move quickly.”

Document Playbooks

Birth Certificate Apostille

A certified Tennessee birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad.Order a certified copy from the TN Department of Health — Office of Vital Records or an authorized county office that issues state-registrar certificates.Hague destinations accept a standard apostille; non-Hague destinations require a Tennessee authentication followed by consular legalization.If the foreign authority cares which registrar signed the certificate, request a copy bearing a signature known to be on file with the Secretary of State.

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

Marriage Certificate Apostille

Tennessee marriage certificates are available through the state Vital Records office and county clerks. Request a certified copy with the appropriate certification page and seal.Many destinations also require a single-status affidavit (notarized and apostilled). If there was a prior marriage, an apostilled divorce decree is commonly needed to prove capacity to marry.

Divorce Decree Apostille

Obtain a certified copy from the court clerk (Circuit/Chancery/Family) where the divorce was granted.Ask whether your recipient needs the complete decree or will accept a short form/abstract. 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

Apostilled death certificates are used for estates, insurance, and property transfers abroad.If letters testamentary/administration or probate orders are required, those items generally need their own apostilles. Confirm whether the foreign registry needs only the death certificate or a full probate packet.

Diploma & Transcript Apostille

Institutions such as UT (Knoxville, Chattanooga, Martin, HSC), Vanderbilt, MTSU, Tennessee Tech, University of Memphis,Belmont, ETSU, Sewanee, Lipscomb, Rhodes, and Austin Peay typically provide a registrar letter or a sealed packet addressed to the Secretary of State.Do not open sealed envelopes; opened packets are usually rejected and must be reissued.

Notarized Documents (POA, Affidavits, Consents)

Ensure the notary block is Tennessee-compliant and complete. If your destination provides required phrasing, bring it to the notary.Common items: real-estate POAs, parental travel consents, translator affidavits, company authorization letters, employment confirmations, experience attestations for licensing, IP assignments, and dealer/distributor declarations.

Corporate Documents

For foreign banking or corporate setup, expect requests for Articles/Certificates of Incorporation or Organization, a Certificate of Existence/Good Standing, and a board resolution granting signatory authority.Some banks insist on state-certified copies; others accept properly notarized officer statements (then apostilled). Always request the bank/registry’s 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 in Washington, D.C. — not by the Tennessee Secretary of State.Many visa programs (Spain, Portugal, Colombia, Brazil) require this federal apostille alongside Tennessee apostilles for vital records.

Guide: How to Apostille an FBI Background Check.

Tennessee Use Cases & Scenarios

Immigration & Family Relocation

A family in Franklin moving to Lisbon may need apostilled birth certificates for the children (state-registrar copies), an apostilled Williamson County marriage certificate (or a state Vital Records copy),and federally apostilled FBI reports for both parents. Schools abroad might also request an apostilled enrollment letter or a notarized vaccination affidavit (then apostilled). Watch 60–90 day issuance windows.

Study & Work Abroad

A Vanderbilt or UTK graduate heading to Milan could be asked for an apostilled diploma and transcript, a notarized/apostilled scholarship letter, and a federally apostilled FBI check.Italy often requires certified translations—confirm whether to translate after apostille or to use a translator affidavit that itself is notarized and apostilled.

Marriage Abroad

A couple from Knoxville marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit (notarized in Tennessee), and an apostilled divorce decree if applicable.Civil registries abroad frequently enforce 90-day issuance windows; plan orders accordingly.

Adoption

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

Dual Citizenship

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

Healthcare, Music & Logistics

Cross-border clinical trials, recording/management contracts, and global supply/logistics agreements often call for apostilled corporate resolutions, POAs, compliance attestations, and technical certifications.Banks abroad can require apostilled Certificates of Existence/Good Standing and officer identification affidavits before releasing funds.

Counties, Cities & Campuses Served

We serve all of Tennessee, including but not limited to:

• Counties (examples): Davidson, Shelby, Knox, Hamilton, Rutherford, Williamson, Montgomery, Sumner, Wilson, Blount, Sevier, Madison, Washington, Sullivan, Carter, Maury, Anderson, Roane, Loudon, Putnam, Bradley, Greene, Hamblen, Coffee, Tipton, Robertson, Lawrence.
• Cities/Towns: Nashville, Memphis, Knoxville, Chattanooga, Clarksville, Murfreesboro, Franklin, Johnson City, Jackson, Hendersonville, Bartlett, Kingsport, Smyrna, Collierville, Brentwood, Germantown, Spring Hill, Cleveland, Cookeville, Oak Ridge, Gallatin, Maryville, La Vergne.
• Universities & Colleges (examples): University of Tennessee (Knoxville, Chattanooga, Martin, Health Science Center), Vanderbilt University, Middle Tennessee State University, Tennessee Tech University, University of Memphis, Belmont University, East Tennessee State University, Sewanee—The University of the South, Lipscomb University, Rhodes College, Austin Peay State University, Trevecca Nazarene University, Christian Brothers University, Lee University, Tennessee State University, Walters State & other community colleges.

Hague vs. Non-Hague Destinations

Hague member countries accept an apostille; non-Hague countries require a Tennessee authentication plus consular legalization.The route influences translation sequencing and appointment lead times at consulates.

• 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 typically require Tennessee authentication followed by consulate legalization.

We handle both pathways and provide same-day scans right 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, including mailing time, agency queues, and potential returns for corrections. If you have fixed travel dates, closings, start dates, or interviews, mail-in can be risky unless you begin early.

In-Person Filing: With complete readiness, many Tennessee apostilles complete in 24 hours or less.Pre-checking certification types, seals, registrar letters, and notary language is the best defense against delays.

Federal Track (FBI): The U.S. Department of State apostille process is separate from Tennessee’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 (notarized and then apostilled).

Mistakes to Avoid

• Sending federal documents to Nashville: FBI, IRS, USDA/FDA, and SSA letters must be apostilled by the U.S. Department of State—not by Tennessee.
• 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 missing stamp will trigger rejection.
• Opening sealed registrar packets: Don’t open them. If opened, obtain 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: Clarify whether translations come after the apostille or via a translator affidavit that itself is 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 (Tennessee) 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, enrollment)?
• Will same-day scans let you begin downstream steps while originals ship?

FAQ

Who issues Tennessee apostilles?

The Tennessee Secretary of State — Division of Business Services (Notary/Apostille) in Nashville issues apostilles and authentications for Tennessee documents.

Do I need a county pre-certification step?

Generally no. Tennessee authenticates state officials, court clerks, county clerks, and notaries directly. Ensure your copy is properly certified or notarized in Tennessee.

Can Tennessee 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 Tennessee 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 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?

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

Can you handle non-Hague legalizations?

Yes. We manage the Tennessee 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 Kentucky- or Georgia-notarized affidavit must be apostilled in that state, not in Tennessee.

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 Tennessee 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 Tennessee Secretary of State and the U.S. Department of State but may change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.