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

If you need to use a Virginia–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 shows up with everyday paperwork: a birth certificate ormarriage certificate from the Virginia Department of Health (VDH) Division of Vital Records;a divorce decree certified by a Circuit Court Clerk;diplomas/transcripts from UVA, Virginia Tech, William & Mary, GMU, VCU, JMU, ODU, or Liberty University;or a notarized power of attorney for a property transaction in Italy or Spain.The apostille is a standardized one-page certificate that verifies the signature and capacity of the Virginia official or notary who signed your document, allowing it to be accepted abroadwithout additional embassy steps when the destination participates in the Hague Convention.

Virginia’s global footprint is deep: federal contracting, cybersecurity, and data centers in Northern Virginia; shipbuilding, logistics, and defense in Hampton Roads;technology and biotech clusters around Richmond and the I-95 corridor; and higher education powerhouses statewide. Families, students, researchers, and companies regularly need documents that “travel well.”This comprehensive guide explains who issues apostilles in Virginia, 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 a DIY mail-in.

Quick Answer

Authority: Apostilles and authentications for Virginia documents are issued by the Virginia Secretary of the Commonwealth — Authentications in Richmond.

Eligible Documents: Certified vital records (birth, death, and marriage certificates from the VDH Division of Vital Records;some marriage certificates may also be issued by Circuit Court Clerks); divorce decrees and other court orders certified by the Circuit Court Clerk;notarized documents (POAs, affidavits, consents) notarized by a Virginia notary; academic records (diplomas/transcripts with registrar certification or sealed packets);and business records (Certificates of Good Standing/Fact and certified filings from the Virginia State Corporation Commission (SCC) — often followed by a state apostille).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 commonly takes 4–6+ weeks. With complete readiness, in-person filing can produce 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 is a standardized certificate established by the 1961 Hague Apostille Convention. It verifies the authenticity of an official’s signature/stamp and the capacity of the signer—for example, a state registrar, court clerk, university registrar, or notary public. The apostille does not validate the content of your document;it confirms that the Virginia official or notary had authority when they signed or sealed it, so foreign offices can accept the document without further inquiries.

If both the issuing jurisdiction (Virginia/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 follows a two-step path: (1) a Virginia authentication issued by the Secretary of the Commonwealth and (2) consular legalization by 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 Virginia?

The Virginia Secretary of the Commonwealth — Authentications issues apostilles and authentications for documents originating in the Commonwealth of Virginia. Common categories include:

• Vital Records — Certified birth, death, and marriage certificates issued by the VDH Division of Vital Records (state registrar) in Richmond.Some marriage certificates can also be issued by the Circuit Court Clerk where the license was recorded.Divorce decrees are certified by the Circuit Court Clerk in the city/county where the judgment was entered.
• Court Records — Name changes, adoptions/guardianships, probate orders, criminal dispositions, and judgments certified by the appropriate Circuit Court Clerk with seal and certification page.
• Notarized Documents — Affidavits, POAs, parental travel consents, translator affidavits, employment verifications, corporate resolutions, and other statements notarized by a Virginia notary public.Virginia pioneered electronic notarization and permits remote online notarization (RON); always confirm acceptance with your destination.
• Academic Records — Diplomas, transcripts, and registrar letters from University of Virginia, Virginia Tech, William & Mary,George Mason University, Virginia Commonwealth University, James Madison University, Old Dominion University, Liberty University,University of Richmond, Norfolk State University, Virginia State University, Radford University, Mary Washington, Longwood, Hampton University, VMI, and others.Registrar certification or sealed packets are typical.
• Business Records — Articles/Certificates of Incorporation or Organization, Certificates of Good Standing/Fact, and certified copies from the Virginia State Corporation Commission (SCC);plus notarized corporate instruments (board resolutions, incumbency certificates, POAs) executed by officers or counsel per recipient requirements.In practice, SCC provides the certified record, and the Secretary of the Commonwealth issues the apostille over the SCC officer’s signature.

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

When Do You Need an Apostille?

Virginians most often need apostilles for:

• Immigration & Long-Stay Visas — Many European and Latin American destinations (Italy, Spain, Portugal, France, Mexico, Colombia, Brazil, Argentina, Chile) require apostilled vital records and a federally apostilled FBI report.
• Study Abroad & Professional Credentialing — Universities and licensing boards abroad often request apostilled diplomas, transcripts, registrar letters, and sometimes notarized/apostilled employment or licensure confirmations.
• Marriage Abroad — Civil registries commonly require apostilled birth/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 Virginia records with apostilles and certified translations.
• Business & Banking Overseas — Foreign registries and banks may require apostilled SCC certificates, 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.
• Defense/Tech/Logistics — Cross-border contracts and compliance packets can call for apostilled corporate authorizations, POAs, 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 sequencing 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. Virginia will not apostille photocopies, uncertified vital records, or incomplete notary certificates.Use the standards below to avoid returns and re-queues.

Vital Records (Birth, Marriage, Death)

• Birth & Death: Obtain certified copies from the VDH Division of Vital Records (Richmond) or authorized local offices that issue state-registrar certificates. Photocopies/scans are not acceptable.
• Marriage: Request a certified marriage certificate from VDH or the Circuit Court Clerk that recorded the license (e.g., Fairfax Circuit Court, Virginia Beach Circuit Court). Ensure the certification page and seal are present.
• Divorce: Order a certified decree from the Circuit Court Clerk in the city/county where the divorce was granted. Some recipients need the full decree; others accept an abstract — always ask first.
• Freshness Window: If your recipient requires issuance within 60–90 days, order fresh copies shortly 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 Circuit Court Clerk.
• Complete Packet: Include every page referenced in the certification. Removing staples can invalidate the certification.

Notarized Documents (POA, Affidavits, Consents)

• Virginia Notary Required: The notarial act must be performed by a duly commissioned Virginia notary public. Virginia authorizes e-notarization and RON; verify your destination accepts it.
• Complete Certificate: Use a Virginia acknowledgment or jurat with venue (Commonwealth/County/City), date, printed notary name, signature, commission number/expiration, and stamp/embossing as applicable.
• Destination Wording: If the foreign authority requires specific notary language, 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 prepare a sealed packet addressed to the Secretary of the Commonwealth.
• Sealed Envelopes: Do not open sealed registrar packets. The state must break the seal; opened packets are typically rejected.
• Name Variations: If your name changed (marriage/adoption), collect connecting records (and apostille them if required).

Business Records (Articles, Good Standing/Fact, Resolutions)

• SCC-Certified Copies: When a foreign bank/registry needs state certification, order certified copies or a Certificate of Good Standing/Fact from the Virginia SCC — Clerk’s Office.
• Notarized Corporate Instruments: Resolutions, incumbency certificates, and officer statements should be notarized correctly in Virginia if requested by the recipient.
• Flow: Typically, obtain the SCC certification first, then secure the apostille from the Secretary of the Commonwealth over the SCC officer’s signature.

Step-by-Step Process

1. Identify the Issuer: Is your document state/local (Virginia) or federal? Virginia documents go to the Secretary of the Commonwealth; 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 SCC-certified corporate copies per category.
3. Choose the Route: Hague destination = apostille. Non-Hague = Virginia authentication + consular legalization. Confirm destination rules and any freshness windows.
4. Submit: File in person in Richmond (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 Virginia, 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 Virginia birth certificate is routinely required for visas, dual citizenship, study abroad, and marriage abroad.Order a certified copy from the VDH Division of Vital Records. Hague destinations accept a one-page apostille; non-Hague destinations require a Virginia authentication followed by consular legalization.If the foreign authority is strict about registrar signatures, request a copy bearing a current signature on file with the Secretary of the Commonwealth.

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

Marriage Certificate Apostille

Virginia marriage certificates are available via VDH Vital Records and from the issuing Circuit Court Clerk.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 required to prove capacity to marry.

Divorce Decree Apostille

Obtain a certified copy from the Circuit Court Clerk in the jurisdiction where the divorce was granted (e.g., Fairfax County, Virginia Beach, Richmond, Loudoun, Arlington, Norfolk).Ask whether the 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, life insurance, and property transfers abroad. If letters testamentary/administration or probate orders are required, those items typically need their own apostilles.Confirm whether the foreign registry needs only the death certificate or a full probate packet (will + order + letters).

Diploma & Transcript Apostille

Institutions such as UVA, Virginia Tech, William & Mary, George Mason, VCU, JMU, ODU, Liberty, University of Richmond,Norfolk State, Virginia State, Radford, Mary Washington, Longwood, Hampton, and VMI can provide a registrar letter or a sealed packet addressed to the Secretary of the Commonwealth.Do not open sealed envelopes; opened packets are usually rejected and must be reissued.

Notarized Documents (POA, Affidavits, Consents)

Ensure your notary block is Virginia-compliant and complete. If your foreign authority provides specific 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 distributor declarations.

Corporate Documents

For foreign banking or corporate setup, expect requests for Articles/Certificates of Incorporation or Organization, a Certificate of Good Standing/Fact from the SCC, and a board resolution granting signatory authority.Some banks insist on SCC-certified copies; others accept properly notarized officer statements (then apostilled). Always ask the bank/registry for an 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 Virginia Secretary of the Commonwealth.Many visa programs (Spain, Portugal, Colombia, Brazil, Korea) require this federal apostille alongside Virginia apostilles for vital records.

Guide: How to Apostille an FBI Background Check.

Virginia Use Cases & Scenarios

Immigration & Family Relocation

A family in Arlington relocating to Lisbon may need apostilled birth certificates for the children (state-registrar copies), an apostilled Arlington or Fairfax marriage certificate,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 graduate from UVA or Virginia Tech 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 Virginia Beach marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit (notarized in Virginia), and an apostilled divorce decree if applicable.Civil registries abroad frequently enforce 90-day issuance windows; plan your record 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 Virginia 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 Virginia records—each apostilled—plus certified translations.Build the family chain first, then apostille in batches so issuance dates align and remain “fresh.”

Defense, Tech & Ports/Logistics

Cross-border supply agreements, engineering POAs, distributor appointments, and compliance attestations often call for apostilled corporate resolutions, POAs, and technical certificates.Banks abroad can require apostilled SCC Certificates of Good Standing/Fact and officer identification affidavits before releasing funds.

Counties, Cities & Campuses Served

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

• Counties & Independent Cities (examples): Fairfax, Prince William, Loudoun, Arlington (county), Henrico, Chesterfield, Albemarle, Stafford, Spotsylvania, Hanover, James City, York, Roanoke (county), Montgomery;Cities of Virginia Beach, Norfolk, Chesapeake, Richmond, Newport News, Alexandria, Hampton, Portsmouth, Suffolk, Roanoke, Lynchburg, Charlottesville, Fredericksburg, Manassas, Manassas Park, Fairfax City, Williamsburg, Harrisonburg, Danville, Martinsville, Winchester.
• Universities & Colleges (examples): University of Virginia, Virginia Tech, William & Mary, George Mason University, Virginia Commonwealth University, James Madison University, Old Dominion University, Liberty University, University of Richmond, Norfolk State University, Virginia State University, Radford University, University of Mary Washington, Longwood University, Hampton University, Christopher Newport University, VMI, Washington & Lee, Eastern Mennonite University, Regent University, Randolph-Macon, Marymount University, Sweet Briar College.

Hague vs. Non-Hague Destinations

Hague countries accept an apostille; non-Hague countries require a Virginia 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 Virginia authentication followed by consulate legalization.

We handle both pathways 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: 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 Virginia apostilles finish 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 Virginia’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 Richmond: FBI, IRS, USDA/FDA/NOAA, and SSA letters must be apostilled by the U.S. Department of State—not by the Virginia Secretary of the Commonwealth.
• 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.
• SCC vs. SOC confusion: Corporate certifications come from the SCC; the apostille comes from the Secretary of the Commonwealth. You often need both.
• Late starts: Embassy appointment backlogs and translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document state/local (Virginia) or federal?
• Do you have a certified copy (vital/court/SCC) 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 SCC-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 Virginia apostilles?

The Virginia Secretary of the Commonwealth — Authentications (Richmond) issues apostilles and authentications for Virginia documents.

Do I need a county pre-certification step?

Generally no. Virginia authenticates state officials, Circuit Court clerks, school registrars, SCC officers, and notaries directly. The key is obtaining the correct certified copy or a proper notarization.

Can Virginia 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 Virginia 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 available by quote.

Can you handle non-Hague legalizations?

Yes. We manage the Virginia 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 Maryland- or District of Columbia–notarized affidavit must be apostilled in that jurisdiction, not in Virginia.

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