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

If you need to use a West Virginia–issued document overseas, chances are the foreign authority will ask for an apostille (for Hague Convention countries) or, if your destination is not a Hague member, a state authentication followed by consular legalization. This comes up more often than you might think: a birth certificate from the West Virginia Department of Health and Human Resources (DHHR) Vital Registration Office in Charleston; a marriage certificate issued by a County Clerk (for example, Kanawha, Monongalia, Berkeley, or Cabell); a divorce decree certified by a Circuit Court Clerk; diplomas or transcripts from West Virginia University, Marshall University, Fairmont State, Shepherd, Concord, or West Liberty; or a notarized power of attorney you plan to use for a property closing in Spain or a family matter in Mexico. The apostille is a one-page certificate attached to your document to verify the signature and official capacity of the West Virginia official or notary who signed it, allowing acceptance abroad without extra embassy steps when your destination participates in the Hague Convention.

West Virginia’s economy is tightly linked to international education, energy, advanced manufacturing, aerospace, healthcare, and supply chains across Appalachia and beyond. Students, families, researchers, mariners, and companies regularly need documents that “travel well.” This comprehensive guide explains who issues apostilles in West 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 do-it-yourself (DIY) mail-in submission.

Quick Answer

Authority: Apostilles and authentications for West Virginia documents are issued by the West Virginia Secretary of State — Notary & Apostille Division (Charleston). Regional offices exist, but final certificates are issued under the Secretary of State’s authority.

Eligible Documents: Certified vital records (birth/death from DHHR — Vital Registration; marriages typically from County Clerks); divorce decrees and other court orders certified by a Circuit Court Clerk; notarized documents (POAs, affidavits, consents) notarized by a West Virginia notary; academic records (diplomas/transcripts with registrar certification or sealed packets); and business records (Certificates of Good Standing/Existence and certified filings from the WV Secretary of State — Business & Licensing). 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 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 is a standardized certificate from the 1961 Hague Apostille Convention. It does not validate the content of your record. Instead, it verifies the authenticity of the signature/seal and the official capacity of the signer — for example, the state registrar, county or circuit clerk, university registrar, or a West Virginia notary public. If both the issuing jurisdiction (West Virginia/USA) and your destination country are Hague members, the apostille makes your document self-authenticating overseas.

For non-Hague destinations, your document follows a two-step path: (1) a West Virginia authentication (very similar certificate but labeled for non-Hague use), and (2) consular legalization at the destination country’s embassy/consulate in the U.S. Which path you need depends on the destination and sometimes the specific ministry, registry, or university that will receive your file.

Who Issues Apostilles in West Virginia?

The West Virginia Secretary of State — Notary & Apostille Division (Charleston) issues apostilles and authentications for documents originating within the state. Common categories include:

• Vital Records — Certified birth and death certificates from the DHHR — Vital Registration Office (state registrar). Marriage certificates are typically obtained as certified copies from the County Clerk that recorded the marriage (e.g., Kanawha, Monongalia, Berkeley, Cabell, Raleigh, Wood). Divorce decrees are certified by the Circuit Court Clerk in the county where the judgment was entered.
• Court Records — Name-change orders, adoptions/guardianships, probate orders, criminal dispositions, and judgments certified by the appropriate Circuit 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 West Virginia notary public. West Virginia permits remote online notarization (RON) under state law; always confirm your destination’s acceptance before using RON.
• Academic Records — Diplomas, transcripts, degree/enrollment verifications, and registrar letters from West Virginia University, Marshall University, Fairmont State University, Shepherd University, West Liberty University, Concord University, Glenville State University, Bluefield State University, Davis & Elkins College, University of Charleston, West Virginia State University, and community/technical colleges. Registrar certification or sealed packets are common.
• Business Records — Articles/Certificates of Formation or Incorporation, Certificates of Good Standing/Existence, and certified copies from the West Virginia Secretary of State — Business & Licensing Division; 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 export certificates, Social Security letters — must be apostilled by the U.S. Department of State (Washington, D.C.), not by West Virginia.

When Do You Need an Apostille?

West Virginians most commonly 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 West Virginia records with apostilles and certified translations.
• Business & Banking Overseas — Foreign registries and banks may require apostilled Certificates of Good Standing/Existence, 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.
• Energy/Manufacturing/Aerospace — Cross-border contracts, distributor appointments, 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 & queue 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 handle review, filing, monitoring, and delivery
Complexity	Consular legalizations & translation order on you	We manage 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 flawless paperwork. West 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 DHHR — Vital Registration Office in Charleston or approved local outlets that issue state-registrar certificates. Photocopies/scans are not acceptable.
• Marriage: Request a certified marriage certificate from the County Clerk that recorded the marriage (e.g., Kanawha, Monongalia, Berkeley, Cabell, Ohio, Raleigh, Wood). Confirm the certification page and seal are present.
• Divorce: Order a certified decree from the Circuit Court Clerk in the county where the divorce was granted. Some recipients want the full decree; others accept an abstract — ask before ordering.
• Freshness Window: If the foreign recipient requires issuance within 60–90 days, request 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: Your 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)

• West Virginia Notary Required: The notarial act must be performed by a duly commissioned West Virginia notary public. WV permits RON; verify that your destination accepts it.
• Complete Certificate: Use a WV 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 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 to prepare a sealed packet addressed to the West Virginia Secretary of State.
• 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), gather connecting records (apostille those as needed).

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

• State-Certified Copies: If a foreign bank/registry requests state certification, order certified copies or a Certificate of Good Standing/Existence from the WV Secretary of State — Business & Licensing Division.
• Notarized Corporate Instruments: Resolutions, incumbency certificates, officer statements, and POAs should be notarized correctly in West Virginia if requested by the recipient.
• Entity Consistency: Ensure your entity name and control numbers appear consistently across documents and translations to avoid rework at foreign registries.

Step-by-Step Process (WV & Federal)

1. Identify the Issuer: Is your document state/local (WV) or federal? WV documents go to the 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 = WV authentication + consular legalization. Confirm rules and any freshness window.
4. Submit: File in person in Charleston (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 (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 West 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 West Virginia birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad. Order a certified copy from DHHR — Vital Registration. Hague destinations accept a one-page apostille; non-Hague destinations require a WV authentication followed by consular legalization. If the recipient scrutinizes signatures, request a registrar-signed copy that the Secretary of State has on file.

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

West Virginia marriage certificates are typically obtained from the County Clerk that recorded the marriage (Kanawha, Monongalia, Berkeley, Cabell, Ohio, Raleigh, Wood, etc.). Request a certified copy with the correct 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 county 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, 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.

Diploma & Transcript Apostille

Institutions such as West Virginia University, Marshall University, Fairmont State, Shepherd, West Liberty, Concord, Glenville State, Bluefield State, University of Charleston, West Virginia State University, and Davis & Elkins can provide a registrar letter or a sealed packet addressed to the WV Secretary of State. Do not open sealed envelopes; opened packets are generally rejected and must be reissued. For professional licensing abroad (nursing, engineering, teaching), confirm whether notarized experience letters or syllabi also need apostilles.

Notarized Documents (POA, Affidavits, Consents)

Ensure your notary block is WV-compliant and complete. If your foreign authority dictates specific wording, bring that text to the notary. Common items: real-estate POAs (Spain/Portugal/Mexico), parental travel consents, translator affidavits, company authorization letters, employment confirmations, experience attestations, IP assignments, distributor declarations. If using RON, verify that your destination accepts remote online notarizations from West Virginia.

Corporate Documents

For foreign banking or corporate setup, expect requests for Articles/Certificate of Formation or Incorporation, a Certificate of Good Standing/Existence, and a board resolution granting signatory authority. Some banks insist on state-certified copies; others accept properly notarized officer statements (then apostilled). Always get the recipient’s exact checklist to avoid rework. If your entity recently changed its name or merged, consider apostilling the amendment or merger certificate to satisfy chain-of-title checks.

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 WV Secretary of State. Many visa programs (Spain, Portugal, Colombia, Brazil, South Korea) require this federal apostille alongside WV apostilles for vital records.

Guide: How to Apostille an FBI Background Check.

WV Use Cases & Scenarios

Immigration & Family Relocation

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

Study & Work Abroad

A graduate from WVU or Marshall heading to Milan or Madrid could be asked for an apostilled diploma and transcript, a notarized/apostilled scholarship letter, and a federally apostilled FBI check. Italy and Spain frequently require 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 Charleston marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit (notarized in West Virginia), and an apostilled divorce decree if applicable. Civil registries abroad often 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 WV 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 WV records — each apostilled — plus certified translations. Build the family chain first, then apostille in coordinated batches so issuance dates align and remain “fresh.”

Energy/Manufacturing/Aerospace

Cross-border supplier agreements, OEM authorizations, and compliance attestations may require apostilled corporate resolutions, POAs, and technical certificates. Foreign banks can request apostilled Certificates of Good Standing/Existence and officer identification affidavits before releasing funds.

Counties, Cities & Campuses Served

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

• Counties (examples): Kanawha, Monongalia, Berkeley, Cabell, Wood, Raleigh, Ohio, Harrison, Putnam, Marion, Mercer, Jefferson, Hancock, Brooke, Marshall, Logan, Greenbrier, Nicholas, Fayette, Wyoming, Mingo, Wayne, Upshur, Jackson, Pleasants, Roane, Tucker, Barbour, Pocahontas, Randolph, Preston, Boone, Clay, Braxton, Summers, Lewis, Gilmer, Tyler, Ritchie, Calhoun, Pendleton, Webster, Wirt, Grant, Hardy, Mineral, Monroe, Lincoln, Mason.
• Cities/Towns: Charleston, Huntington, Morgantown, Parkersburg, Wheeling, Martinsburg, Beckley, Clarksburg, Fairmont, Teays Valley, Princeton, Bluefield, Weirton, St. Albans, Vienna, Elkins, Lewisburg, Nitro, Charles Town, Buckhannon, Bridgeport, Moundsville, South Charleston, Point Pleasant, New Martinsville, Summersville, Weston, Keyser.
• Universities & Colleges (examples): West Virginia University, Marshall University, Fairmont State University, Shepherd University, West Liberty University, Concord University, Glenville State University, Bluefield State University, Davis & Elkins College, University of Charleston, West Virginia State University, Wheeling University, Pierpont/BridgeValley/other community & technical colleges.

Hague vs. Non-Hague Destinations

Hague member countries accept an apostille; non-Hague countries require a West 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 WV 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 West 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 West 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 Charleston: FBI, IRS, USDA/FDA/NOAA, and SSA letters must be apostilled by the U.S. Department of State — not by the WV Secretary of State.
• 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.
• Name/entity mismatches: For corporate filings, ensure the entity name and numbers match exactly across certificates, resolutions, and translations.
• Late starts: Embassy appointment backlogs and translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document state/local (West Virginia) 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 West Virginia apostilles?

The West Virginia Secretary of State — Notary & Apostille Division (Charleston) issues apostilles and authentications for WV documents.

Do I need a county pre-certification step?

Generally no. West Virginia authenticates state officials, county/circuit clerks, school registrars, and notaries directly. The key is obtaining the correct certified copy or a proper notarization.

Can West Virginia 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 WV 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 WV 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. An Ohio- or Pennsylvania-notarized affidavit must be apostilled in that state, not in West 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 West 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 West Virginia Secretary of State, West Virginia courts and agencies, and the U.S. Department of State but may change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.