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

If you plan to use a Wisconsin–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 is routine for everyday paperwork: a birth certificate from the Wisconsin Department of Health Services (DHS) State Vital Records Office in Madison or from a county Register of Deeds;a marriage certificate recorded at a county level;a divorce decree certified by a Clerk of Circuit Court;diplomas and transcripts from UW–Madison, UW–Milwaukee, Marquette, MSOE, Lawrence, Carthage, Beloit, Ripon, or other UW System campuses;or a notarized power of attorney for a property transaction in Spain.The apostille is a one-page certificate that verifies the signature and official capacity of the Wisconsin official or notary who signed your document,allowing acceptance abroad without further embassy steps when the destination is a Hague member.

Wisconsin’s global connections run deep—manufacturing and advanced materials in Milwaukee and Green Bay; healthcare and biotech in Madison;agriculture, dairy, and food science statewide; paper, packaging, and water tech along Lake Michigan; plus thriving higher education and research networks.Families, students, professionals, and companies regularly need documents that “travel well.” This comprehensive guide explainswho issues apostilles in Wisconsin, what qualifies, how to prepare each document category 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 Wisconsin documents are issued by the Wisconsin Secretary of State — Authentication Office in Madison.

Eligible Documents: Certified vital records (birth/death/marriage from the DHS State Vital Records Office or county Register of Deeds);divorce decrees and other court orders certified by a Clerk of Circuit Court;notarized documents (POAs, affidavits, consents) notarized by a Wisconsin notary; academic records (diplomas/transcripts with registrar certification or sealed packets);and business records (Certificates of Status and certified filings from the Wisconsin Department of Financial Institutions (DFI), 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 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 under the 1961 Hague Apostille Convention. It does not validate the contents of your document.Instead, it verifies the authenticity of the signature/seal and the official capacity of the signer—state registrar, court clerk, university registrar, DFI officer, or notary public.When both the issuing jurisdiction (Wisconsin/USA) and your destination country participate in the Hague Convention, the apostille makes your document self-authenticating abroad—no embassy visit required.

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

Who Issues Apostilles in Wisconsin?

The Wisconsin Secretary of State — Authentication Office (Madison) issues apostilles and authentications for documents originating in Wisconsin. Common categories include:

• Vital Records — Certified birth, death, and marriage certificates issued by the DHS State Vital Records Office or, for many records, by the local Register of Deeds in the county where the event was recorded (e.g., Milwaukee, Dane, Waukesha, Brown, Racine, Kenosha, Outagamie).Divorce documents exist both as a divorce certificate from Vital Records and as a divorce judgment/decree from the Clerk of Circuit Court. For apostille, recipients often want the court-certified decree.
• Court Records — Name-change orders, adoption/guardianship orders, probate orders, criminal dispositions, and judgments certified by the appropriate Clerk of Circuit Court with seal and certification page.
• Notarized Documents — Affidavits, POAs, parental travel consents, translator affidavits, employment verifications, corporate resolutions, and other statements notarized by a Wisconsin notary public.Wisconsin authorizes remote online notarization (RON); confirm acceptance with your destination before using RON.
• Academic Records — Diplomas, transcripts, enrollment/degree verifications, and registrar letters from University of Wisconsin System campuses (UW–Madison, UW–Milwaukee, UW–Eau Claire, UW–La Crosse, UW–Oshkosh, UW–Green Bay, UW–Whitewater, UW–Stout, UW–Stevens Point, UW–Parkside, UW–Platteville, UW–River Falls, UW–Superior),as well as Marquette University, MSOE (Milwaukee School of Engineering), Lawrence University, Carthage College, Beloit College, Ripon College, and technical colleges. Registrar certification or sealed packets are typical.
• Business Records — Articles/Certificates of Incorporation or Organization, Certificates of Status/Good Standing, and certified copies from the Wisconsin Department of Financial Institutions (DFI) — Division of Corporate & Consumer Services.For international use, you generally obtain DFI-certified copies or a Certificate of Status first; then the Secretary of State issues the apostille over the DFI officer’s signature.

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 Wisconsin.

When Do You Need an Apostille?

Wisconsinites 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 Wisconsin records with apostilles and certified translations.
• Business & Banking Overseas — Foreign registries and banks may require apostilled DFI Certificates of Status, 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.
• Manufacturing/Export — Cross-border contracts, distributor appointments, and conformity statements can call for apostilled corporate authorizations and sworn declarations.

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. Wisconsin 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 DHS State Vital Records Office or the county Register of Deeds.Photocopies/scans are not acceptable for apostille.
• Marriage: Request a certified marriage certificate from Vital Records or the Register of Deeds/issuing county office (e.g., Milwaukee, Dane, Waukesha, Brown, Racine).Ensure the certification page and seal are present.
• Divorce: For international use, order a certified divorce judgment/decree from the Clerk of Circuit Court in the county where the divorce was granted (the Vital Records “certificate” is often insufficient; the court-certified decree is preferred).
• Freshness Window: If the 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: The order must bear the court seal and a certification by the Clerk of Circuit Court.
• Complete Packet: Include every page referenced in the certification. Removing staples can invalidate the certification.

Notarized Documents (POA, Affidavits, Consents)

• Wisconsin Notary Required: The notarial act must be performed by a duly commissioned Wisconsin notary public. Wisconsin permits RON; verify the destination accepts it.
• Complete Certificate: Use a Wisconsin 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 Wisconsin 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, Status, Resolutions)

• DFI-Certified Copies: If a foreign bank/registry requests state certification, order certified copies or a Certificate of Status from theWisconsin DFI — Division of Corporate & Consumer Services.
• Notarized Corporate Instruments: Resolutions, incumbency certificates, officer statements, and POAs should be notarized correctly in Wisconsin if requested by the recipient.
• Entity Consistency: Ensure your entity name and registration numbers appear consistently across documents and translations to avoid rework at foreign registries.

Step-by-Step Process (Wisconsin & Federal)

1. Identify the Issuer: Is your document state/local (Wisconsin) or federal? Wisconsin 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 DFI-certified corporate copies per category.
3. Choose the Route: Hague destination = apostille. Non-Hague = Wisconsin authentication + consular legalization. Confirm the destination’s rules and any freshness window.
4. Submit: File in person in Madison (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 Wisconsin, 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 Wisconsin birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad.Order a certified copy from the DHS State Vital Records Office or the county Register of Deeds.Hague destinations accept a one-page apostille; non-Hague destinations require a Wisconsin authentication followed by consular legalization.If your recipient scrutinizes registrar signatures, request a copy bearing a current signature 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.

Marriage Certificate Apostille

Wisconsin marriage certificates are available from Vital Records and from county Registers of Deeds (e.g., Milwaukee, Dane, Waukesha, Brown).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 Clerk of Circuit Court in the county where the divorce was granted (e.g., Milwaukee, Dane, Waukesha, Brown, Racine, Kenosha, Outagamie, Winnebago).Ask whether your recipient needs the complete decree or will accept an abstract/short form. 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 UW–Madison, UW–Milwaukee, UW–Eau Claire, UW–La Crosse, UW–Oshkosh, UW–Green Bay, UW–Whitewater, UW–Stout, UW–Stevens Point, UW–Parkside,UW–Platteville, UW–River Falls, UW–Superior, Marquette University, MSOE, Lawrence University, Carthage College, Beloit College, Ripon College,and technical colleges 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 your notary block is Wisconsin-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 notarization from Wisconsin.

Corporate Documents

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

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

Guide: How to Apostille an FBI Background Check.

Wisconsin Use Cases & Scenarios

Immigration & Family Relocation

A family in Wauwatosa relocating to Lisbon may need apostilled birth certificates for the children (state-registrar copies), an apostilled Milwaukee 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 many civil registries enforce.

Study & Work Abroad

A UW–Madison or Marquette graduate heading to Milan or Madrid might be asked for an apostilled diploma and transcript, a notarized/apostilled scholarship letter, and a federally apostilled FBI check.Italy and Spain often require certified translations—confirm whether to translate after apostille or to use a translator affidavit that is itself notarized and apostilled.

Marriage Abroad

A couple from Green Bay marrying in Florence or Tulum may need recent apostilled birth certificates, an apostilled single-status affidavit (notarized in Wisconsin), 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 Wisconsin 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 Wisconsin records—each apostilled—plus certified translations.Build the family chain first, then apostille in coordinated batches so issuance dates align and remain “fresh.”

Manufacturing, Export & Food/Dairy

Supplier agreements, OEM authorizations, conformity statements, and product dossiers can require apostilled corporate resolutions and sworn declarations.Foreign banks may insist on apostilled DFI Certificates of Status and officer identification affidavits before releasing funds.

Counties, Cities & Campuses Served

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

• Counties (examples): Milwaukee, Dane, Waukesha, Brown, Racine, Kenosha, Outagamie, Winnebago, Rock, Marathon, Sheboygan, La Crosse, Eau Claire, Columbia, Fond du Lac, Washington, Ozaukee, Dodge, Walworth, Door, Jefferson, Manitowoc, St. Croix, Wood, Portage, Sauk, Rock, Barron, Oneida, Shawano, Chippewa, Dunn, Marinette, Monroe, Grant, Trempealeau, Polk, Pierce, Green, Jackson, Juneau, Oconto, Iowa, Vernon, Taylor, Rusk, Ashland, Bayfield, Vilas, Iron, Sawyer, Burnett, Florence, Forest, Langlade, Lincoln, Price, Richland, Waupaca, Waushara, Green Lake, Adams, Marquette, Lafayette, Buffalo, Pepin, Menominee, Kewaunee, Calumet.
• Cities/Towns: Milwaukee, Madison, Green Bay, Kenosha, Racine, Appleton, Waukesha, Eau Claire, Oshkosh, Janesville, West Allis, La Crosse, Sheboygan, Wauwatosa, Fond du Lac, New Berlin, Wausau, Brookfield, Greenfield, Beloit, Manitowoc, Menomonee Falls, De Pere, Stevens Point, Fitchburg, Neenah, Oak Creek, Mount Pleasant, Sun Prairie, Franklin, Superior, Mequon, Beaver Dam, Germantown.
• Universities & Colleges (examples): UW–Madison, UW–Milwaukee, UW–Eau Claire, UW–La Crosse, UW–Oshkosh, UW–Green Bay, UW–Whitewater, UW–Stout, UW–Stevens Point, UW–Parkside, UW–Platteville, UW–River Falls, UW–Superior, Marquette University, MSOE, Lawrence University, Carthage College, Beloit College, Ripon College, Alverno College, Cardinal Stritch (legacy records), Edgewood College, Concordia University Wisconsin, Carroll University, Mount Mary University, Milwaukee Area Technical College and other technical colleges.

Hague vs. Non-Hague Destinations

Hague member countries accept an apostille; non-Hague countries require a Wisconsin 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 Wisconsin 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 Wisconsin 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 Wisconsin’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 Madison: FBI, IRS, USDA/FDA/NOAA, and SSA letters must be apostilled by the U.S. Department of State—not by the Wisconsin 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.
• DFI vs. SOS confusion: Business certifications come from DFI; the apostille comes from the Secretary of State. 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 (Wisconsin) or federal?
• Do you have a certified copy (vital/court/DFI) 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 DFI-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 Wisconsin apostilles?

The Wisconsin Secretary of State — Authentication Office (Madison) issues apostilles and authentications for Wisconsin documents.

Do I need a county pre-certification step?

Generally no. Wisconsin authenticates state officials, Registers of Deeds, court clerks, school registrars, DFI officers, and notaries directly. The key is obtaining the correct certified copy or a proper notarization.

Can Wisconsin 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 Wisconsin 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 Wisconsin 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 Illinois- or Minnesota-notarized affidavit must be apostilled in that state, not in Wisconsin.

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 Wisconsin 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 Wisconsin Secretary of State, Wisconsin courts and agencies (including DHS Vital Records and the DFI), and the U.S. Department of State, but may change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.