Glossary

Apostille & Document Authentication Glossary

Navigating the world of apostilles, document authentication, and international legalization involves specialized terminology that can be confusing for first-time users. This glossary provides clear, plain-language definitions for every term you are likely to encounter when processing federal documents for international use. Whether you are obtaining an apostille from the U.S. Department of State, coordinating an embassy legalization, or arranging a certified translation, this reference will help you understand the process at every step.

Federal Apostille and Notary Processing is not a government agency. We are an independent service that hand-delivers your federal documents to the Department of State for processing at a flat rate of $120. Call us 24/7 at (760) 469-2997.

Acknowledgment

A type of notarial act in which a signer appears before a notary public and acknowledges that they signed a document voluntarily. The notary verifies the signer's identity but does not witness the actual signing. Acknowledgments are commonly used on deeds, powers of attorney, and other legal instruments that may later require an apostille.

Affidavit

A written statement of facts made voluntarily under oath or affirmation, signed before a notary public or other authorized officer. Affidavits are frequently used in legal, immigration, and business proceedings. When an affidavit is notarized by a federal official, it may be eligible for a federal apostille.

Apostille

A certificate issued by a designated government authority that verifies the authenticity of a public document's signature, the capacity in which the person signing acted, and the identity of any seal or stamp on the document. In the United States, federal apostilles are issued by the U.S. Department of State Office of Authentications. Apostilles are recognized by all member countries of the Hague Apostille Convention and eliminate the need for further legalization by the destination country's embassy. See also: Apostille vs. Authentication.

Articles of Incorporation

A formal document filed with a government agency to legally create a corporation. When a business needs to operate or be recognized in a foreign country, apostilled or authenticated copies of articles of incorporation may be required. Federal articles of incorporation are eligible for apostille through the Department of State. See our corporate documents service.

Authentication

The process by which the U.S. Department of State certifies the signature and seal on a federal document for use in a country that is not a member of the Hague Apostille Convention. Unlike an apostille, an authentication certificate must be followed by consular legalization at the destination country's embassy or consulate. The Department of State issues both apostilles and authentication certificates from the same office. See: Document Authentication service.

Certificate of Good Standing

An official document issued by a state or federal authority confirming that a business entity is properly registered, has paid all required fees, and is authorized to conduct business. Certificates of good standing are commonly required for foreign business registration and may need to be apostilled or authenticated depending on the destination country.

Certified Copy

A copy of an original document that has been certified as a true and accurate reproduction by the issuing authority or a qualified official. Some government agencies issue certified copies of vital records, court documents, and corporate filings. Certified copies from federal agencies are generally eligible for federal apostille processing.

Certified Translation

A translation of a document accompanied by a signed statement from the translator (or translation company) attesting that the translation is accurate and complete. Many foreign governments, courts, and institutions require certified translations of apostilled documents. Federal Apostille offers certified and sworn translation services in over 50 languages.

Chain Authentication

The multi-step process required to authenticate a document for use in a non-Hague Convention country. The chain typically includes: (1) notarization or certification of the document, (2) authentication by the Department of State, and (3) legalization by the destination country's embassy or consulate. Each step in the chain verifies the signature from the previous step. Also called chain legalization.

Chain of Custody

The documented trail of every person and entity that has handled a document from creation through delivery. In apostille processing, chain of custody tracking ensures that original documents are accounted for at every stage, from receipt by the processing service through hand-delivery to the Department of State and secure return to the client.

Consular Legalization

The process of having a document certified by a foreign country's embassy or consulate after it has been authenticated by the U.S. Department of State. This step is required only for documents destined for non-Hague Convention countries. The embassy verifies the Department of State's authentication and applies its own seal, confirming the document's validity for use in that country. See: Embassy Legalization service.

Convention Member

A country that has joined the Hague Apostille Convention and agrees to accept apostilles in place of the traditional chain of authentication and legalization. As of 2025, over 120 countries are members of the Convention. Documents destined for convention member countries require only an apostille, while documents for non-member countries require authentication followed by embassy legalization. See our Country Guide.

CRBA (Consular Report of Birth Abroad)

An official document issued by a U.S. embassy or consulate that establishes U.S. citizenship for a child born outside the United States to a U.S. citizen parent. CRBAs are federal documents eligible for apostille processing through the U.S. Department of State. They are frequently apostilled for dual citizenship proceedings, school enrollment abroad, and inheritance matters.

DD-214 (Certificate of Release or Discharge from Active Duty)

A document issued by the U.S. Department of Defense upon a service member's retirement, separation, or discharge from active duty military service. The DD-214 is a federal document that can be apostilled by the Department of State. It is commonly needed for veteran benefits claims, immigration applications, and employment verification abroad.

Department of State (U.S.)

The federal agency responsible for issuing apostilles and authentication certificates for U.S. federal documents. The Office of Authentications within the Department of State is located in Washington, DC, and is the sole authority for issuing federal apostilles. Federal Apostille hand-delivers documents directly to this office for processing.

Embassy

The principal diplomatic office of one country located in the capital city of another country. In the context of document processing, embassies play a key role in consular legalization for non-Hague Convention countries. After the Department of State authenticates a document, the destination country's embassy in Washington, DC (or elsewhere in the U.S.) legalizes it for use in that country.

Exemplified Copy

A copy of a document that has been certified by an authorized government official, often accompanied by a certificate under seal attesting to its accuracy. Exemplified copies of federal court records, for example, bear the court clerk's certification and seal. These copies may be eligible for federal apostille or authentication by the Department of State.

FBI Background Check (Identity History Summary)

A report issued by the Federal Bureau of Investigation summarizing an individual's criminal history record, or confirming the absence of one. The FBI background check is one of the most commonly apostilled federal documents, frequently required for immigration, visa, and residency applications abroad. The report is sealed and signed by an FBI official, making it eligible for federal apostille processing.

Federal Document

Any document issued by a U.S. federal government agency, including the Department of State, FBI, USCIS, Department of Defense, Patent and Trademark Office, SEC, and federal courts. Federal documents are eligible for apostille or authentication directly through the U.S. Department of State, without needing state-level certification.

Hague Apostille Convention (Hague Conference on Private International Law)

Formally known as the Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents, this international treaty establishes a standardized method for certifying documents for international use among its member countries. The Convention eliminates the need for the traditional chain of consular legalization. Over 120 countries are currently members. The United States has been a party since 1981. See our Country Guide for a full list of member nations.

Jurat

A type of notarial act in which the signer signs the document in the presence of a notary public and takes an oath or affirmation that the contents of the document are true. Unlike an acknowledgment, the notary must witness the actual signing. Jurats are commonly used on affidavits, depositions, and certain immigration forms.

Legalization

The process of having a document certified by a foreign embassy or consulate for acceptance in that country. Legalization is required for documents destined for countries that are not members of the Hague Apostille Convention. The process involves first obtaining an authentication certificate from the U.S. Department of State, then presenting the authenticated document to the appropriate embassy. See: Embassy Legalization.

Non-Hague Country

A country that has not joined the Hague Apostille Convention. Documents destined for non-Hague countries cannot receive an apostille and instead must go through the full authentication and consular legalization process. This typically involves Department of State authentication followed by legalization at the destination country's embassy or consulate in the United States. Check our Country Guide to determine membership status.

Notarization

The process by which a notary public verifies the identity of a document signer and witnesses the signing or acknowledges the signer's declaration. Notarization is a preliminary step often required before a document can be authenticated or apostilled. For federal apostille eligibility, the notarization must be performed by a recognized authority whose signature the Department of State can verify.

Office of Authentications

The division within the U.S. Department of State responsible for issuing apostilles and authentication certificates for federal documents. Located in Washington, DC, this office verifies the signatures and seals of federal officials before attaching the apostille or authentication certificate. Federal Apostille hand-delivers documents directly to this office.

Patent

A federal document issued by the U.S. Patent and Trademark Office (USPTO) granting an inventor exclusive rights to their invention. Patent documents bearing the USPTO seal and signature are federal documents eligible for apostille or authentication by the Department of State. Apostilled patents are commonly needed for international patent filings and intellectual property protection abroad.

Power of Attorney

A legal document that authorizes one person (the agent or attorney-in-fact) to act on behalf of another person (the principal) in legal, financial, or business matters. Powers of attorney are frequently apostilled for international use, particularly by U.S. citizens living abroad who need to manage property, banking, or legal proceedings. See our Power of Attorney Apostille service.

Public Document

A document issued by a government authority or public official that is eligible for apostille or authentication under the Hague Convention. Public documents include court records, vital records, federal agency certificates, notarized documents, and official government filings. Private documents (such as personal letters or unsigned contracts) do not qualify for apostille unless they are first notarized.

Seal

An official embossed, inked, or printed mark affixed to a document by a government authority, notary public, or other qualified official. The seal serves as a physical verification of the document's authenticity and the authority of the person who signed it. The U.S. Department of State verifies the seal on federal documents before issuing an apostille or authentication certificate.

SEC Filing

A document filed with the U.S. Securities and Exchange Commission, such as annual reports (10-K), quarterly reports (10-Q), or registration statements. SEC filings are federal documents eligible for apostille or authentication. Businesses involved in international mergers, acquisitions, or foreign stock exchange listings may need apostilled SEC filings.

Signature Verification

The process by which the U.S. Department of State confirms that the signature on a federal document belongs to an authorized official of the issuing agency. This verification is the core function of both apostille and authentication processing. The Department of State maintains records of authorized signatures from all federal agencies.

Trademark

A registered mark (word, phrase, symbol, or design) that identifies and distinguishes the goods or services of one party from those of others. Trademark registration certificates issued by the U.S. Patent and Trademark Office are federal documents eligible for apostille. Apostilled trademark certificates are used to establish trademark rights in foreign jurisdictions.

USCIS (U.S. Citizenship and Immigration Services)

A federal agency within the Department of Homeland Security responsible for administering immigration and naturalization services. Documents issued by USCIS, including naturalization certificates, employment authorization documents, and approval notices, are federal documents eligible for apostille or authentication by the Department of State.

Vital Record

An official document recording a significant life event such as birth, death, marriage, or divorce. Vital records issued by state or county offices require state-level authentication before federal processing. However, certain vital records associated with U.S. citizens born abroad (such as CRBAs) are issued by federal authorities and can go directly to the Department of State for apostille.