Refund Policy

Last Updated: March 1, 2026

At Federal Apostille and Notary Processing, we are committed to providing transparent, fair, and consistent refund and cancellation policies. We understand that circumstances can change, and we strive to accommodate our clients to the greatest extent possible. This Refund and Cancellation Policy outlines the terms and conditions under which refunds may be issued for our apostille, authentication, legalization, translation, and notary services.

Please read this policy carefully before placing your order. By using our services, you acknowledge and agree to the terms described herein. This policy should be read in conjunction with our Terms of Service.

1. Overview

Our refund policy is designed to be fair to both our clients and our business. Because our services involve submitting your documents to government agencies and third-party entities, certain costs are incurred at various stages of processing that may not be recoverable. The eligibility and amount of any refund depends on the stage at which the cancellation or refund request is made.

We process refund requests on a case-by-case basis and endeavor to reach a resolution that is satisfactory to all parties. Our customer service team is available 24 hours a day, 7 days a week at (760) 469-2997 to assist with any refund or cancellation inquiries.

2. Cancellation Before Processing Begins

If you request a cancellation before your documents have been submitted to any government agency or third-party service provider, you are eligible for a full refund of our service fee minus a $25 administrative processing fee. This administrative fee covers the cost of order intake, document review, and administrative setup that occurs upon receipt of your order.

To qualify for a pre-processing cancellation refund:

• You must contact us before we have begun the physical processing or submission of your documents
• Your documents must not have been delivered to the U.S. Department of State, any state agency, embassy, consulate, or other government office
• Your cancellation request must be submitted by phone, email, or through our website contact form

3. Cancellation During Processing

If your documents have already been submitted to a government agency or are in transit for processing, a partial refund may be available depending on the specific circumstances. The refund amount will be determined based on:

• The stage of processing at the time of your cancellation request
• Whether government fees have already been paid on your behalf (these are non-refundable)
• Whether documents have been submitted and are awaiting processing at a government agency
• Whether any third-party service fees have been incurred (translation, notarization, etc.)
• Costs incurred for document retrieval, if applicable

In most cases where processing has commenced, we will refund the unused portion of our service fee after deducting any non-recoverable costs. We will provide you with a detailed breakdown of any deductions applied to your refund.

4. Government Fees

Government fees paid to the U.S. Department of State, state secretaries of state, embassies, consulates, or other government agencies on your behalf are non-refundable. These fees are collected and retained by the respective government entities, and once paid, cannot be recovered by Federal Apostille and Notary Processing.

Common government fees include, but are not limited to:

• U.S. Department of State apostille fees
• State secretary of state authentication fees
• Embassy and consulate legalization fees
• County clerk certification fees
• Any other governmental or diplomatic filing fees

Government fee amounts are set by the respective agencies and are subject to change without notice. We will inform you of applicable government fees before processing your order when possible.

5. Service Fee Structure

The following table summarizes our refund eligibility based on the stage of processing at the time of your cancellation request:

Stage of Processing	Refund Eligibility	Deductions
Order placed, processing not started	Full service fee refund	$25 administrative fee
Document review completed, not yet submitted	Partial refund (75% of service fee)	Administrative fee + review costs
Documents submitted to government agency	Partial refund (50% of service fee)	Administrative fee + government fees + handling
Processing completed, pending return shipment	No refund of service fee	Service fully rendered
Documents shipped and delivered	No refund	Service fully completed

These are general guidelines. Each situation is unique, and we will work with you to determine the fairest resolution based on the specific circumstances of your order.

6. Rejected Documents

If your document is rejected by a government agency (such as the U.S. Department of State, a state secretary of state, an embassy, or a consulate) for reasons related to the document itself, the following options are available to you:

6.1 Resubmission at No Additional Service Charge

If the rejection is due to an issue that can be corrected (such as a missing signature, incomplete notarization, or document formatting issue), you may submit a corrected version of the document and we will reprocess it at no additional service charge. Please note that additional government fees may apply if the agency requires a new filing fee for the resubmission.

6.2 Partial Refund

If you choose not to resubmit the document, or if the document is ineligible for the requested service (for example, a document type that is not accepted for federal apostille), you may request a partial refund. The refund will consist of our service fee minus:

• The $25 administrative processing fee
• Any non-recoverable government fees already paid on your behalf
• Shipping costs incurred for transporting the document to and from the processing agency

If the rejection was due to an error on our part (such as incorrect submission or failure to follow proper procedures), we will either reprocess your documents at no charge or issue a full refund of our service fee, at your preference.

7. Shipping Fee Refunds

Shipping fees are handled as follows:

• Cancellation before shipment: If cancellation occurs before your documents have been shipped back to you, shipping fees are fully refundable
• Cancellation after shipment: Once your documents have been dispatched via a shipping carrier, shipping fees are non-refundable as the shipping service has already been rendered
• Lost or damaged shipments: In the event that your documents are lost or damaged during shipping, we will work with the shipping carrier to file a claim on your behalf. We are not directly liable for loss or damage caused by third-party shipping carriers, but we will assist you in seeking compensation through the carrier's claims process
• International shipping: International shipping fees and any associated customs duties or import taxes are non-refundable once the shipment has been dispatched

8. How to Request a Refund

To request a refund or cancellation, please contact us through any of the following methods:

• Phone: Call us at (760) 469-2997, available 24 hours a day, 7 days a week. This is the fastest way to initiate a refund request
• Website: Submit a request through our online contact form. Please include your order number and the reason for your refund request
• Order Status Page: Log in to your account and use our order tracking page to submit a cancellation request directly from your order details

When submitting a refund request, please provide:

• Your full name as it appears on the order
• Your order number or confirmation number
• The reason for your cancellation or refund request
• Your preferred method of resolution (refund, resubmission, or other)

We will acknowledge your request within one (1) business day and provide you with an update on the status of your refund within three (3) business days.

9. Refund Processing Timeframes

Once a refund has been approved, the following timeframes apply:

• Credit card refunds: Refunds to your original credit card will be processed within 5 to 10 business days. Please note that your credit card issuer may require an additional billing cycle to reflect the refund on your statement
• Debit card refunds: Refunds to debit cards are typically processed within 5 to 10 business days, though some banks may take up to 15 business days
• Bank transfer refunds: If the original payment was made by bank transfer, the refund will be processed within 10 to 15 business days
• Check refunds: In rare cases where a refund by check is necessary, please allow 15 to 20 business days for processing and mailing

All refunds will be issued to the original payment method used at the time of purchase. We are unable to issue refunds to a different payment method or to a third party.

10. Partial Refunds

Partial refunds may be issued in circumstances where the full service has not been rendered but some costs have been incurred. Situations that may result in a partial refund include:

• Cancellation after document review has been completed but before submission to a government agency
• Cancellation after documents have been submitted to a government agency but before processing is complete
• Document rejection by a government agency where the client chooses not to resubmit
• Partial completion of multi-document orders where some documents have been fully processed and others have not
• Service downgrades or modifications to the original order

The exact amount of a partial refund will be calculated based on the work completed, costs incurred, and the specific circumstances of each case. We will provide a clear and itemized breakdown of any deductions before processing the partial refund.

11. Non-Refundable Items

The following items and fees are non-refundable under any circumstances:

• Government filing fees paid to the U.S. Department of State, state agencies, embassies, or consulates
• The $25 administrative processing fee (deducted from all refunds)
• Shipping fees for documents that have already been dispatched
• Translation services that have been completed and delivered
• Notarization fees for notarizations that have been performed
• Rush or expedited processing surcharges once expedited handling has commenced
• Service fees for orders where all requested services have been fully completed and documents delivered
• Third-party fees incurred on your behalf that are non-recoverable

12. Dispute Resolution

If you are not satisfied with the outcome of your refund request, we encourage you to contact us to discuss the matter further. Our customer service team is committed to working with you to reach a fair resolution. You may:

• Request a supervisory review of your refund decision by calling (760) 469-2997
• Submit a written appeal through our website detailing the basis for your disagreement with the refund decision
• Escalate the matter through the dispute resolution process outlined in our Terms of Service

We kindly ask that you contact us directly before initiating a chargeback or dispute with your credit card company or bank. Chargebacks initiated without first contacting us may result in delays and additional complications. We are committed to resolving disputes promptly, fairly, and in good faith.

13. Contact Information

For any questions, concerns, or requests related to this Refund and Cancellation Policy, please contact us: