Retirement Visa Document and Apostille Checklist Generator
Build your document and apostille checklist
Choose a country and a route. You get the exact list, which office authenticates each record, whether it needs an apostille or embassy legalisation, whether it must be translated, and how long each piece takes to obtain. Print it or email it to yourself.
- 1 Obtain the record Order certified copies from the issuing authority. Do not use photocopies, scans or hospital souvenir certificates.
- 2 Notarise if required Letters and affidavits need a notary acknowledgement before any state can authenticate them. Government-issued vital records do not.
- 3 County clerk (some states) A handful of states require the county clerk to certify the notary commission before the Secretary of State will act.
- 4 Authenticate State-issued documents go to the Secretary of State of the issuing state. Federal documents go to the U.S. Department of State Office of Authentications.
- 5 Apostille or legalise Hague Convention destination: an apostille finishes the chain. Non-Hague destination: the document then goes to that country embassy or consulate for legalisation.
- 6 Certified translation Translate the document together with its apostille. Translating first means paying twice.
- 7 File with the consulate Book the appointment at the consulate with jurisdiction over your state of residence and bring originals plus copies.
The expensive mistake: translating before the document is authenticated. The apostille or legalisation certificate is itself part of what the receiving government reads, so it has to be inside the translation. Do it the other way round and you pay for the same translation twice.
Common questions
Why does the office matter more than the document?
Because sending a document to the wrong authority wastes weeks and the fee. Your FBI Identity History Summary is a federal record and must be authenticated by the U.S. Department of State. Birth and marriage certificates are state records and go to the Secretary of State of the state that issued them, which is often not where you live.
When do I get things translated?
After authentication, never before. The apostille certificate is itself part of what the receiving government reads, so it must be inside the translation. Translating first is the single most common way to pay for the same work twice.
How early should I order documents?
Work backwards from your appointment. Most authorities require vital records and police certificates issued within the last three to six months, so ordering too early is as bad as too late. Fix the appointment first, then schedule the documents to land fresh.
Authoritative sources
Where anything here disagrees with one of these, the official source is right. Tell us and we will correct it.
- SSA: Your Payments While You Are Outside the United States
- SSA: Payments Abroad Screening Tool
- SSA: Totalization agreements
- Medicare: coverage outside the United States
- IRS: U.S. citizens and resident aliens abroad
- IRS: Foreign Earned Income Exclusion
- IRS: Foreign Tax Credit
- FinCEN: Report of Foreign Bank and Financial Accounts
- IRS: United States income tax treaties A to Z
- Federal Voting Assistance Program
- Smart Traveler Enrollment Program (STEP)
- U.S. embassies and consulates directory
- European Commission: Entry/Exit System
- European Commission: ETIAS official site
- HCCH: Apostille Convention status table Which countries accept an apostille, and from what date.
- U.S. Department of State: Records and Authentications Federal document authentication, including the Office of Authentications.
- U.S. Department of State: country information Entry, exit, safety and local law, country by country.
Verified Sep 7, 2026 Primary sources: travel.state.gov, www.hcch.net
Email this to yourself
We will send your plan and document checklist as a plain-text email you can forward to a spouse or an attorney. No account, no drip sequence.
This resource is provided free by Federal Apostille as an educational tool. It is not legal, tax, immigration or financial advice, and no attorney-client relationship is created by using it. Immigration rules, income thresholds, fees and processing times change frequently and often without notice, and consulates apply them differently. Always confirm current requirements with the official government source and the specific consulate that has jurisdiction over your U.S. state of residence before you act. Every figure on this site carries the date we last verified it and a link to the primary source.
