How to Submit Your Documents
Federal Apostille and Notary Processing offers three convenient methods for submitting your documents for federal apostille or authentication processing. Choose the method that best fits your timeline and preferences. Regardless of the submission method you choose, our team performs a thorough review of every document before it is submitted to the U.S. Department of State.
Online Upload
The fastest way to start. Upload scans or photos of your documents through our secure online portal. Our team reviews them immediately and contacts you if any issues are found before you mail the originals.
Mail-In
Send your original documents directly to our processing center via a trackable shipping method. Include a cover letter with your contact details, order number, and destination country information.
In-Person Drop-Off
Visit any of our office locations in Irvine, Orange, Century City, Washington DC, or Miami to drop off documents in person.
Online Upload Process
Starting your order online is the fastest and most efficient submission method. Here is how it works:
- Visit our order portal at federalapostille.org/checkout and complete the order form with your personal information, destination country, and service requirements.
- Upload clear scans or photographs of each document. Files must be in PDF, JPEG, or PNG format with a minimum resolution of 300 DPI. Ensure all text, signatures, seals, and stamps are legible. See our sample documents page for detailed file specifications.
- Our team reviews your uploads within one business day and contacts you by email or phone if any issues need to be addressed before you send the originals.
- Once approved, mail your original documents to our processing center using a trackable shipping method. Reference your order number on the package and in any cover letter.
- Processing begins as soon as we receive your original documents. We hand-deliver them to the U.S. Department of State and keep you informed at every step through our status portal.
Mailing Address and Instructions for Mail-In Submissions
If you are mailing your documents directly without starting an online order, please follow these instructions carefully to ensure smooth processing.
Mail-In Address
Federal Apostille and Notary Processing
Attn: Document Processing Department
Washington, DC
For the exact street address, please call (760) 469-2997 or submit an online order to receive mailing instructions by email.
When mailing your documents, please include the following in your package:
- Original documents or certified copies that require apostille or authentication processing
- A cover letter with your full name, phone number, email, destination country, purpose of documents, and preferred return shipping method
- Payment information or reference to your online order number if payment has already been processed
- Return shipping instructions including your complete mailing address and any special delivery requirements
Important: Always Use Trackable Shipping
Never send original documents via standard First Class mail or any untracked method. Original documents such as birth certificates, court orders, and notarized agreements are often irreplaceable. We strongly recommend FedEx or UPS with tracking and signature confirmation. If using USPS, select Priority Mail with tracking at minimum.
Domestic Return Shipping Options
After your documents have been apostilled or authenticated by the U.S. Department of State, we ship them back to you via your chosen carrier and service level. All return shipments include tracking and insurance coverage. Below are the domestic shipping options available for return delivery within the United States.
| Carrier & Service | Estimated Delivery | Tracking | Insurance Included |
|---|---|---|---|
| USPS Priority Mail | 2–3 business days | Yes | Up to $100 |
| USPS Priority Mail Express | 1–2 business days | Yes | Up to $100 |
| FedEx Ground | 3–5 business days | Yes | Up to $100 |
| FedEx 2Day | 2 business days | Yes | Up to $100 |
| FedEx Priority Overnight | Next business day | Yes | Up to $100 |
| UPS Ground | 3–5 business days | Yes | Up to $100 |
| UPS 2nd Day Air | 2 business days | Yes | Up to $100 |
| UPS Next Day Air | Next business day | Yes | Up to $100 |
Shipping costs vary based on the carrier, service level, and destination. Overnight and express services are available for urgent orders and are recommended when you have a tight deadline. Shipping fees are calculated at checkout or can be quoted by our team when you call (760) 469-2997.
International Shipping Options
We ship apostilled and authenticated documents internationally to virtually every country. International shipments include full tracking and customs documentation to ensure smooth delivery across borders. Below are the international shipping options we offer.
| Carrier & Service | Estimated Delivery | Tracking | Coverage Area |
|---|---|---|---|
| FedEx International Priority | 3–5 business days | Full door-to-door tracking | 220+ countries and territories |
| FedEx International Economy | 5–7 business days | Full door-to-door tracking | 215+ countries and territories |
| DHL Express Worldwide | 3–6 business days | Full door-to-door tracking | 220+ countries and territories |
| USPS Priority Mail International | 6–10 business days | Tracking available (varies by destination) | 190+ countries |
| USPS Priority Mail Express International | 3–5 business days | Full tracking with delivery confirmation | 190+ countries |
For international shipments, we recommend FedEx International Priority or DHL Express for the most reliable door-to-door delivery with comprehensive tracking. These carriers provide customs clearance assistance and typically offer the fastest international transit times. USPS Priority Mail International is a more economical option but may have limited tracking capabilities in certain destination countries.
International Customs Information
Documents shipped internationally are classified as "documents with no commercial value" on customs forms. We complete all customs paperwork accurately to prevent delays at the destination country's border. In rare cases, customs authorities may hold a package for inspection. If this occurs, the carrier will typically resolve the issue within 1 to 2 additional business days.
Tracking Your Documents
We provide comprehensive tracking throughout the entire apostille process, from the moment we receive your documents to the moment they arrive back at your door. Our multi-stage tracking system keeps you informed at every step, so you always know exactly where your documents are and what stage of processing they are in.
Order Confirmed
You receive an email confirmation with your unique order number and a link to our status portal.
Documents Received
We confirm receipt of your original documents by email and update your status portal. Your documents are logged and secured.
Under Review
Our processing team reviews your documents for completeness and compliance with Department of State requirements.
Submitted to Department of State
Your documents have been hand-delivered to the U.S. Department of State Office of Authentications for processing.
Processing Complete
The Department of State has issued the apostille or authentication certificate. Your documents are ready for return shipment.
Shipped & Tracking Provided
Your documents are shipped via your selected carrier. You receive an email with the carrier tracking number for real-time delivery monitoring.
You can check your order status at any time by visiting federalapostille.org/track-order and entering your order number. If you have questions about your order's progress, call us at (760) 469-2997 any time, day or night. We are available 24 hours a day, 7 days a week.
Insurance and Secure Handling Practices
We understand that the documents you entrust to us are often original, irreplaceable records with significant personal and legal importance. Protecting your documents throughout the entire process is our highest priority. We have implemented comprehensive security and handling practices to ensure your documents remain safe at every stage.
Insured Shipments
All return shipments include standard insurance coverage up to $100. For documents requiring higher coverage, we can arrange declared value protection through FedEx or UPS for an additional fee. Contact us to discuss coverage options for high-value or irreplaceable documents.
Secure Document Storage
While your documents are in our possession, they are stored in a secure, access-controlled facility. Only authorized processing team members handle your documents, and each document is logged with a unique tracking identifier throughout the process.
Signature Confirmation
All return shipments via FedEx and UPS include signature confirmation at delivery. This ensures your documents are delivered only to an authorized recipient at the delivery address and provides proof of delivery for your records.
Tamper-Evident Packaging
Documents are returned in secure, tamper-evident packaging that protects against damage during transit. We use rigid mailers or padded envelopes depending on the document type to prevent bending, moisture damage, and physical harm to your documents.
Document Packaging and Protection Standards
Proper packaging is critical for protecting your documents during transit. Whether you are sending documents to us or we are shipping them back to you, proper packaging prevents damage, loss, and delays. Here are the standards we follow and recommend.
When Sending Documents to Us
- Use a rigid mailer or padded envelope. Standard paper envelopes do not provide adequate protection for important documents. Use a rigid cardboard mailer, Tyvek envelope, or padded bubble mailer.
- Place documents in a plastic sleeve. Insert your documents into a clear plastic sleeve or zip-lock bag to protect against moisture damage during transit.
- Do not fold documents. Use a mailer that accommodates the full document size without folding. Folded documents may be rejected by the Department of State if the fold obscures text, seals, or signatures.
- Include a protective backing. Place a piece of cardboard behind your documents to prevent bending during handling and transit.
- Secure multiple documents. If sending multiple documents, keep them organized and separated. Do not staple unrelated documents together. Use paper clips or folder dividers to keep documents organized.
How We Package Your Return Shipment
When we ship your apostilled or authenticated documents back to you, we follow strict packaging standards to ensure they arrive in perfect condition. Your documents are placed in protective plastic sleeves, backed by rigid cardboard, and sealed in tamper-evident packaging appropriate for the carrier and service level you selected. For international shipments, we include all necessary customs documentation attached to the outside of the package to prevent delays at customs inspection points.
Return Shipping Policies and Included Services
Our flat rate of $120 per document covers our professional processing services, including document review, preparation, and hand-delivery to the U.S. Department of State. Return shipping is an additional cost that varies based on your selected carrier and service level. Here is what is included and what is available as an add-on.
- Standard return shipping via USPS Priority Mail is available at a competitive rate and is suitable for most domestic orders with a 2 to 3 business day delivery window.
- Expedited return shipping via FedEx or UPS overnight or 2-day services is available for urgent orders when time is critical.
- International return shipping is available to virtually every country through FedEx International, DHL Express, or USPS Priority Mail International.
- Prepaid shipping labels: If you prefer to use your own shipping account, you may include a prepaid return shipping label with your documents or provide your FedEx, UPS, or DHL account number during checkout.
- Multiple delivery addresses: If you need different documents shipped to different addresses, contact us to arrange split shipments. Additional shipping charges apply for each separate delivery.
What to Do If a Shipment Is Delayed or Lost
While shipping delays and lost packages are rare when using major carriers with tracking, they can occur. If you experience a shipping issue, take the following steps immediately to ensure the fastest resolution.
- Check the tracking number. Log in to the carrier's website using the tracking number provided in your shipment notification email. Review the latest scan and status updates for any notes about delays, customs holds, or delivery attempts.
- Contact us immediately. Call us at (760) 469-2997 or email us with your order number and tracking number. Our team will initiate a carrier investigation on your behalf and work to locate your package.
- File a carrier claim. If the package is confirmed lost, we will assist you in filing an insurance claim with the carrier. All shipments include standard insurance coverage, and we will coordinate the claims process to minimize your burden.
- Document replacement. In the event of a confirmed lost shipment, we will work with you to obtain replacement documents and re-process them through the Department of State. We may waive or reduce our service fees for replacement processing on a case-by-case basis.
Proactive Communication
We monitor the status of every outbound shipment. If our tracking system indicates a potential delay or delivery issue, we will proactively reach out to you to discuss options before you even need to contact us. This is part of our commitment to providing transparent, responsive service throughout the entire process. For an estimate of your total processing and delivery timeline, visit our Processing Time Estimator.
Frequently Asked Questions About Shipping & Delivery
You can submit documents in three ways: online upload through our portal at federalapostille.org/checkout, mail-in to our processing center, or in-person drop-off at any of our office locations in Irvine, Orange, San Juan Capistrano, Century City, Washington DC, or Miami. Online upload is the fastest way to begin processing, as our team can review your documents before you mail the originals.
For domestic return delivery, we offer USPS Priority Mail, FedEx (Ground, 2Day, and Overnight), and UPS (Ground, 2nd Day Air, and Next Day Air). For international delivery, we use FedEx International Priority, FedEx International Economy, DHL Express Worldwide, and USPS Priority Mail International. You can select your preferred carrier and service level during checkout.
Yes. Every order includes a unique order number that you can use to check your status at federalapostille.org/track-order. You will receive email notifications at each stage of processing, including receipt confirmation, Department of State submission, completion, and return shipment with a carrier tracking number for real-time delivery monitoring.
Yes. All return shipments include standard insurance coverage up to $100. For high-value or irreplaceable documents, we recommend selecting FedEx or UPS with declared value coverage for additional protection. Contact us at (760) 469-2997 to discuss enhanced insurance options for your specific documents.
Yes. We ship to virtually every country through FedEx International Priority, DHL Express, and USPS Priority Mail International. International delivery times typically range from 3 to 10 business days depending on the destination and carrier. We handle all customs documentation to ensure smooth delivery across borders.
Contact us immediately at (760) 469-2997 with your order number and tracking number. We will initiate a carrier investigation, trace your package, and work to resolve the issue as quickly as possible. All shipments are insured, and in the rare event of a confirmed loss, we will coordinate the insurance claim and assist with obtaining replacement documents and re-processing.
Yes. If you prefer to use your own FedEx, UPS, or DHL account, you can include a prepaid return shipping label with your documents or provide your carrier account number when placing your order. Please ensure the label includes tracking and adequate insurance for your document type. We also accept prepaid USPS labels, though we recommend carriers with full tracking capability.
