Avoid These 5 Common Apostille Mistakes (So You Don’t Waste Time or Money)
Let me tell you — when it comes to apostilles, folks either fall into one of two camps: the “I’ve never heard of that in my life” crew, or the “why didn’t someone warn me this would be so complicated?” crowd. If you're reading this, you're probably somewhere in between. You're trying to get it right the first time, and honestly? I love that for you.
Because apostilles are no joke. Whether you’re sending a birth certificate overseas for dual citizenship, finalizing documents for international adoption, or handling business paperwork across borders — one small mistake can cost you days, even weeks.
So today, I’m going to walk you through 5 common apostille mistakes people make (even smart, organized, well-meaning people just like you). I’ll also share what to do instead — so you can breathe easier knowing your documents are done right, the first time.
1. Sending the Wrong Type of Document
You can’t just grab a copy off your printer and send it in. I know, I know — it feels like it should be that simple. But for an apostille to be accepted, the document usually has to be a certified copy or an original, depending on the type.
Mistake:
People try to apostille a scanned or emailed version of a birth certificate or a contract they printed out.
What to do instead:
Double check what type of document is required. For vital records (like birth, marriage, or death certificates), you need to get a certified copy from the state health department — not just a hospital or church record. And for notarized documents? Make sure they’ve been properly notarized by a commissioned notary in the same state where the apostille is being requested.
Pro tip from me to you: If you’re not sure if your document qualifies, just send me a photo. I’ll let you know in minutes if you’re good to go.
2. Getting a Notary Who’s Not in the Right State
This one trips people up all the time. Let’s say your document is going to the Indiana Secretary of State for an apostille — that notary must be commissioned in Indiana. Period.
Mistake:
People get something notarized while visiting another state, then try to get an apostille from their home state.
What to do instead:
Make sure the notary and the apostille are from the same state. If you’re dealing with Indiana documents, you need an Indiana notary. If you’re unsure, call me or shoot me a text — I’ll get it sorted fast.
3. Missing or Incorrect Signatures
Whew, this one hurts the most — because it’s such an easy fix if you catch it early. Sometimes people submit a document missing a key signature — either theirs, a witness, or the notary’s seal — and boom. Rejected.
Mistake:
Submitting a notarized document that’s missing a seal, a date, or required signatures.
What to do instead:
Always review your document before you leave the notary’s presence. Look for your signature, the notary’s seal, the date, and any witness info (if needed). I always triple check every page when I meet clients in person. It's part of my Signature Move 😉
4. Sending It to the Wrong Apostille Authority
Not all apostilles are created equal. If your document needs a state-level apostille, sending it to the U.S. Department of State will delay everything. And vice versa.
Mistake:
Mailing a personal document like a diploma or birth certificate to the federal government instead of the state.
What to do instead:
Know the difference:
State-level apostilles are for documents issued or notarized within one U.S. state (like Indiana).
Federal apostilles are for documents issued by federal agencies, like FBI background checks or federal court documents.
When in doubt? Just ask. I do both — hand-delivered state and federal apostilles, without all the back-and-forth.
5. Waiting Until the Last Minute
Whew — this one’s tough love. I’ve seen too many people scrambling days before an international flight or a deadline. Apostilles take time (especially federal ones), and mailing delays are real.
Mistake:
Thinking the whole process will only take a day or two.
What to do instead:
Build in some buffer time. Here in Indiana, I offer same-day and next-day apostille services when possible, but I still recommend planning at least 5-7 business days ahead — and 2 weeks for anything federal. Faster is possible… but it’ll cost ya. Let’s not go down that road unless we have to.
In Summary — Here’s What You Really Need to Know:
Avoid these mistakes, and you’ll avoid the headaches:
✅ Use original or certified documents
✅ Match the notary state with the apostille state
✅ Double-check every signature and seal
✅ Send to the correct office (state vs. federal)
✅ Start early, breathe easier
If your head is spinning or you just want someone else to handle all this, I got you. At Signature Move Notary Services, I specialize in same-day Indiana apostilles, federal hand-delivered apostilles, and mobile notary service that comes to you.
You don’t need to Google 17 different things or play phone tag with state offices. You just need someone who knows what they’re doing — and that’s me.
Need an Apostille in Indiana or Beyond?
📲 Call or text me: 317-438-3183
📍 Serving Indiana & all 50 states
Let’s get it done today.
