By Amanda Dolph, Owner of Dolph Notary Services

If you've recently been told that you need an apostille, you may have found yourself asking:

“What exactly is an apostille, and how do I get one in Indiana?”

You're not alone.

Most people don't encounter apostilles until an important life event suddenly requires them to send documents to another country. You may be applying for dual citizenship, getting married abroad, attending school overseas, handling an international business matter, or completing another process that requires U.S. documents to be recognized outside the United States.

The good news is that the process becomes much easier once you understand what your document needs and which government agency handles it.

What Is an Apostille?

An apostille is a certificate used to authenticate certain public documents so they can be recognized in another country.

The apostille verifies the authenticity of the signature, seal, or official capacity associated with the document. It does not verify or certify the actual contents of the document.

Apostilles are used when documents are being sent to countries that participate in the 1961 Hague Apostille Convention.

If your document is going to a country that does not participate in the Hague Convention, a different authentication or legalization process may be required.

That's why one of the first questions I ask when someone contacts me about apostille assistance is:

What country will receive the document?

The destination matters.

What Documents May Need an Apostille?

Apostilles can be required for many different types of personal, educational, legal, and business documents.

Common examples include:

• Birth certificates
• Marriage certificates
• Death certificates
• Divorce decrees
• Powers of attorney
• Diplomas and transcripts
• Adoption documents
• Affidavits
• Business documents
• Certain court documents
• FBI background checks and other federal documents

However, these documents don't all follow the same process.

Where the document originated and who issued it can determine where it needs to be submitted for authentication.

Does My Document Need to Be Notarized First?

Sometimes.

This is an important question because not every document should be notarized before receiving an apostille.

Indiana birth, death, marriage, and divorce records do not require notarization before authentication when the appropriate certified record is being submitted.

Other documents generally require a proper notarization before the Indiana Secretary of State can authenticate them.

If a notarized document is submitted, the notarization must include a properly completed notarial certificate.

Because the requirements vary by document, it's a good idea to determine what is required before adding an unnecessary notarization or submitting your documents.

Where Do You Get an Apostille in Indiana?

For qualifying Indiana documents, apostilles and authentications are handled by the Secretary of State: Business Services Division: Authentications in Indianapolis, Indian

Indiana has one office that handles these requests.

Documents can be submitted in person or by mail.

But here's something that's especially important:

The Indiana Secretary of State can only authenticate documents that fall under Indiana's authority.

For example, if you were born in another state and need an apostille for your birth certificate, Indiana cannot apostille that birth certificate. You would generally need to work with the appropriate authority in the state where the record was issued.



What About FBI Background Checks and Federal Documents?

Federal documents are different.

The Indiana Secretary of State cannot authenticate an FBI background check.

Federal documents, including FBI background checks, generally go through the  rather than the Indiana Secretary of State.

This is one of the reasons it's important to identify the type and origin of your document before beginning the apostille process.

Sending your document to the wrong agency can result in unnecessary delays.

How Long Does It Take to Get an Apostille in Indiana?

The Indiana Secretary of State states that authentication requests are normally processed within one to two business days after they are received.

For in-person requests, documents may sometimes be processed while you wait, depending on the number of documents and whether you have an appointment.

Remember that processing time at the Secretary of State is only one part of the overall timeline.

Obtaining certified documents, correcting a notarization, shipping documents, federal processing, destination-country requirements, and return delivery can all affect how long the complete process takes.

If you have an international deadline, it's a good idea to start as early as possible.

How Much Does an Apostille Cost in Indiana?

The Indiana Secretary of State currently charges a $2 filing fee per authentication.

Certain documents are exempt from the state filing fee, including:

• Birth and death certificates
• Adoption documents
• Student transcripts and diplomas

It's important to understand that the state filing fee is separate from any costs associated with obtaining certified copies, notarization, shipping, courier service, translation, or professional apostille facilitation.

Can I Get an Apostille Myself?

Yes.

You are not required to hire an apostille facilitator to submit an eligible document to the appropriate government agency.

However, many people prefer assistance because determining the correct process can be confusing—especially when multiple documents, different issuing authorities, translations, federal documents, or international deadlines are involved.

That's where apostille facilitation can help.

What Does an Apostille Facilitator Do?

An apostille facilitator does not issue the apostille. The appropriate government authority does that.

Instead, a facilitator helps you navigate the administrative process.

Depending on your situation, apostille assistance may include:

• Identifying the type and origin of your document
• Determining which government authority handles the authentication
• Reviewing whether notarization may be required
• Coordinating notarization when appropriate
• Preparing documents for submission
• Courier or submission assistance
• Tracking documents through the process
• Coordinating return delivery

The goal is to help make an unfamiliar process easier to navigate and reduce avoidable delays.

Frequently Asked Questions

Is an apostille the same as notarization?

No.

A notarization and an apostille serve different purposes. A notary performs a specific notarial act involving the signer or document.

An apostille authenticates the signature, seal, or authority of the public official associated with the document so it can be recognized internationally.

In some situations, a document must first be notarized before it can receive an apostille.

Do I need an apostille to use a document in another state?

No.

Apostilles are intended for documents being used outside the United States. They are not used to authenticate Indiana documents for use in another U.S. state.

Can Indiana apostille a document issued in another state?

Generally, no.

An Indiana authority authenticates qualifying Indiana documents. If your document originated in another state, the appropriate authority in that state generally handles its apostille.

Can Indiana apostille my FBI background check?

Federal documents are different.

The Indiana Secretary of State cannot authenticate an FBI background check.

Federal documents, including FBI background checks, generally go through the U.S. Department of State's Office of Authentications rather than the Indiana Secretary of State.

https://travel.state.gov/en/replace-certify/authenticate-documents/authentication-certification.html

Do translated documents need special handling?

Yes.

The Indiana Secretary of State does not provide translation services. If a translation is being submitted for Indiana authentication, the translation must be properly notarized before the state can process the authentication request.

Why Choose Dolph Notary Services for Apostille Assistance?

When you're preparing documents for use in another country, the process can feel overwhelming—especially if you've never heard the word “apostille” until someone tells you that you need one.

At Dolph Notary Services, I provide apostille facilitation assistance to help individuals, families, and businesses navigate the process.

I can assist with determining the appropriate next steps based on your document, where it originated, and the country where it will be used.

Services may include:

• Indiana apostille facilitation
• Federal authentication facilitation
• Document preparation and review for submission
• Notarization when appropriate
• Courier and submission assistance
• Tracking and return coordination

My goal is simple: help make the process easier to understand and navigate.

Have Notary, Will Travel.

Need Apostille Assistance in Central Indiana?

If you've been told that you need an apostille or authentication and aren't sure where to begin, contact Dolph Notary Services before having your documents notarized or submitting them to a government agency.

Having a few details ready will help me determine the appropriate next steps:

• What type of document do you have?
• Where was the document issued?
• What country will receive it?
• Do you have a deadline?

Call or text 317-527-1086 to discuss your apostille needs and request a quote.

I proudly assist clients throughout Indianapolis, Avon, Brownsburg, Plainfield, and surrounding Central Indiana communities.

Dolph Notary Services provides notary and apostille facilitation services and is not a law firm. I do not provide legal advice or determine the legal effect or sufficiency of documents. Apostilles and authentications are issued by the appropriate government authority. Requirements vary depending on the document, issuing authority, receiving agency, and destination country.

I look forward to serving you!