An apostille is a form of authentication established at the 1961 Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents. An apostille is used to authenticate public documents, certifying the authenticity of the issuing official’s or notary public’s signature on the document, the capacity in which the person has acted, and identifies the seal/stamp which the document bears. Apostilles are used as transmittal on documents executed in one subscribing country that are being sent to another subscribing country.
Authentications issued by the Indiana Secretary of State may NOT be used in the United States.
- Single Certificate
Beginning July 1, 2022, the Indiana Secretary of State's office will adopt the Model Apostille Single Certificate format adopted by the Hague Conference on Private International Law.
With the adoption of the Model Apostille Standards, the Indiana Secretary of State will no longer differentiate between apostille and authentication requests. There will be one standard format which complies with national and international standards for all requests.
- Certificate Standards
- Certificates will be printed on standard 8.5 x 11 inch paper.
- Certificates will contain a bordered rectangle.
- Certificates will contain additional language that will appear below the box.
- Certificates will be attached using two staples on the left hand side and the certificate will be offset to the left.
- Certificates will be attached to the front of the page that contains the certified signature and seal.
- The office will no longer use gold foil seals. The gold foil seal will be replaced with a stamp of the Indiana State Seal which will appear in blue ink.
- The certificate will be in the trilingual (English, French, Spanish) format.
- Certificates will have a unique number by which the authenticity can be verified.
- Sample Certificate
- How to Obtain an Authentication
In Person:
- Schedule an appointment.
- Download and complete the Authentication Request Form.
- Be sure to provide the name of the country to which the documents will be sent.
- Submit the original or certified copy of the document(s) that you wish to have authenticated.
- Pay the filing fee by credit, debit, check or order money upon arrival.
In Person Processing Times:
- Documents delivered with an appointment:
- The office will process up to 10 documents while you wait. For requests exceeding 10 documents, please provide a self-addressed, stamped envelope.
- Documents delivered without an appointment:
- The office will process up to 5 documents while you wait. For requests exceeding 5 documents, please schedule an appointment or provide a self-addressed, stamped envelope.
- Documents received by noon will be mailed the next business day using the provided envelope.
- Documents received after noon will be mailed within two business days using the provided envelope.
- Requests exceeding 30 documents may require additional processing time.
Mail:
- Download and complete the Authentication Request Form.
- Be sure to provide the name of the country to which the documents will be sent.
- Submit the original or certified copy of the document(s) that you wish to have authenticated.
- Pay the filing fee by check or money order.
Mailed requests are processed daily. A self-addressed/stamped envelope must be provided. If overnight service is required, a pre-addressed, pre-paid airbill must be included with the request.
Filing Fees
The filing fees are $2.00 PER authentication. The following document types do not require a filing fee:
- Birth and Death Certificates
- Adoption Documents
- Student Transcripts & Diplomas
Authentications issued by the Indiana Secretary of State may NOT be used in the United States.
- Examples of Public Documents
Public documents include, but are not limited to, birth or death certificates, marriage licenses, divorce decrees, school transcripts, school diplomas or degrees, and adoption papers.
Notarized Documents:
A notarized document presented for authentication must include a properly completed notarial certificate. A notarial certificate is the portion of the document or an attachment to the document that is completed by the notary public, bears the notary’s signature and seal and states the facts attested by the notary in a particular notarization (ex: jurisdiction, date of notarization, name of signor etc.)
An authentication is a certification of the authenticity of the issuing official’s or notary public’s signature on the document, the capacity in which the person has acted, and identifies the seal/stamp which the document bears.
Vital Records:
Birth, death, and marriage records are vital records that may be obtained through Vital Records at the Indiana State Department of Health or from a County Health Officer.
To contact the Indiana Department of Vital Records go to their website or call 317-233-1325.
Divorce Decrees:
A copy of a final divorce decree is required for authentication and can be obtained through the county in which the decree was entered. County contact information is available here.
School Transcripts & Diplomas:
Many foreign exchange students need to provide their home countries with certified records of their school transcripts or diplomas. Most often the school record is certified to in the presence of a notary, who then notarizes that statement. Often it is the record officer of the school who certifies the record in the presence of a notary public. The notarized transcript or diploma is sent to the Secretary of State’s office for authentication.
The following formats are standard procedures; however, we offer no guarantee for your particular set of documents. Please consult with an official of the destination country before requesting an authentication for school transcripts or diplomas to verify the country’s preferred method of certification.
The following is the short form for witnessing or attesting to the signature of a school official.
Required elements:
Jurisdiction where the document was notarized;
Statement by school official (principal/registrar) as to the authenticity and type of document being notarized;
Signature of school official (Document must be signed in the presence of the Notary);
Statement by the notary indicating who signed the document/date of signature;
Signature line for notary;
Notary prints his/her name in clear and legible block letters, lists commission expiration date, and commission number;
Notary affixes his/her seal.Example:
I, ___________________, the (school principal/registrar) of ______________ (name of school) hereby certify that this is a true and original (transcript/diploma/degree) for (student’s name.)
__________________________________
Signature of School Official
_______________
DateState of Indiana
County of ______________This _____ day of ________, _____, before me personally appeared ______________ (school registrar/principal) and signed the above statement.
- Helpful Links
- Frequently Asked Questions
If I would like to mail in a request for an authentication, where do I send my request?
Indiana Secretary of State
Authentications
302 W. Washington Street, Room E-018
Indianapolis, IN 46204What are your hours?
For current hours of operation or to schedule an appointment, click here.
How much does it cost to get an authentication?
The filing fees are $2.00 PER authentication. The following document types do not require a filing fee:
- Birth and Death Certificates
- Adoption Documents
- Student Transcripts & Diplomas
What is the processing time for authentication requests?
Normally, 1-2 business days from the date of receipt.
Who can I contact regarding questions about this process?
For questions regarding Authentications, please contact us at (317) 234-9768 or email INBiz@sos.in.gov.
Do you have branch offices?
No. The only office is located at:
302 W. Washington Street, Room E-018
Indianapolis, IN 46204Do all of my documents need to be notarized?
Certificates that do not require notarization include marriage, divorce, death and birth certificates. Any other documents will require a proper notarization.
Does your office offer translation services?
No, the Indiana Secretary of State does not translate documents. You will need to use a translation service. The translation must be notarized before our office can process an authentication request.
I need to add a page to the document you already authenticated; can I removed the certificate add the page, and reattach the authentication certificate?
No. Do not remove the certificate once it is attached. Removal of the certificate invalidates the authentication. You may either have the additional page authenticated or you will need to submit the entire package again.
How do I contact Indiana Vital Records?
Address: 2 North Meridian Street, Indianapolis, IN 46204
By Phone: (317) 233-1325
Hours: M-F 8:15am to 4:45pm
OnlineI got married in Indiana. Can the Secretary of State authenticate my marriage license?
Yes. The marriage license must first be certified by the current circuit court clerk of the county in which the marriage occurred.
I have my birth certificate from out of state and my marriage license from South Bend, can you authenticate them?
We can only authenticate Indiana vital records. You will need to contact your state of birth to authenticate your birth certificate.
What is the Hague Convention?
The Hague Convention of 1961 Abolishing the Requirement of Legalization of Foreign Public Documents is an international treaty. The United States signed this treaty on October 15, 1981. The convention simplified the authentication process of public documents to be used in nations that are members of the 1961 Hague Convention. Only those nations party to the Hague Treaty will recognize the apostille certification.
Where can I have my FBI background checks authenticated?
The Indiana Secretary of State cannot authenticate FBI background checks. You must submit your request to the U.S. Department of State for authentication.
How do I authenticate documents issued by a federal agency?
Documents issued under the seal of a federal agency must be authenticated by the U.S. Department of State. You may also be required to obtain the seal of the foreign embassy or consulate in the United States.
How do I authenticate documents issued by federal courts?
Documents issued under the seal of a federal court should have a preliminary authentication by the Justice Management Division. After the seal of the Justice Management Division is on the document, it may be authenticated by the U.S. Department of State. The final step is to obtain the seal of the foreign embassy or consulate in the United State.
I was born/married outside of the United States, how can I have my birth/marriage certificate authenticated?
If you were born to U.S. parents abroad or married outside the United States, contact the U.S. Department of State or U.S. Citizenship and Immigration.
An alternative option is to contact the country of origin and request a certified copy of the certificate. Be sure to let them know that you need them authenticated.
How do I get information about international adoptions?
Visit the U.S. Department of State for information on adopting children from foreign countries.
How do I get U.S. passport information?
Contact the U.S. Department of State for information related to passports.
Can you tell me what I need to get dual citizenship?
Please contact the foreign embassy or consulate in the United States for the country in which you are seeking dual citizenship. They will inform you what documents need to be authenticated and whether they have a specified preference.
I need a Medallion signature guarantee. Can you help me?
No. A medallion certificate is special signature guarantee for the transfer of securities and is provided by financial institutions. Please contact the U.S. Securities and Exchange Commission.