How to Obtain a Florida Secretary of State Apostille: Step-by-Step Guide for 2025

Getting a Florida Secretary of State apostille might sound complicated, but it’s really just about making sure your documents are ready for use outside the United States. Whether you’re handling paperwork for a job, school, adoption, or something else abroad, the process is mostly about following directions and double-checking your forms. In this guide, you’ll find simple steps to help you get your documents ready, fill out the right forms, and avoid the most common mistakes. Let’s break it down so you can get your apostille without any headaches.

• Check if your document is eligible for a Florida Secretary of State apostille—only Florida-issued documents qualify.
• Make sure you have certified copies or proper notarization before you submit anything.
• Choose the right request form: Form 2102 for most documents, Form 2103 for adoption paperwork.
• You can submit your request in person, by mail, or through a bulk drop-off, but each method has its own rules and wait times.
• Incorrect forms, missing notarizations, or out-of-date documents are the most common reasons for rejection.

Getting an apostille from the Florida Secretary of State can seem complicated, but once you break it down, there’s a pretty clear path. If you’re dealing with documents that need to be accepted in another country, this process basically serves as the Florida government’s official stamp of approval. Let’s get into what this all means and when you’ll need it.

An apostille is a certificate issued by the Florida Secretary of State confirming that a document is official, genuine, and ready to be used in another country. It’s specifically for international use, so if you’re sending paperwork overseas, there’s a chance someone on the other end might demand one. The apostille proves to foreign officials that your birth certificate, diploma, marriage record, or other document wasn’t faked and really comes from Florida.

You might need an apostille in these situations:

• Studying or working abroad
• Getting married or divorced in another country
• Adopting a child internationally
• Handling legal or business matters overseas

Not every paper qualifies for an apostille in Florida. The document must either:

• Be officially issued by a Florida city, county, or state office (like a birth certificate or court decree), or
• Be privately created but properly notarized by a Florida notary (like powers of attorney or business documents)

Here’s a basic breakdown:

Apostilles cannot be given for federal or out-of-state documents, so everything has to start and finish within Florida.

Apostilles only work for countries that agreed to the Hague Apostille Convention. If the country you’re sending your documents to isn’t part of that treaty, you’ll need what’s called authentication (sometimes just called certification) instead of an apostille. The certificate looks different and could have extra steps after the Florida office signs off — like getting approval from the US Department of State.

Typical situations when authentication (not apostille) is needed:

• Documents for use in countries not on the apostille list
• Some embassy submissions outside the Hague Convention

If you’re unsure which you need, double-check with the foreign authority. Sending the wrong type will almost always mean delays or extra costs.

Getting ready to submit documents for a Florida apostille can feel a bit overwhelming, but with a little organization, it’s actually pretty straightforward. Let’s walk through some key points that will help you avoid unnecessary headaches.

There are two main categories of documents you’ll need to think about:

• Recordable documents: Issued by state, county, or local authorities in Florida. These already have the right stamps or signatures.
  • Examples: Birth certificates, marriage licenses, divorce decrees, criminal background checks from Florida agencies.
• Non-recordable documents: Not issued by a government office, so they must be notarized in Florida before getting an apostille.
  • Examples: Power of attorney, academic diplomas, employment letters, business documents, or copies of passports.

• The Florida Secretary of State will only accept original certified copies or properly notarized documents.
• Certified copies must be issued within the last five years by the relevant local authority.
• For any non-recordable document, notarization isn’t just a nice touch—it’s required, and it must be done by a Florida notary (not online for every country).

If your documents aren’t certified or notarized as needed, they won’t be accepted and you’ll have to start over.

1. Make sure all signatures are original and inked.
2. Notarial certificate should include the state, county, date, and the notary’s stamp/seal.
3. If submitting online notarized documents, confirm the destination country will accept them first.

If your documents are not in English, they must be translated. Here’s how to make it work:

• Get a certified translation of the entire document, not just selected pages.
• The translation itself also needs to be notarized by a Florida notary.
• Submit both the original and the translated copies with your apostille request.

Pro tip:

Double-check everything! Many requests get delayed because someone skips a notarization or forgets to add a required seal. A few minutes going over your paperwork now can save you days of waiting down the line.

In short, sorting out which documents you have and making sure they’re certified or notarized is the best way to avoid problems later. Take your time gathering everything upfront, and you’ll be set for a smooth apostille submission in Florida.

Getting the request form right is a big step when you’re looking to get an apostille from the Florida Secretary of State. Each form has its own purpose, and filling them out without mistakes will save you a lot of time later.

Choosing the correct apostille request form is the first thing you need to do—and it matters a lot. Florida uses two main forms for these requests:

• Use Form 2102 for all general documents needing an apostille (like business records, diplomas, power of attorney, etc.).
• Use Form 2103 if your documents are for international adoption. The rules and fees are a bit different just for these cases.

Make sure you’re not swapping these forms—otherwise, your documents could be delayed or rejected.

• Write your full name, address, and contact information clearly.
• List every document you need apostilled, and double-check you’ve got all the right originals or certified copies.
• Confirm the notary’s details (if your document was notarized) are complete and correct.
• Avoid cross-outs or white-out. If you make a mistake, print a new form.
• If you’re using a client account with the Secretary of State, don’t forget to fill out the payment form section.

This sounds basic, but little errors (like a missing zip code or a tiny typo) cause real slowdowns for lots of folks.

• Write down the destination country on the form. The apostille wording can change based on where your documents are going.
• Calculate the total fee—you can pay with a check, money order, or through a business client account. Double-check who the payment is made out to: it’s always “Florida Secretary of State.”
• Adoption cases have lower fees, but there’s also a cap, so check you’re not overpaying if you’re submitting several docs for one child.

Submitting the wrong form, misspelling your destination country, or leaving a fee out are common mistakes that can throw your request off track for weeks. Attention to these details saves you a lot of frustration down the line.

1. Use the right Apostille Request Form (2102 for general, 2103 for adoption).
2. Fill out every blank—don’t skip any required fields.
3. List the destination country clearly.
4. Calculate your total fee and make sure payment is attached.
5. Double-check all supporting documents before sending.

If you’re methodical and don’t rush through this step, you’ll avoid almost all the errors that create the biggest headaches for everyone applying.

Getting your paperwork together is just the first step. Now you’ve got to actually send your documents to the Florida Secretary of State’s office for that apostille authentication. The submission process can be handled several ways, depending on what’s easier for you and how many documents you need to process. Here’s how each one works in Florida as of late 2025.

If you’re the type who prefers to hand-deliver important things, you should know that the Secretary of State’s office now mostly works by pre-arranged time slots. Walk-ins aren’t always possible, especially since August 5, so make sure to book a Florida apostille appointment before you head over.

• Schedule the appointment online in advance.
• Bring all materials, including filled request forms and payment.
• Expect security checks and some waiting time depending on the day.

In-person visits are usually best for urgent cases or if you want to avoid mail-related delays.

For law firms, agencies, or folks who have a stack of documents, Florida has set up a bulk drop-off method. This is mostly designed for professionals handling repeat or high-volume requests.

• Organize documents by type and keep them grouped with their matching request forms.
• Attach payment details to each bundle (checks or money orders are safest).
• Use a labeled envelope or folder—bulk requests should be clearly marked at drop-off to prevent confusion.

Here’s a quick table breaking down who might use each type of in-person submission service:

If you can’t make the trip, mailing is a reliable option. You’ll have to be organized, though, since mistakes mean delays.

1. Review every document to make sure it’s signed, notarized, and certified properly.
2. Fill out the appropriate apostille request form (either 2102 or 2103, depending on the document type).
3. Include the correct fee for each document and make your payment to “Florida Secretary of State.”
4. Place everything in an envelope (add a cover letter with your name, address, and contact info).
5. If you want your stuff back faster or with tracking, toss in a prepaid return envelope.

• Use the official address listed on the Secretary of State’s site for mailing apostille requests.
• Processing times can stretch up to a month or more, so plan ahead.
• Double-check every piece before you seal the envelope; incomplete requests will be rejected or delayed.

Whether dropping off or mailing, don’t assume ‘faster’ means immediate results—processing speed mostly relies on how complete and accurate your paperwork is.

By following these steps, you’ll avoid the usual headaches and give your international documents the best shot at getting out the door on time.

If you’re planning to get an apostille through the Florida Secretary of State, you’ve got to pay close attention to their specific requirements. Documents that don’t make the cut will be sent right back, which can really stretch out the whole process.

Let’s start with the basics: recordable documents like birth certificates and marriage licenses must be fairly recent. Florida generally requires these documents to be issued within the last five years. They also need the correct seal and an official’s signature—no shortcuts here. Old papers, photocopies, or anything missing a seal will likely get rejected on arrival.

Here’s a quick view of how long your documents stay valid for apostille:

So if your document is older than that, it’s time to request a fresh, certified copy before sending it to Austin.

Florida is strict about notarization on non-government documents (stuff like powers of attorney, diplomas, or business paperwork). The notarial certificate must include:

• The specific notarial act (like acknowledgment, jurat, etc.)
• The county and state of notarization
• Signer’s name
• Date signed
• Notary’s signature
• Notary’s seal or stamp

If any part of this is missing, you can expect your paperwork to land back in your mailbox. For passports, school transcripts, or foreign document translations, there are extra requirements. For example, translations need a signed certificate of accuracy from the translator, notarized by a Florida notary.

Rejections happen more than you’d think—and usually for these reasons:

• Submitting a document issued by another state (Florida only processes Florida-issued documents)
• Missing official signature or seal
• Outdated documents past the age limit
• Incomplete notary certificates (missing info or notary’s stamp)
• Using foreign-language documents without a certified, notarized translation
• Trying to apostille a federal document (these must go to the U.S. Department of State)

Paying close attention to these document details before your submission can save weeks of back-and-forth with the Florida Secretary of State’s office. It’s always better to triple-check everything than get stuck in paperwork limbo.

Getting a Florida apostille can take some patience, especially depending on how you submit your documents, how you pay, and what kind of service you use. Here’s a straightforward breakdown so you know what to expect and how to avoid unnecessary surprises.

How fast you get your apostille really depends on your submission method. Here’s what you’ll typically see as of 2025:

• For bulk requests (more than 10 documents), expect 1–2 day turnaround.
• Mailing your documents? The queue can stretch, particularly after holidays or during graduation season.
• Always check the Secretary of State website for the most recent estimates—sometimes things move slower than usual.

Mailing your documents might sound easy, but if you’re in a hurry, it’s definitely not the fastest choice. If possible, going in person or using the drop-off option is usually much quicker.

Every document you need apostilled comes with a price tag. Here’s what you pay in Florida in 2025:

• Each document = one fee. Ten documents? Ten fees.
• Adoption papers get a break: $10 each, but there’s a cap at $100 per adopted child, so you won’t get gouged if you have a big pile.

Payment can be made by:

• Cash (in-person only; exact change required)
• Check (must be from a US bank and payable to “Florida Secretary of State”)
• Credit/Debit Card (Visa, Mastercard, Amex, Discover, 2.7% fee applies)
• SOSDirect client account (for businesses and legal pros)

Some things to remember:

• Personal checks and non-matching money orders are rejected, so play it safe.
• If you pay by cash, make sure you bring the exact amount—nobody at the office will give you change.

When handling international adoptions, the fees drop a bit to ease the process:

1. $10 per document for adoption requests—just use Form 2103 instead of 2102.
2. Maximum charge is $100 per adopted child, even if you have more than ten documents.
3. Same payment rules as above apply, but double check adoption requirements because mistakes can cause delays.

• Not putting the right amount or using the wrong form can get your whole packet kicked back.
• If you’re adopting more than one child, the $100 ceiling applies separately to each child.

If adoption’s your reason, flag it on your form and don’t overpay. Checking simple things like this upfront can save you weeks of frustration.

When submitting documents for an apostille in Florida, there are some unusual issues that can catch people off guard. With the rise of online notarization and the reality that many documents come from outside Florida, you can’t assume the process will be as straightforward as just mailing in a birth certificate. This section covers three common situations: using online notarization, requirements for translation, and what Florida can’t apostille at all.

Florida will accept documents notarized online using a Remote Online Notarization (RON) platform—but only under certain conditions.

To get an online-notarized document apostilled by the Florida Secretary of State:

• The document must include a complete, accurate notarial certificate using approved language for online notarization.
• The notarial certificate should indicate it was signed via “electronic or online notarization by two-way audio and visual communication.”
• A notarization ledger should be available, recording the time, date, and signer information.

However, some countries still don’t recognize electronically notarized paperwork, so you should always check with the foreign authority or embassy before sending these abroad.

Even when everything checks out in Florida, another country’s bureaucracy can reject a properly done online notary—always double-check first and avoid surprises.

If your document is not originally in English, you’ll need a certified English translation. Here’s how you should handle this:

1. The translator must write and sign a declaration affirming the accuracy of the translation.
2. The statement has to be notarized by a Florida notary, with a proper notarial certificate.
3. Always include the original or a copy of the document that was translated.

If any step is skipped, the Secretary of State will send everything back without an apostille.

There are limits to what the Florida Secretary of State can apostille:

Keep these tips in mind:

• Only Florida documents qualify for a Florida apostille.
• Federal documents, like FBI background checks, must be sent to the U.S. Department of State.
• Documents from other states require an apostille from that state, not Florida.

A big mistake people make: sending birth certificates or court records from California or another state to Florida for an apostille. It just won’t work—save your time and postage!

These extra requirements, while a hassle, are there to make sure your papers hold up overseas. Missing a detail can lead to costly delays, so it pays to read instructions closely or check with your destination country if you’re not sure about their rules.

Getting a Florida Secretary of State apostille might seem like a lot at first, but once you break it down, it’s pretty doable. If you start with the right documents and double-check the requirements, you’ll save yourself a lot of headaches. Remember to use the right forms, pay the correct fees, and always mention the country where your document is headed. If you’re not sure about something, don’t be afraid to ask questions or reach out for help. Sometimes, it’s worth getting a professional service involved, especially if you’re dealing with tight deadlines or complicated paperwork. At the end of the day, a little patience and attention to detail go a long way. Good luck with your apostille process!

An apostille is a special certificate that proves your Florida document is real and can be used in another country. You might need an apostille if you are moving, studying, getting married, or doing business in a foreign country and they ask for official Florida papers.

You can get an apostille for Florida-issued documents like birth and death certificates, marriage licenses, divorce decrees, background checks, diplomas, business papers, and notarized copies of IDs. The document must be either a certified copy from a Florida official or notarized by a Florida notary.

If your document is not issued by a Florida government office (like a power of attorney, school record, or business paper), it must be notarized by a Florida notary public before you can request an apostille. Government-issued documents like birth certificates do not need notarization.

No, the Florida Secretary of State only gives apostilles for documents made in Florida. If your document is from another state, you must contact that state’s office. If it’s a federal document, you need to contact the U.S. Department of State for authentication.

It can take up to one month for the Florida Secretary of State to process your apostille request, depending on how busy they are. The fee is usually $15 per document, but adoption papers cost $10 each, with a $100 limit per child. You can pay by check, money order, or credit/debit card.

Yes, if your document is in another language, you must include a certified English translation and a notarized statement from the translator saying the translation is correct. Both the original and the translated copy should be sent with your apostille request.