How to Get an Apostille for Your Certified Translation

What Is an Apostille?

An apostille is an internationally recognized form of authentication that verifies the signature and authority of a notary public. It is used to validate notarized documents for official use in any country that is a member of the Hague Apostille Convention.

In simple terms:

• The notary verifies the identity of the person signing the Certificate of Translation Accuracy.
• The apostille verifies the authenticity of the notary.

Together, they establish a trusted chain of authentication for your translated documents when submitted internationally.

When Do You Need an Apostille?

You may need an apostille if your certified translation is being submitted to an organization outside the United States. While notarization validates the signature on the Certificate of Translation Accuracy within the United States, an apostille makes that notarization legally recognized in other countries that are members of the Hague Apostille Convention.

Apostilles are commonly required for international use in contexts such as:

• Academic admissions: Universities and credential evaluation services often require notarized and apostilled translations of transcripts, diplomas, and academic records.
• Immigration applications: Some countries request apostilled translations of birth certificates, marriage licenses, and police records as part of visa or residency processes.
• Professional licensing: International licensing boards may require apostilled translations of professional certifications, degrees, or credentials before recognizing them.
• Legal proceedings: Courts in foreign jurisdictions may require apostilled translations of legal documents such as contracts, affidavits, or judgments.
• Government document verification: Consulates, embassies, or public offices may request apostilled translations for official use in matters like citizenship, work permits, or business filings.

In most cases, the receiving organization will inform you if an apostille is required. If you are unsure, confirm directly before placing your order.

Notarization alone is not sufficient for international recognition. Without an apostille, your certified translation may be rejected or delayed abroad.

We Handle the Apostille Process for You

RushTranslate offers complete e-Apostille processing for any notarized certified translation completed by our team. If your documents require an apostille for international use, you may select this service during checkout or request it when submitting a quote. No extra paperwork or coordination is required on your part.

We work directly with the Kentucky Secretary of State to obtain an e-Apostille, delivered as a tamper-evident, electronically signed PDF. This version is legally recognized in Hague Convention member countries that accept electronic apostilles and is suitable for institutions that accept electronic submissions.

Because our notarizations are performed by Kentucky-commissioned notaries at our fulfillment center in Louisville, Kentucky, only the Kentucky Secretary of State can issue the apostille for your document. We currently provide support for e-Apostilles only. If you require a physical apostille, you are welcome to obtain that yourself through the state mail-in or walk-in process.

E-Apostille processing typically takes 2–4 business days through the Kentucky Secretary of State.

If you prefer to handle the apostille process yourself, whether to obtain a paper apostille or to reduce cost, you may do so. The Kentucky Secretary of State charges a small fee, and we can provide guidance on what to include when submitting your request.

Electronic vs. Physical Apostilles

We offer support for e-Apostilles only, but it is important to understand that both electronic and physical apostilles are legally valid under the Hague Apostille Convention. The difference is format and, in some cases, the preference of the receiving institution.

Here is how the two formats compare:

• E-Apostille (electronic PDF): This is the format RushTranslate provides. It is fast and convenient for institutions that accept electronic documentation. The apostille is issued directly by the Kentucky Secretary of State as an electronically signed, tamper-evident PDF. Processing typically takes 2–4 business days.
• Physical apostille: This version is printed, signed, and physically attached to your certified translation using seals and wet ink signatures. It is typically required when the receiving party asks for original hard-copy documentation. While we do not provide this service directly, you may obtain a physical apostille by submitting the notarized documents to the Kentucky Secretary of State. Processing through the state typically takes 2–3 weeks.

Note: The e-Apostille must be used in its electronic form to preserve its verification features. A printed copy cannot be independently validated.

If you are unsure which version is required, confirm with the receiving institution before placing your order.

When to Add an Apostille

To avoid delays, request notarization and apostille when placing your order. RushTranslate provides e-Apostilles only, issued directly by the Kentucky Secretary of State as tamper-evident, electronically signed PDFs.

Here is how the process works:

1. Submit your certified translation order with notarization and apostille selected.
2. Once your translation is complete, you will review and approve it.
3. After approval, we notarize the Certificate of Translation Accuracy.
4. We then coordinate with the Kentucky Secretary of State to obtain the e-Apostille.
5. Your final, apostilled documents are delivered to you electronically.

If you require a physical apostille, you must request it directly from the Kentucky Secretary of State. We will provide the notarized materials needed to complete the process.

Apostilles for Source Documents

If you are also required to provide an apostille for the original document (for example, a birth certificate, diploma, or FBI background check), this is a separate process. Apostilles for source documents must be obtained from the authority that issued the original:

• For state-issued documents (for example, birth certificates), contact the Secretary of State of the issuing state.
• For federally issued documents (for example, FBI background checks), contact the U.S. Department of State.

RushTranslate provides e-Apostilles only for the notarized Certificate of Translation Accuracy we issue, not for your original source documents.

How to Obtain a Physical Apostille Yourself

If you need a physical (paper) apostille instead of the electronic e-Apostille RushTranslate provides, you may request one directly from the Kentucky Secretary of State. The process has multiple steps that must be completed in the correct sequence, and it typically takes 2–3 weeks.

Step-by-Step Instructions

1. Order a certified translation with notarization and physical shipping from RushTranslate. You will need the original hard copy of the notarized Certificate of Translation Accuracy to complete the process.
2. Download and complete the following forms:
   • Request for Notary Certification (Jefferson County Clerk)
   • Request for Apostille (Kentucky Secretary of State)
3. Prepare two checks:
   • $5.00 payable to Jefferson County Clerk
   • $5.00 payable to Kentucky State Treasurer
   These fees are per document (one document equals one notarized certificate).
4. Prepare two pre-addressed envelopes with First-Class USPS postage:
   • One envelope addressed from you to the Jefferson County Clerk's Office
   • One envelope addressed from the Clerk's Office to the Secretary of State (include this unsealed inside your envelope to the Clerk)
5. Assemble your packet:
   • Your notarized certified translation
   • Both completed request forms
   • Both checks
   • Both envelopes (one nested inside the other)
6. Mail everything to:
   Jefferson County Clerk's Office
   Metro Hall
   527 W. Jefferson St., Room 100A
   Louisville, KY 40202

After processing, the Secretary of State will return your apostilled document using the postage-paid envelope you provided.

Summary

If your notarized certified translation is being submitted internationally, an apostille may be required. RushTranslate can simplify the process by managing the e-Apostille request on your behalf.

You may add an electronic e-Apostille to your order during checkout or request it with your quote. If you require a physical apostille, you must obtain it directly from the Secretary of State using the notarized documents we provide.

Contact us with any questions. We are here to help make the process smooth and stress-free.