How to Get an Apostille for Your Certified Translation

What Is an Apostille?

An apostille authenticates an official signature, seal, or stamp on a document for use in another country under the Hague Apostille Convention. For a RushTranslate translation, it authenticates the notary's signature on the notarized Certificate of Translation Accuracy. It does not verify the translation's content.

In simple terms:

• The notary verifies the identity of the authorized RushTranslate signer and witnesses the signing of the Certificate of Translation Accuracy.
• The apostille verifies the authenticity of the notary.

These are separate steps: notarization verifies the signing of the certificate, and the apostille authenticates the notary's signature for international use.

When Do You Need an Apostille?

A receiving organization outside the United States may ask for an apostille on your notarized certified translation. The apostille authenticates the Kentucky notary's signature for use in a country covered by the Hague Apostille Convention. Whether you need this step depends on the recipient's requirements.

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

• Academic admissions: A university or credential evaluation service may request notarized and apostilled translations of transcripts, diplomas, or other 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.

If the receiving organization requires an apostille, notarization alone will not meet that requirement. Confirm the authentication and submission instructions before ordering so you can allow time for each required step.

We Handle the Apostille Process for You

RushTranslate can obtain an e-Apostille for a notarized certified translation completed by our team. Select the service during checkout or include it in your quote request. After you approve the translation, we complete the notarization and submit the e-Apostille request on your behalf.

The Kentucky Secretary of State issues the e-Apostille as a tamper-evident, electronically signed PDF. Electronic and paper apostilles have the same validity under the Hague Apostille Convention. Confirm how your receiving institution wants the electronic document submitted.

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.

You can also arrange the apostille yourself, whether you need a paper version or prefer to pay the state directly. The Kentucky Secretary of State charges a fee for each document. We can help you identify the notarized materials to submit; the physical-apostille instructions below explain the county and state steps.

Electronic vs. Physical Apostilles

RushTranslate provides e-Apostilles only. Electronic and paper apostilles serve the same authentication purpose under the Hague Apostille Convention, but the files and submission steps differ. Ask the receiving institution how to submit your apostilled translation before choosing a delivery format.

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: A paper certificate is attached to the notarized translation and carries physical signatures and seals. If you need original paper documents, you can request this version from the Kentucky Secretary of State using the notarized hard copy we provide. Allow about 2–3 weeks for the county certification, state processing, and mailing steps together.

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

To obtain a physical (paper) apostille, you first need county certification of the Kentucky notary's signature, then an apostille from the Kentucky Secretary of State. Allow about 2–3 weeks for the full process, including mailing. The state lists three business days for processing mailed requests after they arrive; county processing and postal delivery take additional time.

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. Prepare a cover letter requesting notary certification from the Jefferson County Clerk. Include:
   • Your full name, mailing address (including city, state, and ZIP code), and phone number.
   • The number of notarized certificates enclosed and the total payment enclosed for county certification.
   • A request to certify each notary signature on the enclosed RushTranslate translations, which were notarized in Jefferson County.
   • A request to place the original documents and county certifications into the enclosed, postage-paid envelope and forward them to the Kentucky Secretary of State. Explain that this envelope contains the apostille request form and state payment.
   Use the contact information on the Jefferson County Clerk's notary office page to confirm the current certification and forwarding arrangements before mailing your packet.
3. Download and complete the Request for Apostille (Kentucky Secretary of State). Include the destination country and the address where your apostilled documents should be returned.
4. Prepare two checks:
   • $5.00 per notarized certificate payable to Jefferson County Clerk. Confirm any additional mailing charges with the county before writing your check.
   • $5.00 per notarized certificate payable to Kentucky State Treasurer.
   One document equals one notarized certificate. Check the county's current fees and the state's official apostille instructions for updates.
5. Prepare two pre-addressed envelopes with sufficient First-Class USPS postage:
   • One outer envelope addressed from you to the Jefferson County Clerk's Office at the address below.
   • One inner envelope for the Clerk's Office to forward your documents to the Secretary of State:
     Office of the Secretary of State
     Authentications and Apostilles
     P.O. Box 718
     Frankfort, KY 40602
     Place the completed apostille request form and the check payable to Kentucky State Treasurer inside this envelope. Leave it unsealed so the clerk can add the certified documents, and include it inside the outer envelope.
6. Assemble your packet:
   • Your original notarized certified translation.
   • Your cover letter requesting county certification and forwarding.
   • The check payable to Jefferson County Clerk.
   • The unsealed, postage-paid inner envelope containing the completed apostille request form and the check payable to Kentucky State Treasurer.
7. 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 documents by USPS First-Class mail to the return address on your request form. For expedited return delivery with tracking, include a self-addressed, prepaid FedEx, UPS, or USPS Priority label in the inner envelope, following the state's official apostille instructions.

Summary

Check whether your receiving institution requires an apostille and how it wants the documents submitted. RushTranslate can handle the e-Apostille request for the notarized Certificate of Translation Accuracy included with your translation; an apostille for the original source document is a separate process.

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.

If you have questions about adding an e-Apostille or preparing a request for a physical apostille, contact us with the receiving institution's instructions. We can help you identify which services and documents you need.