Apostille for Notarized Certified Translations

What Is an Apostille?

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

Think of it like this:

• 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 U.S., an apostille is what 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 ask for apostilled translations of birth certificates, marriage licenses, and police records as part of visa or residency processes.
• Professional licensing – International licensing boards may need 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 ask for apostilled translations for official use in matters like citizenship, work permits, or business filings.

In most cases, the organization receiving your documents (such as a university, consulate, or licensing agency) will tell you if an apostille is needed. If you're unsure, it's always best to ask up front.

Keep in mind: notarization alone is not sufficient for international recognition. Without an apostille, your certified translation may be rejected or delayed abroad. The apostille ensures the document's authenticity is recognized across borders.

We Handle the Apostille Process for You

RushTranslate now offers complete apostille processing for any notarized certified translation completed by our team. If your documents are being used internationally and require an apostille, you can now select this service during checkout or request it when submitting a quote—no extra paperwork or coordination required on your part.

We work directly with the Kentucky Secretary of State to obtain a digital e-apostille, which is delivered as a tamper-evident, digitally signed PDF. This version is fully recognized by all member countries of the Hague Apostille Convention and is ideal 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 digital apostilles only. If you require a physical, paper apostille, you are welcome to obtain that yourself through the state's mail-in or walk-in process.

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

Digital vs. Physical Apostilles

We offer support for digital apostilles only, but it's important to understand that both digital and physical apostilles are equally valid and legally recognized in all Hague Convention member countries. The difference lies in the format—and sometimes the preference of the receiving institution.

Here's how the two formats compare:

• e-Apostille (digital PDF) – This is the format RushTranslate provides. It's fast, convenient, and ideal for institutions that accept electronic documentation. The apostille is issued directly by the Kentucky Secretary of State as a digitally signed, tamper-evident PDF.
• 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 are welcome to obtain a physical apostille yourself by submitting the notarized documents to the Kentucky Secretary of State.

If you're unsure which version is required, check with the receiving institution before placing your order. Choosing the correct format from the start helps avoid delays and additional costs.

When to Add an Apostille

To avoid delays, be sure to request notarization and apostille at the time you place your order. RushTranslate provides digital apostilles only, issued directly by the Kentucky Secretary of State as tamper-evident, digitally signed PDFs.

Here's how the process works:

1. Submit your certified translation order with notarization and apostille selected.
2. Once your translation is complete, you'll 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 digitally.

If you require a physical apostille, you'll need to request it directly from the Kentucky Secretary of State. We'll provide all notarized materials needed to complete the process on your own.

Apostilles for Source Documents

If you are also required to provide an apostille for the original document (e.g., 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 (e.g., birth certificates), contact the Secretary of State of the issuing state.
• For federally issued documents (e.g., FBI background checks), contact the U.S. Department of State.

RushTranslate only provides apostilles 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 digital e-apostille RushTranslate provides, you can request one directly from the Kentucky Secretary of State. The process has multiple steps that must be done in the correct sequence and the entire process can take 2–3 weeks, while digital apostilles are 2–3 days.

Step-by-Step Instructions

1. Order a certified translation with notarization and shipping from RushTranslate. You'll 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 = 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 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, adding an apostille may be required. RushTranslate now makes this process simple by managing the entire apostille request on your behalf—no paperwork, no mailing, no waiting in line.

Choose between a digital e-apostille or a physical apostille during checkout, or request it with your quote. If you're unsure which format is required, our support team is happy to help you confirm what's needed for your destination country or institution.

Contact us with any questions—we're here to help make the process smooth and stress-free.