How to Get an Apostille in Pennsylvania

Educational information, not legal advice. Fees, addresses and processing times reflect the Pennsylvania Department of State and can change. Confirm current details on the official pa.gov page before you mail anything.

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How long does a Pennsylvania apostille take?

A Pennsylvania apostille depends heavily on how you submit it, and the three routes are far apart. A walk-in request, now handled by appointment in Room 201 of the North Office Building in Harrisburg, is often processed the same day. The department's 24/7 blue drop box, located across the street at the Keystone Building entrance, takes about five to seven business days. A mailed request takes roughly two to three weeks, and that does not include mailing time in either direction. One very local trap catches walk-in visitors: the public entrance to the North Office Building locks at 3:00 p.m., even though the office keeps processing until later, so arrive with time to spare rather than at the last minute after a long drive.

Who issues apostilles in Pennsylvania?

Apostilles in Pennsylvania are issued by the Department of State, through the Office of Notaries, Commissions and Legislation, Apostilles and Certifications, in Harrisburg. The office authenticates the signature and seal of a Pennsylvania public official or notary, issuing an apostille for Hague Convention countries and a certification for the rest. It handles Pennsylvania documents only, so a document from another state goes to that state. A private document such as a power of attorney must be notarized by a Pennsylvania notary, and once processed you must not remove the staple that attaches the apostille, since a removed staple can invalidate the certification.

Should a Pennsylvania birth certificate be notarized first?

No, a Pennsylvania birth certificate should not be notarized before you request an apostille, and getting this wrong is a common cause of rejection. A certified birth, death or marriage record already carries the seal and signature of the state official who is its custodian, so notarizing it on top actually creates a problem rather than helping. By contrast, diplomas, transcripts and criminal record checks must be notarized before submission: for academic records, the registrar signs a certification statement that is then notarized by a Pennsylvania notary, and the notarial certificate must be in English. Knowing which documents need notarization and which must not is the single most useful thing to check before you send anything to Harrisburg.

How much does a Pennsylvania apostille cost?

A Pennsylvania apostille costs $15 per document, charged per certificate issued rather than per page, so a multi-page document is still one $15 fee. Payment is by personal check, money order or cashier's check made payable to the Commonwealth of Pennsylvania, and checks must be drawn on a U.S. institution; credit cards are accepted for in-person service, but cash is no longer accepted for walk-ins. As always, the $15 is the state charge only, and a private service adds its own handling fee on top, which is the bulk of the flat rates advertised online. Fees are revised occasionally, so confirm the current one before filing.

Can Pennsylvania apostille an FBI background check?

No, Pennsylvania cannot apostille an FBI background check, because it is a federal document authenticated by the U.S. Department of State in Washington, D.C. Sending a federal report to Harrisburg means it comes back unprocessed. The Pennsylvania Department of State authenticates documents issued or notarized in Pennsylvania, such as a Pennsylvania birth certificate from the Division of Vital Records or a power of attorney notarized by a Pennsylvania notary. A Pennsylvania State Police criminal record check follows the state route once notarized, but a federal FBI check does not; documents from other states go to their own authority instead.

By the Trámites Notariales US editorial team. Sources: Pennsylvania Department of State, Document Certification, Apostilles & Certifications (pa.gov). Always double-check the current fee and mailing address before you send anything.