You can get an Idaho apostille yourself. It costs $10 a document at the Secretary of State, and if the document is in order it isn’t hard. Here’s the whole process, step by step, plus the spots where people get tripped up.
An apostille is a certificate the Idaho Secretary of State attaches to a document so another country will accept it. It doesn’t vouch for what the document says. It vouches for the signature and seal on it — that the notary, county clerk, or state official who signed it was real and had the authority to. It comes out of the 1961 Hague Convention, which is why it’s a one-step process for member countries and takes extra steps everywhere else.
If you’d rather hand the whole thing off, that’s what I do — the apostille services page has the options and turnaround times.
Why Do I Need an Apostille in Idaho?
You’ll need one any time a U.S. document has to work overseas: a birth certificate for a visa or a wedding abroad, a power of attorney for property in another country, a diploma for a teaching job, an adoption file, business filings for a foreign partner. Without it, the receiving country has no way to know your document is real, so most of them won’t accept it.
Under the Hague Convention, member countries agree to accept each other’s apostilles as proof that a public document is genuine. That’s the whole point of the system — one certificate instead of a chain of embassy stamps.
Need A Document Authenticated?
One rule before you start: Idaho can only apostille Idaho documents
The Idaho Secretary of State will apostille two kinds of documents, and only two:
- Documents issued by an Idaho official. Idaho birth, death, and marriage certificates from Idaho Vital Records or a county; Idaho court records; business filings from the Idaho Secretary of State.
- Documents notarized by an Idaho notary. Powers of attorney, affidavits, consent letters, contracts — anything you sign in front of a commissioned Idaho notary.
A California birth certificate has to go to California. A document notarized in Oregon has to go to Oregon. And a federal document — an FBI background check, anything signed by a federal agency — can’t be apostilled by any state at all. Those go to the U.S. Department of State.
Get this one right and you’ve avoided the most common reason documents come back.
Step 1: Determine What Documents You Need to Have Apostilled
Figure out which of these you’re dealing with, because each one is prepared differently:
- Vital records — birth, death, marriage, and divorce certificates. You need a certified copy from Idaho Vital Records or the county recorder. A photocopy can’t be apostilled, and neither can a certified copy from another state.
- Documents you sign — power of attorney, affidavits, a single status affidavit for a wedding abroad, travel consent letters, wills, business documents like articles of incorporation or a corporate resolution. These get signed in front of an Idaho notary first, then apostilled.
- Copies of your ID — passport and driver’s license. You can’t apostille the passport itself. An Idaho notary makes a certified copy of it, and that copy is what gets apostilled. Common for buying property abroad or opening a foreign bank account.
- School records — diplomas and transcripts. The Secretary of State requires these to be signed by a school official and notarized, so ask the registrar before you send anything.
Step 2: Gather the Necessary Documents and Prepare Them for Notarization
Once you have identified the documents requiring Apostille certification, gathering them and preparing them for notarization is important. Follow these steps to ensure a smooth process:
- Collect the original documents: Locate the original copies of the documents that need to be apostilled. Usually, only original documents or properly certified copies can be apostilled. Photocopies or scanned versions are generally not accepted.
- Ensure document condition: Examine the documents to ensure they are in good condition. Make sure there are no tears, stains, or alterations that could raise suspicions about their authenticity. If the original documents are damaged, consult the issuing authority to obtain certified copies.
- Make necessary copies: Some documents may require additional copies for submission. Make photocopies of the original documents if needed, following any specific guidelines provided by the issuing authority or the office handling the Apostille process.
- Translate the documents: If your documents are in a language other than English, you may need to provide translated versions. Check with the receiving country’s requirements to determine if translation is necessary. In such cases, arrange for certified translations from a qualified translator.
- Organize the documents: Keep the documents organized and in a secure folder or envelope. This will help prevent any misplacement or damage during the Apostille process.
Step 3: Find a Notary Public or Other Qualified Public Official to Notarize Your Documents
After gathering the necessary documents, the next step is to find a qualified notary public or authorized official to notarize them.
Follow these guidelines to ensure a smooth notarization process:
- Research notary services: Look for reputable notary services or individuals who are authorized to perform notarial acts in Idaho. Check online directories, local government offices, or ask for recommendations from trusted sources.
- Verify credentials: Ensure that the notary public or authorized official has a valid commission and is authorized to notarize documents in Idaho. You can verify their credentials by checking with the Idaho Secretary of State’s office or the relevant governing authority.
- Make an appointment: Contact the notary public or authorized official to schedule an appointment. Discuss the details of the notarization, including the documents involved and any specific requirements or instructions.
- Bring valid identification: On the appointment day, bring proper identification documents, such as a passport or driver’s license. The notary public must verify your identity before proceeding with the notarization.
- Sign the documents in the presence of the notary: During the notarization process, sign the documents in the presence of the notary public or authorized official. They will verify your signature and complete the necessary notarial acts, such as applying their official seal or stamp.
Step 4: Submit Your Documents to the Idaho Secretary of State for Processing and Authentication
After your documents have been notarized, the next step is to submit them to the Idaho Secretary of State’s office for Apostille processing and authentication.
Here’s exactly what the Secretary of State wants:
- The request form. Download the Apostille/Authentication Request form from the Secretary of State’s site and fill it out. It asks for the country the document is going to — don’t skip that, it’s how they know whether you need an apostille or an authentication certificate.
- The fee: $10 per document. Check or money order payable to “Secretary of State”, or a card if you’re there in person.
- The document itself — the certified copy or the notarized original. Not a photocopy.
- Mail it or bring it in. By mail: Secretary of State’s Office, Attn: Notary Department, PO Box 83720, Boise ID 83720-0080. By overnight courier: 450 N 4th Street, Boise ID 83702. In person: appointment only, Monday–Friday 8 to 12 and 2 to 4, booked online or at (208) 334-2301.
- A prepaid return label if you want it sent back overnight. Otherwise it comes back by regular mail.
- Keep a copy of everything you send.
There’s no online upload. It’s paper, in person or in the mail.
Step 5: Obtain Your Apostille Certificate from the Idaho Secretary of State
Once you submit your documents to the Idaho Secretary of State’s office for Apostille processing, the office will review them and authenticate them with an Apostille certificate.
- In person, most single documents are done during your appointment. If you bring a stack, they may ask you to leave it and come back.
- By mail, allow for mailing time both ways on top of processing. If you’re on a deadline, that’s the part people forget.
- If something’s wrong with a document, the office contacts you — so put a phone number and email on the form that you’ll actually answer.
- Each document gets its own apostille certificate, stapled to it. Don’t take the staple out. A detached apostille is worthless.
Step 6: Secure the Apostille Certificate
Store it flat and dry with the document it’s attached to. If you need more than one apostilled copy — say, two countries, or a school and an employer — you can’t photocopy your way there: order another certified copy and apostille that one too.
Step 7: Send to Destination Country
Once you have obtained the Apostille certificate from the Idaho Secretary of State, you must send it to the destination country if you need to use the document in a foreign country.
Follow these steps to ensure a secure and reliable delivery:
- Research delivery options: Research reliable courier services or postal carriers that offer international delivery services. Look for reputable companies with experience handling and delivering sensitive documents securely.
- Choose secure packaging: Use a sturdy envelope or package to protect the document during transit. Consider using padded envelopes or document mailers to prevent bending or damage to the contents.
- Include tracking and insurance: Opt for a shipping method that provides tracking and insurance for the package. This will allow you to monitor the progress of the delivery and provide protection in case of loss or damage during transit.
- Complete customs documentation: If required, accurately complete any necessary customs forms and provide all the required information. This will help facilitate smooth customs clearance in the destination country.
- Keep copies and tracking information: Make copies of all the relevant documents, including the Apostille certificate, notarized document, shipping receipt, and tracking number. Keep these copies for your records, as they can be proof of delivery and tracking.
- Track the delivery: Regularly monitor the progress of the delivery using the provided tracking number. Stay updated on the package’s whereabouts and ensure it reaches the destination safely.
Notarized, apostilled, authenticated — what’s the difference?
Notarized means an Idaho notary watched you sign and confirmed who you are. It’s a state-level act, which is why the apostille has to come from the same state.
Apostilled means the Idaho Secretary of State has certified that the notary’s signature and seal — or the county clerk’s, or the state registrar’s — are real. That’s the one-page certificate this guide is about. Vital records skip the notary step and go straight to the apostille.
Authenticated is the route for countries that never joined the Hague Convention. Same starting point — Idaho Secretary of State — then the U.S. Department of State, then that country’s embassy. Slower, more steps, more fees. If your destination isn’t on the Hague list, ask before you start; this is where I earn my keep.
Where people get stuck
Five things send documents back from the Secretary of State more than anything else:
- Sending a document from another state. Idaho can only do Idaho.
- Sending a photocopy instead of a certified copy.
- Sending a federal document. Those go to Washington, not Boise.
- Leaving the destination country off the request form.
- The wrong fee, or none.
If you want a second set of eyes before it goes in the mail, that’s the free document review I do on every order. Costs you nothing, and it’s the difference between one trip and three.
Need an Apostille? Call Us, We Can Help
Idaho Mobile Notary is located in the Treasure Valley servicing the counties of Ada, Canyon, Gem, Idaho, Boise, Washington, and Payette. Including the cities of Boise, Meridian, Eagle, Nampa, Caldwell, Middleton, and Kuna.
Learn More about Jim Allen, Mobile Notary
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Jim Allen
Mobile Notary Since 2018
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