Non-Hague Countries, Certification & Federal Documents
An apostille only works for countries in the Hague Convention. If your document is headed somewhere else, or it is a federal record, the path is different. Here is how to tell which one you need.
Does my document need an apostille or legalization?
Your destination country decides. If it belongs to the Hague Apostille Convention, a single apostille is all you need, and we can add that to a Pennsylvania document for you. If it does not, the document needs legalization instead: a longer chain of certification, U.S. Department of State authentication, and embassy approval.
The two are not interchangeable. An apostille sent to a non-member country will be rejected, and legalization is unnecessary for a member country. Confirming your destination first saves the most time.
Apostille (Hague members)
One certificate from the Pennsylvania Department of State makes your document valid in any Hague Convention country. This is what we do, hand-delivered in Harrisburg and shipped back tracked.
Legalization (non-members)
A multi-step chain: certification, then U.S. Department of State authentication, then legalization by the destination country’s embassy or consulate. This is a separate process we do not handle.
Non-Hague destinations and the extra steps
Some of the most common non-member destinations are the United Arab Emirates, Saudi Arabia, Qatar, and Egypt. Documents going to these countries typically follow a longer route than an apostille:
- 1Get the document properly certified or notarized in the United States.
- 2Have it authenticated by the U.S. Department of State.
- 3Submit it to the destination country's embassy or consulate for final legalization.
What about federal or FBI documents?
Federal documents, including an FBI background check, are apostilled only by the U.S. Department of State in Washington DC No state office can do it, and neither can we. We handle Pennsylvania documents, such as the state records and notarized documents that go through Harrisburg.
Recent changes: China and Canada now accept apostilles
Two big destinations recently joined the Apostille Convention. Mainland China came into force on November 7, 2023, and Canada on January 11, 2024. Pennsylvania documents bound for either country no longer need the old embassy legalization chain, just an apostille, which means we can now take care of the whole thing for those cases.
Common questions
How do I know if my country needs an apostille or legalization?
It comes down to one thing: whether your destination country belongs to the Hague Apostille Convention. Members accept an apostille. Non-members require legalization, a longer chain that usually ends at that country's embassy or consulate. The country you are sending the document to decides which path applies.
Which countries are not part of the Apostille Convention?
Common non-Hague destinations include the United Arab Emirates, Saudi Arabia, Qatar, and Egypt. Documents headed to these countries generally need certification, U.S. Department of State authentication, and embassy legalization instead of a single apostille. Convention membership changes over time, so confirm your destination before you start.
Did China and Canada change how their documents are handled?
Yes. The Apostille Convention took effect for mainland China on November 7, 2023, and for Canada on January 11, 2024. Pennsylvania documents going to either country now need only an apostille, not embassy legalization. That is a step we can handle for you.
Can you apostille an FBI or other federal document?
No, and no state can. Federal documents such as an FBI background check are apostilled only by the U.S. Department of State in Washington DC We handle Pennsylvania documents through the state office in Harrisburg. See our FBI background check page for where to send federal records.
Headed to a Hague country? We can start today.
If your destination accepts an apostille, order online and we will hand-carry your Pennsylvania document to Harrisburg and ship it back.