Why is an apostille rejected? The four most common reasons

Why is an apostille rejected? Almost always for one of four reasons: the apostilled document was a notarized copy instead of the official version; the document was too old for the destination; the request went to the wrong authority; or only the translation was apostilled. All four can be avoided by checking the document before the request.

A rejected apostille costs time and a new official fee. That is why it pays to know each reason before you start.

See the Apostille Service

Key takeaways

• A notarized copy of a US certificate is usually not apostilled: the state apostilles the certified copy.
• Many agencies only accept recently issued certificates; an apostille does not make an old document new.
• The apostille only comes from the authority of the country and state that issued the document.
• Apostilling only the translation proves only the translator’s signature and is often refused.
• A check before payment exists so this almost never happens.

Table of contents

• 1. The notarized copy
• 2. The outdated document
• 3. The wrong authority
• 4. Only the translation apostilled
• What if the apostille is rejected?
• FAQ

1. The notarized copy

In the United States, states apostille the certified copy issued by the vital records office itself. A notarized photocopy is the most common reason for refusal. If you are apostilling a US certificate, request a certified copy from the issuing state first.

2. The outdated document

The apostille itself does not expire, but the document under it can be too old. Many agencies only accept recently issued certificates, and apostilling an old one does not fix that. The receiving agency sets the limit, so check its requirement before the request.

3. The wrong authority

A document can only be apostilled in the country that issued it: a Brazilian document in Brazil, at a notary office authorized by the CNJ, and a US document at the Secretary of State of the issuing state. A federal document, such as an FBI background check, is apostilled only by the US Department of State. Sending the request to another authority means the document comes back.

4. Only the translation apostilled

Usually, the original is apostilled. An apostille on the translation alone only proves the translator’s signature, not that of the agency that issued the document, and it is often refused. Some destinations, such as France, ask for both: the apostille on the original and on the sworn translation.

Reason	How to avoid it
Notarized copy	Request the certified copy from the issuing office
Outdated document	Confirm with the destination how recent it must be
Wrong authority	Apostille it in the country and state that issued it
Only the translation apostilled	Apostille the original, and the translation when the destination asks

What if the apostille is rejected?

If the rejection comes from our mistake, we redo it at no cost. If it comes from the document, such as the wrong version or an expired date, we tell you what needs to change. The check before payment exists so this almost never happens.

FAQ

Can a notarized copy of my US certificate be apostilled?

Usually not. US states apostille the certified copy issued by the vital records office itself. Request a certified copy from the issuing state first.

Does an apostille expire?

The apostille itself does not expire, but the document under it can be too old. Many agencies only accept recently issued certificates.

Do I apostille the translation, the original, or both?

Usually the original, and some destinations, such as France, also require the sworn translation to be apostilled.

What if the authority rejects the apostille?

If the rejection comes from our mistake, we redo it at no cost. If it comes from the document, we tell you what needs to change.

Want an apostille that does not come back?

Tell us where the document was issued and where it is going. We check everything before payment and handle the request with the right authority.

See the Apostille Service

Related topics: apostille services | certified translation | certified translation for USCIS | help center

Related article: What an apostille looks like