What Is an Apostille? Wisconsin Documents Going Abroad
If a Wisconsin document needs to be used in another country, you’ll often hear that it needs an apostille. It sounds more complicated than it is. Here’s what an apostille actually is, where a notary fits in, and how the process works in Wisconsin.
What an apostille is
An apostille is a certificate that authenticates a public document so another country will accept it. It confirms that the signature and seal on the document, for example a notary’s, are genuine. Apostilles exist because of an international treaty (the Hague Apostille Convention), and they’re accepted between countries that are members of it.
Where the notary comes in
For many documents headed abroad, a power of attorney, an affidavit, or a declaration, step one is notarization. Once the document is notarized, it goes to the Wisconsin Secretary of State, who issues the apostille that authenticates the notary’s commission. So for these documents, the notarization I provide is the foundation the apostille is built on, and it has to be done correctly or the document can be rejected.
How the Wisconsin process works
- The document is notarized (or, for some records, certified by the issuing office, see below).
- It’s submitted to the Wisconsin Secretary of State for the apostille.
- The apostilled document is then ready to send to the destination country.
The Secretary of State is the only office that issues apostilles in Wisconsin. Check their current submission steps and fees before you send anything in.
Vital records work differently
Birth, marriage, and death certificates are not notarized. For those, you need a certified copy from the issuing agency (such as the register of deeds or state vital records), which then gets the apostille. Don’t ask a notary to certify a copy of a vital record, that isn’t how those are authenticated, and it will be rejected.
Two things to confirm first
First, make sure the destination country is a member of the Hague Convention. If it isn’t, the document goes through a different legalization process, often through that country’s embassy or consulate. Second, ask the party who needs the document exactly what they require, since some want specific wording. A little confirmation up front prevents an expensive round trip.
Have a Wisconsin document that needs notarizing before it heads overseas? Reach out through the contact page and I’ll make sure the notarization is done right so the apostille step goes cleanly.