Apostille requirements for a notarized document in Virginia
 

covid 19 4960657 640Due to the public health concern regarding COVID-19, many state and federal agencies and consulates have suspended their walk-in service. Therefore, many apostille/ authentication requests are being processed via mail with delayed processing time. Please email us for the processing time. 
 
U.S. Department of State: the processing time for federal apostilles and authentication certificates (including FBI, 6166 U.S. Residency certifications, etc.) is currently 8-12 weeks. There is no expedited or walk-in service.  

date

DECEMBER 18, 2016

notary How do you prepare your notarized documents for Virginia apostilles or authentication (Great Seal)? The most important requirement: your documents must be properly notarized by a Virginia notary within the past 12 months! If your document is older than 12 months, it will be rejected. If your document is not properly notarized, it will be rejected. Based on experience, here are some common errors that can cause the notarized documents to be rejected for Virginia apostilles.

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Why would a document be rejected for a Virginia apostille?

Each Virginia Notary Public has taken an oath of office, in part, stating that he or she will follow a specific set of guidelines when notarizing documents. A notarized document can be rejected by the apostille issuing agency for a variety of reasons, including, but not limited to:

  1. not having a proper acknowledgement on each document presented (notarial statement must reflect what is being notarized. i.e. – signature(s) or true copy of an original);
  2. the State and city/county where the document is being executed is not indicated;
  3. the notary’s registration number is either missing or incorrect;
  4. the notary’s expiration date is either missing or incorrect;
  5. the notary stamp or seal is either missing or incorrect;
  6. the notary did not sign his/her name on notarized document;
  7. notarization or issue date on the document is more than 12 months old;
  8. document is not dated; and
  9. the acknowledgement must be in English.

To avoid delay in processing, be sure to look over your documents before submitting them for apostilles to verify all information is accurate and present.

Sample Virginia notarial statements:

notaryCertificate of Acknowledgment:

City/County of ______________
Commonwealth of Virginia
The foregoing instrument was acknowledged before me
this _____ day of _____________ 20_____ by  __________________
Notary Public's signature                      Notary seal
Notary registration number: ___________________
My commission expires: _______________________

notaryCertified Copy of an Original:

City/County of ______________
Commonwealth of Virginia
I certify this to be a complete, full, true and exact reproduction of the original document.
Certified this _____ day of _____________ 20_____
Notary Public's signature                       Notary seal
Notary registration number: ___________________
My commission expires: _______________________

 notaryJurat:

City/County of ______________
Commonwealth of Virginia
 
The foregoing instrument was subscribed and sworn before me
this _____ day of _____________ 20_____ by  __________________
Notary Public's signature                      Notary seal
Notary registration number: ___________________
My commission expires: _______________________

 Read more about Virginia apostille guidelines and tips.


How to apostille

Not sure if your document qualifies for a Virginia apostille? Email a copy of your document for a free evaluation

Need to obtain a personal or a corporate document from the State of Virginia? We can help! Please contact us.

Virginia apostille: price, processing time, order form

Apostille-price

Virginia apostille: $175 (USPS Priority within the U.S. is included)
Processing time: 6-7 bus. days + mail
FedEx (2nd day): $20
FedEx (standard overnight): $30
FedEx International: $75 (most countries)
FedEx International to Eastern Europe, South America, Africa: $115
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Complete the Order form and enclose it with your document(s). Our mailing address is
Foreign Documents Express
331 Newman Springs Rd., Bldg. 1
4th Floor, Suite 143
Red Bank, NJ 07701

Our Virginia apostille guarantees:

Apostille VirginiaNot many companies provide this guarantee but we do: if, for some reason, your documents are rejected by the state after we assured you that they are acceptable, we will issue a 100% refund, no questions asked. We do not keep any service fees.

We apostille many kinds of documents from Virginia and from all other U.S. states. The most common documents we process for Virginia apostilles and foreign embassies are VA birth, marriage, death certificates, divorce records, single status affidavits, criminal records, diplomas and transcripts, corporate documents including articles of incorporation, certificates fo good standing, bylaws and llc agreements, powers of attorney, minutes, resolutions, and many more.

After we have reviewed your documents, in most cases we will ask you to mail the originals to us. Sometimes, documents can be submitted by email or will qualify for our 24-hour apostille service. Please note that 24-hour apostilles are processed in Washington, DC.

Delivery by FedEx (2nd day) is included in the price. We also ship internationally. FedEx (2nd day): $20
FedEx (standard overnight): $30 to most countries (except for Eastern Europe and Latin America, which is ).

We accept all kinds of payment, including personal and corporate checks, money orders, credit and debit cards, PayPal, bank transfers, Western Union, and MoneyGram.

Apostilles and embassy legalization procedures are not complicated if you entrust your documents to legalization experts who know the requirements of U.S. apostille agencies, foreign consulates and embassies and the requirements of the receiving organizations in foreign countries.

We process documents for ALL foreign countries. Please call us!

us legalization for all countries of the world

175 apostille 1Our guarantee: if we are not able to apostille your document(s), we will issue a 100% refund.

We process documents for all countries. 

We process documents from all 50 U.S. States (apostilles and certifications), the U.S. Department of State in Washington DC (federal apostilles and certifications), and all foreign embassies/consulates.

Apostilles50states

Foreign Documents Express is a registered service provider with the Secretary of State - authentications, Hague apostilles, and certification.

Our mailing address is

Foreign Documents Express
331 Newman Springs Rd., Bldg. 1
4th Floor, Suite 143
Red Bank, NJ 07701

Phone: (646) 267-1140

Fax: (800) 905-0421

We accept all major credit and debit cards. We also accept checks (including personal checks), money orders, PayPal, MoneyGram, Western Union, bank transfers.

Major credit cards accepted

paypal

western union

You can call us at (646) 267-1140 with any questions about apostille process. We are available Monday - Sunday, 9 a.m. to 9 p.m. to answer your questions. You can also fax or email copies of your documents for a free evaluation. We will advise if your documents qualify for apostilles and, if not, what steps need to be taken.

Processing times differ depending on nature of your documents. In each case will provide the time estimate, and will do our best to meet the deadline.

Delivery by USPS Priority mail (within the U.S.) is included in the price. FedEx (2nd day, within the U.S.): $20, FedEx (standard overnight): $30. We ship internationally. FedEx International to most countries is $75 (FedEx to Eastern Europe and South America is $115).

Apostilles and embassy legalization procedures are not complicated if you entrust your documents to legalization experts who know the requirements of U.S. apostille agencies, foreign consulates and embassies and the requirements of the receiving organizations in foreign countries.