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Before any document leaves Maine, the first question is simple: is the destination country a member of the Hague Apostille Convention? The answer decides whether you need an apostille or an authentication with embassy legalization.
Hague Countries: One Certificate
If the receiving country belongs to the Hague Apostille Convention, a single apostille from the right authority is usually all you need.
- State documents (Maine vital records, Maine notarized documents, Maine court records) get their apostille from the Maine Secretary of State.
- Federal documents (FBI background checks and other federal records) get theirs from the U.S. Department of State.
Membership changes over time. China joined in November 2023, and Canada joined in January 2024. Documents for those countries that once needed full legalization may now need only an apostille. Always check the current status with the HCCH (Hague Conference) status table.
Non-Hague Countries: Authentication Plus Legalization
If the country isn't a member, the process usually has more steps:
- Authentication certificate. The Maine Secretary of State authenticates state-level documents. For some destinations, the U.S. Department of State also has to authenticate.
- Embassy or consulate legalization. The destination country's embassy or consulate in the U.S. adds its own certification. Its requirements, fees, and timelines are set by that country.
The U.S. Department of State notes that documents for non-Hague countries may need authentication and then legalization by the foreign embassy or consulate. Requirements vary, so contact the embassy early.
Business Documents and Property Abroad
Companies expanding overseas often need apostilled or authenticated:
- Certificates of good standing and articles of organization
- Board resolutions and corporate powers of attorney
- Signatory affidavits for foreign bank accounts
Individuals buying or selling property abroad often need a notarized power of attorney so a representative can sign locally. The receiving country may have specific wording or translation rules, so ask your foreign attorney or notary for their template first.
How Notary Java Helps
- We notarize your document with a complete certificate.
- We submit it to the Maine Secretary of State, often by hand. We make regular weekly trips, and next-day service is often available, though not guaranteed.
- There are no expedite fees when we can fit you into a trip we're already making.
We'll make sure the Maine portion is done right. Start on our apostille services page.
Keep Reading
- How to Get an Apostille in Maine: A Step-by-Step Guide
- Apostilles for Marriage, Adoption, and Dual Citizenship
- Affidavits, Jurats, and Acknowledgments: What's the Difference?
Frequently Asked Questions
How do I know if a country is in the Hague Convention?
Check the official HCCH status table for the Apostille Convention. It lists every contracting party and its effective date.
Is an authentication the same as an apostille?
No. An apostille is used between Hague member countries. An authentication is a step toward embassy legalization for non-member countries.
Does Canada accept apostilles now?
Yes. The Convention entered into force for Canada on January 11, 2024.
Can you get embassy legalization for me?
We handle notarization and the Maine Secretary of State step. Embassy legalization follows that country's own process.
Book Your Appointment
Call or text 207-808-0550 to schedule with Notary Java. We are based at 50 Market Street, #400, South Portland, ME 04106, and we come to you across Greater Portland, York and Cumberland counties, and beyond. If you need documents printed, use the Upload Document Now (Send Documents) button in our contact section, or email files to SigningService@NotaryJava.com. That inbox is for sending documents only, so please call or text to book.