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An apostille is a certificate that lets a public document from one country be accepted in another country that belongs to the Hague Apostille Convention. In Maine, apostilles for state-level documents are issued by the Maine Secretary of State. Here's how the process works and where Notary Java can help.
Which Documents Maine Can Apostille
The Maine Secretary of State certifies documents signed by Maine officials, such as:
- Vital records like birth, marriage, and death certificates issued in Maine
- Notarized documents signed before a Maine notary, such as affidavits, powers of attorney, and consent letters
- Court records certified by a Maine court clerk
- Corporate documents issued by the Maine Secretary of State
Federal documents, like an FBI background check, go to the U.S. Department of State instead.
The Maine Secretary of State Process
According to the Maine Secretary of State:
- Fill out the request form, including the destination country.
- Include the fee. It's listed as $10 per certification, payable to the Secretary of State.
- Submit by mail or in person at the office in Augusta. If you have more than five documents, the office asks you to call ahead for an appointment.
- Plan for processing time. The office lists mailed requests at about 10 to 15 business days.
The Most Common Rejection
The state says the most common reason for rejection is a missing notarial certificate. A signature and stamp alone isn't enough. A notarized document needs proper acknowledgment or jurat wording. That's one reason clients ask us to notarize first, before anything goes to Augusta.
How Notary Java Helps
- Notarize correctly the first time with the right certificate for apostille use
- Review your packet for missing forms or details before submission (we can't give legal advice, but we can catch obvious gaps)
- Hand-carry to Augusta. We make regular weekly trips to the Secretary of State, and next-day service is often available depending on the schedule
- No expedite fees if we can fit you into a trip we're already making
We can't guarantee the state's timing. The Secretary of State sets its own processing, and holidays or high volume can slow it down. We'll always give you an honest picture before you commit.
Where We Serve
We pick up documents across Greater Portland, including South Portland, Portland, Falmouth, Scarborough, and Westbrook, and we work with clients from all of Maine by arrangement. Visit our apostille services page for more.
Keep Reading
- Hague vs Non-Hague Countries: Apostille or Authentication?
- Apostilles for Study Abroad and FBI Background Checks
- Apostilles for Marriage, Adoption, and Dual Citizenship
Frequently Asked Questions
How long does a Maine apostille take?
The Secretary of State lists about 10 to 15 business days for mailed requests. Hand-carried requests can be faster, but timing isn't guaranteed.
What does the state charge?
The Maine Secretary of State lists $10 per certification. Our service fees are separate, so call us for a quote.
Can Maine apostille my FBI background check?
No. FBI results are federal documents and go to the U.S. Department of State Office of Authentications.
Do I need a new birth certificate copy?
Many countries prefer a recently issued certified copy. Check with the receiving country or institution.
Do you guarantee next-day service?
No. Next-day service is often available, but it depends on our trip schedule and the state's workload.
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.
Disclaimer: This article is general information, not legal advice. Requirements change and vary by agency and country, so confirm with the receiving office or your attorney.