Applying for apostille services in the United States seems straightforward at first glance, but many Latin American immigrants discover — often at a critical moment — that small errors can cause significant delays or outright rejections. Whether you are authenticating a birth certificate for Colombia, a diploma for Mexico, or an FBI background check for Argentina, understanding the most frequent mistakes will save you time, money, and stress. This guide walks you through the errors to avoid so your apostille USA process moves as smoothly as possible.
Submitting Documents That Are Not Properly Notarized First
One of the most common mistakes is sending a document directly to the Secretary of State for apostille authentication without first having it notarized by a licensed notary public, when notarization is required. An apostille does not replace notarization — it certifies the authenticity of the notary’s or official’s signature on the document. If your document is a personal statement, a private contract, or a copy of an original record, it typically must be notarized before the apostille can be attached.
Many clients confuse the order of steps in the process. The correct sequence for most documents is: notarization first, then state-level authentication if required, and finally the apostille issued by the designated authority — usually the Secretary of State. Skipping notarization or presenting a document notarized in a different state than where you are requesting the apostille will almost always result in rejection. Always confirm which state’s office has jurisdiction over your document before submitting.
Choosing the Wrong Issuing Authority for Your Document Type
Not every document goes through the Secretary of State. Federal documents — such as FBI background checks, documents issued by federal courts, or records from federal agencies — must be authenticated through the U.S. Department of State in Washington, D.C., not through a state office. Sending a federal document to a state Secretary of State is a mistake that causes automatic rejection and wastes weeks of processing time.
For apostille for Latin America purposes, this distinction is especially important when dealing with immigration-related paperwork. An FBI background check required for residency applications in Ecuador, Venezuela, or Peru must go through the federal channel. State-issued documents, such as birth certificates, marriage licenses, or academic diplomas from state universities, are processed through the appropriate state authority. Knowing which channel applies to your document is the first step toward a successful submission.
Using Photocopies Instead of Certified Originals
Apostille authentication applies to the original document or a certified copy issued by the official records custodian — not to a personal photocopy made at home or at a print shop. A common mistake among clients preparing their apostille Florida submissions is scanning an original document and printing it, then attempting to have that print apostilled. Authorities will reject this immediately because the apostille must be attached to a document bearing original seals or signatures from the issuing agency.
If you have lost your original document, you must request a new certified copy from the issuing institution before beginning the apostille process. For example, if you need your U.S. birth certificate apostilled for use in Brazil, you must obtain a new certified copy from the vital records office of the state where you were born. This step adds time to the process, so plan accordingly and request certified copies well in advance of your deadlines.
Ignoring Translation Requirements and USCIS Certified Translation Standards
An apostille authenticates a document’s origin but does not translate it. Many Latin American countries and U.S. immigration authorities require that foreign-language documents be accompanied by a certified translation. When submitting documents to U.S. immigration authorities, a USCIS certified translation is mandatory — meaning the translation must include a signed certificate of accuracy from a competent translator, confirming that the translation is complete and correct to the best of their knowledge.
A frequent error is assuming that any bilingual person can provide this translation or that a machine translation tool is acceptable. USCIS does not accept machine translations, and translations without the proper certification statement will be rejected. When using document legalization USA services for documents that will travel in both directions — to a Latin American country and also referenced in a U.S. immigration file — make sure your provider can deliver both the apostille and a properly certified translation as a package, coordinated to meet both sets of requirements.
Underestimating Processing Times and Missing Deadlines
Standard apostille processing through state offices can take anywhere from five business days to six weeks, depending on the state and the current volume of requests. The U.S. Department of State’s federal apostille service can take eight to ten weeks under standard processing. Many clients underestimate these timelines and submit their documents days before a visa appointment, a property transaction deadline, or a university enrollment deadline abroad.
Expedited processing is available in many states and through the federal office for an additional fee, reducing turnaround to two to five business days in many cases. Professional apostille services can also help by submitting in person on your behalf, which is faster than mailing. Plan your document authentication process at least four to six weeks before your actual deadline, and add extra time if your document requires notarization, certified translation, or comes from a federal agency.
Fuentes
- U.S. Department of State — Office of Authentications, Authentication of Documents, 2025. travel.state.gov
- Hague Conference on Private International Law — Apostille Section, Status Table of the 1961 Hague Convention, 2025. hcch.net
- U.S. Citizenship and Immigration Services — Submitting Documents in a Foreign Language, USCIS Policy Manual, 2024. uscis.gov
- Florida Department of State — Division of Corporations, Apostille and Authentication Services, 2025. dos.fl.gov
- National Association of Credential Evaluation Services — Guidelines for Document Authentication for International Use, 2023. naces.org