When Do Virginia Businesses Need an Apostille?

You may need an Apostille when you send Virginia‑issued or Virginia‑notarized documents to another country that is part of the Hague Convention. Common business situations include:

• Opening or managing foreign bank accounts

• Setting up or registering a company abroad

• Signing international contracts or agreements

• Handling cross‑border real estate or investments

• Providing corporate records to foreign partners or regulators

Typical documents that may require an Apostille include:

• Notarized business agreements and contracts

• Certificates of incorporation or good standing (when eligible)

• Powers of attorney used overseas

• Certain financial or tax documents

• Other notarized statements or affidavits

If a foreign bank, government office, or partner has told you they need your document “notarized and Apostilled,” they are asking for both steps: notarization and then the Apostille.

Step 1: Make Sure Your Document Is Ready

Before you can get an Apostille, your document usually needs to be:

1. Properly completed

   • All required information filled in

   • No major blank sections unless clearly not needed

2. Signed correctly

3. By the right person (for example, an authorized officer of your company)

4. In the correct place on the document

5. Notarized when required

6. Many business documents must be notarized first

7. The notary will verify identity, witness the signature, and apply their seal

If you’re not sure whether your document needs notarization before the Apostille, check the instructions from the foreign authority or ask your notary to review the request.

Step 2: Get the Document Notarized (If Needed)

For many business documents, notarization is the first step. During notarization, a Virginia notary will:

• Verify your identity with a valid, government‑issued photo ID

• Confirm you understand the document and are signing willingly

• Watch you sign (or confirm your existing signature, depending on the type of notarization)

• Complete the notarial wording and apply their official seal

This step is critical because the Apostille will later confirm the notary’s authority and signature—not the content of your document.

For busy business owners, using a mobile notary or remote online notarization (when appropriate) can save time and keep your schedule on track.

Step 3: Submit the Document for Apostille

Once your document is properly notarized or issued by the correct Virginia authority, it can be submitted for an Apostille.

In general, the process involves:

1. Confirming eligibility

   • The document must be a Virginia public document or properly notarized in Virginia.

2. Preparing the submission

3. Completing any required forms

4. Including the original document (not just a copy), when required

5. Adding payment for the Apostille fee

6. Sending or delivering the document

7. Depending on the process, this may be done by mail, courier, or in person

8. Some businesses use a professional service to handle this step to avoid errors and delays

A professional Apostille service can help you:

• Check that your document is ready

• Avoid common mistakes that cause rejections

• Track the status and timing of your Apostille request

Step 4: Receive the Apostilled Document

When the Apostille is issued, it is usually:

• Attached to your original document as a separate certificate, or

• Placed directly on the document, depending on the format

You will then receive:

• Your original document with the Apostille attached

• Any receipts or confirmations related to the process

At that point, your document is typically ready to be sent to the foreign bank, government office, or business partner that requested it.