Guide
Sample Apostille: What an Apostille Looks Like
Every apostille follows the same model certificate set by the 1961 Hague Convention. Here is each field, what it means, and how to check yours.
Quick answer
An apostille is a certificate with the heading “Apostille (Convention de La Haye du 5 octobre 1961)” and 10 numbered fields: country, who signed the document, their capacity, the seal it bears, where and when the apostille was issued, by whom, its number, the issuing seal, and a signature. A federal apostille is issued by the U.S. Department of State in Washington, DC.
Key takeaways
- Every apostille uses the same 10-field model from the Annex to the 1961 Hague Convention.
- The title must appear in French: “Apostille (Convention de La Haye du 5 octobre 1961)”.
- An apostille confirms the signature, capacity and seal on the document — not its contents.
- Federal documents get their apostille from the U.S. Department of State, not a Secretary of State.
- The certificate number in field 8 lets the receiving authority check it against the issuer’s register.
On this page
The apostille format
The Hague Apostille Convention sets out a single model certificate in its Annex. Article 4 says the apostille is placed on the document itself or on an attached sheet (an allonge), must follow the model, and must carry the French title “Apostille (Convention de La Haye du 5 octobre 1961)”. The model is a square with sides at least 9 centimetres long. The fields can be filled in the issuing country’s official language, and many countries print the field labels in two or three languages.
The 10 fields of an apostille
The certificate opens with “This public document” and is followed by numbered fields. Fields 1–4 describe the underlying document; fields 5–10 describe the apostille itself.
| # | Field | What it shows |
|---|---|---|
| 1 | Country | The country issuing the apostille — “United States of America” on a federal apostille. |
| 2 | Has been signed by | The name of the official who signed the underlying document (for example, the FBI or IRS official). |
| 3 | Acting in the capacity of | That official’s title or role. |
| 4 | Bears the seal/stamp of | The agency or office whose seal is on the document. |
| 5 | At | The city where the apostille was issued — Washington, DC for the U.S. Department of State. |
| 6 | The | The date the apostille was issued. |
| 7 | By | The issuing authority — the U.S. Department of State for federal documents. |
| 8 | No. | The apostille’s unique certificate number, recorded in the issuing authority’s register. |
| 9 | Seal/stamp | The seal of the issuing authority. |
| 10 | Signature | The signature of the official who issued the apostille. |
What a federal apostille looks like
A federal apostille is issued by the U.S. Department of State, Office of Authentications. It goes on documents signed by federal officials — for example an FBI Identity History Summary, IRS Form 6166, a Consular Report of Birth Abroad, or an SSA letter. Field 5 reads Washington, DC, field 7 names the U.S. Department of State, and the certificate carries the Department’s seal and the signature of an authentications officer.
A state apostille looks similar but is issued by a state Secretary of State for documents signed by state or local officials, such as birth certificates and notarized documents. A foreign authority will reject a state apostille on a federal document, so check field 7 before you send anything abroad. See federal vs. state apostille.
What an apostille does and doesn’t certify
Under Article 5 of the Convention, an apostille certifies the authenticity of the signature, the capacity of the person who signed, and the identity of the seal or stamp. It does not certify that the document’s contents are correct, and it does not translate the document. If the receiving country needs a translation, that is a separate step — see certified translation.
How to verify an apostille
Article 7 requires every issuing authority to keep a register of the apostilles it issues, recording the number, date, and the name and capacity of the person who signed the document. The receiving authority can ask the issuer to confirm that an apostille matches its register. Some countries also run online e-Registers under the HCCH’s electronic Apostille Programme (e-APP).
Get a federal apostille
We prepare and submit federal documents to the U.S. Department of State and return them with the apostille attached. Federal apostille: $299, about 10–12 business days. See the service or start an order.
Frequently asked questions
What does an apostille look like?
An apostille is a square certificate titled “Apostille (Convention de La Haye du 5 octobre 1961)” with 10 numbered fields: country, signed by, acting in the capacity of, bears the seal of, at, the (date), by, No., seal/stamp, and signature. It is placed on the document or on a sheet attached to it.
Who signs a federal apostille?
A federal apostille is issued and signed by the U.S. Department of State, Office of Authentications, in Washington, DC. State apostilles are signed by a state Secretary of State and cannot be used on federal documents.
Does an apostille verify what the document says?
No. An apostille confirms the signature, the signer’s capacity and the seal on the document. It does not confirm that the contents are true or correct.
Is the apostille in English?
The title must be in French, as the Convention requires. The rest of a U.S. apostille is in English. If the destination country needs the document in its own language, you need a certified translation as a separate step.
How can someone check that an apostille is genuine?
Every issuing authority keeps a register of the apostilles it issues. The receiving authority can contact the issuer with the certificate number and date from fields 6 and 8 to confirm it.
Official sources: HCCH — Apostille Convention, full text · HCCH — Apostille Section · U.S. Department of State — Apostille Certificates. Federal Apostille USA is a private service, not a government agency.
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