Apostille vs Authentication
Which One Do You Need?
One of the most common questions clients ask is: “What’s the difference between an apostille and an authentication?” The short answer is: it depends on the country where your document will be used. Apostilles apply to Hague Convention countries, while authentications apply to non-Hague countries and usually involve multiple government offices. In this post, we’ll break down the key differences and what Missouri residents need to know.
What Is an Apostille?
An apostille is a certificate issued by the Missouri Secretary of State (SOS) that proves the authenticity of your notarization, clerk certification, or official signature.
When it applies: If your document will be used in a Hague Convention country.
Who issues it: Missouri SOS.
How many steps: Just one (SOS).
Turnaround time: Typically 7–14 business days by mail, faster if priority or rush service is arranged.
Examples of documents that may need an apostille:
Birth certificates (certified copies)
Marriage certificates
Powers of attorney
Wills and estate documents
University transcripts and diplomas
What Is an Authentication?
If your destination country is not part of the Hague Convention, the apostille system doesn’t apply. Instead, your document must go through authentication and legalization, which is a multi-step process.
Step 1: Missouri SOS issues an Authentication Certificate (instead of an apostille).
Step 2: The U.S. Department of State verifies the SOS authentication in Washington, D.C.
Step 3: The embassy or consulate of the destination country verifies the U.S. State Department seal.
When it applies: Non-Hague Convention countries (examples: China, UAE, Egypt).
How many steps: Three or more.
Turnaround time: 3–8 weeks, depending on embassy requirements.
Missouri Examples: Hague vs Non-Hague
Hague Country Example (Spain): Missouri SOS apostille → document valid abroad.
Non-Hague Country Example (China): Missouri SOS authentication → U.S. State Dept. → Chinese Embassy legalization.
Costs Involved
Missouri SOS Fee: $10 per document (apostille or authentication).
U.S. State Department Fee (for authentications): $20 per document.
Embassy Fees: Range widely, often $25–$200+.
Facilitator Fees (Big River Notary):
Apostille: $95–$175+ depending on speed.
Authentication: $195–$495+ depending on steps and embassy complexity.
Why the Difference Matters
Submitting the wrong type of certification will cause delays of weeks or months. For example, if you send an apostille to a non-Hague country, they’ll reject it and require the full authentication/legalization process instead.
By confirming up front which type you need, you avoid wasted time, rejected documents, and extra shipping costs.
How Big River Notary Helps
As a Missouri-based apostille and authentication concierge, we:
Confirm whether your destination country requires apostille or authentication.
Prepare the right cover letters and forms.
Handle shipping and tracking to SOS, U.S. Dept. of State, and embassies.
Provide updates so you always know where your document is in the chain.
Whether it’s a single birth certificate or a set of corporate documents, our job is to make sure your paperwork moves smoothly from Missouri to its final destination abroad.
Final Word
The difference between apostille and authentication is simple: Hague vs. non-Hague. But the process and consequences of choosing the wrong one are not.
Contact Big River Notary today to confirm your destination country and let us handle the details — so you don’t lose time or risk rejection.
