Your Complete Guide to Getting an Apostille in Missouri

Legal documents are essential for making important milestones legitimate in the eyes of the law. However, paperwork issued in one country is not automatically recognized in another, and that’s precisely where an apostille comes into play, ensuring your documents are accepted abroad. But navigating country-specific requirements, domestic authorities, and document eligibility can be a tricky proposition with real-world consequences if not carried out properly.

In this article, we’ve put together a complete guide to obtaining an apostille in Missouri to help simplify the process and save you time, money, and headaches. 

What Is an Apostille and Why Do You Need One in Missouri

An apostille serves as an official certification that authenticates your documents so they will be accepted by foreign governments, companies, and institutions that are parties to the Hague Apostille Convention. The ramifications of not having one when needed can range from protracted delays and additional expenses to flat-out rejection of your paperwork, placing your overseas plans in jeopardy.

In Missouri, an apostille is required for a multitude of reasons abroad, including:

• Study
• Work
• Immigration and visas
• Legal and business matters
• Marriages, births, divorces, adoptions, and other personal situations

Which Documents Can Be Apostilled in Missouri

In the Show-Me State, a wide variety of documents can be apostilled for use overseas. The most common ones are:

Vital Records

Typically, these documents require an apostille to gain legal recognition in foreign countries for various applications. Vital records include:

• Birth and death certificates 
• Divorce decrees 
• Marriage licenses 

Educational Documents

Often, to have academic achievements accepted by educational institutions and employers abroad, an apostille is required and can be obtained in Missouri. Degrees, diplomas, and transcripts are common examples. Sometimes, a certified copy from the school is also needed.

Notarized Documents

There is a swathe of notarized documents that can be apostilled in Missouri, including:

• Sworn statements and affidavits
• Powers of attorney
• Consent and authorization letters

Corporate and Business Documents

International business dealings and transactions often require an apostille to authenticate corporate documents when expanding into foreign markets. These documents can also be apostilled in Missouri and can include:

• Articles of incorporation
• Commercial invoices
• Certificates of good standing
• Business resolutions and records

Documents That Cannot Be Apostilled in Missouri

Although various documents can be apostilled in Missouri, certain key exceptions apply, including:

• Federal documents, including FBI checks and federal court paperwork
• Documents issued outside the state of Missouri
• Documents without correct notarization/certification
• Copies of vital records that are not certified properly 
• Countries that fall outside of the jurisdiction of the convention

Who Issues Apostilles in Missouri

There is only one authority authorized to issue apostilles in Missouri. Knowing who it is, the eligibility requirements, and how to contact them is essential.

Missouri Secretary of State — Notaries & Commissions Unit

In the state of Missouri, the agency that has the authority to issue an apostille is the Missouri Secretary of State — Notaries & Commissions Unit. The department is responsible for verifying internationally bound documents that were issued within the state.

Requirements for Documents to Be Eligible

There are strict requirements and rules that must be met to be eligible for an apostille in Missouri, and failure to meet any of them will result in rejection. Here’s what you need to remember to qualify:

• The country needs to be a signatory to the Hague Convention
• The document was issued in Missouri
• Notarizations have been carried out correctly
• Certified copies have been provided 

Contact Information and Office Locations

Submissions may be mailed or delivered in person, based on your preferred method:

• Mailing Address (standard mail):

Missouri Secretary of State

Commissions

P.O. Box 784

Jefferson City, MO 65102

• Physical Address (courier or in-person delivery):

Missouri Secretary of State

600 West Main Street, Room 322

Jefferson City, MO 65101

Phone: 1-866-223-6535

Email: commissions@sos.mo.gov 

Website: https://www.sos.mo.gov 

How to Get an Apostille in Missouri: Step-by-Step Process

Getting an apostille requires adhering to strict rules and coordinating between local and foreign authorities. To help get around the complexities and nuances, we’ve broken down the process into easy-to-grasp steps :

• Step 1 – Prepare Your Document

Start by identifying the exact document you need apostilled and confirm that it was issued in Missouri. Before moving forward, also verify that the destination country participates in the Hague Apostille Convention, as apostilles are only valid for those countries.

• Step 2 – Obtain a Certified Copy or Proper Notarization

Most documents must meet one of two conditions to qualify: vital records (such as birth, marriage, or death certificates) must be certified copies issued by the appropriate Missouri authority; private or business documents must be properly notarized by a Missouri notary public, with all required elements completed correctly.

• Step 3 – Complete the Apostille Request Form

Fill out Missouri’s Apostille/Authentication Cover Letter with the required details, including the country of use and return delivery information.

• Step 4 – Submit Your Documents (Mail or In-Person)

Send your complete request by mail or deliver it in person to the Missouri Secretary of State’s Notaries & Commissions Unit. Be sure to include all required materials in one package: the document(s), completed cover letter, payment, and a prepaid return envelope if submitting by mail.

• Step 5 – Pay the Required Fees

Missouri charges a $10 fee per authentication. The total cost depends on the number of documents and, in some cases, the number of notarizations involved. Payment must be submitted along with your entry using an accepted method.

• Step 6 – Processing Times and Receiving Your Apostille

Processing times depend on submission volume, delivery method, and document requirements. Once ready, the apostille is attached and sent via your chosen method. Review it carefully upon receipt to confirm accuracy before sending abroad.

Common Mistakes to Avoid When Requesting a Missouri Apostille

Even when the overall process is clear, apostille requests can stall if specific requirements are overlooked. Many delays stem from small technical issues rather than major errors. Being aware of the most common pitfalls can help you avoid unnecessary back-and-forth and keep your request moving forward.

Submitting Photocopies Instead of Certified Copies

For vital records, Missouri only accepts certified copies issued by the appropriate authority. Standard photocopies are not eligible and will be returned without processing.

Incorrect or Incomplete Notarization

Documents that require notarization must be notarized correctly and in full. Requests will be rejected if elements are missing or notarizations are incomplete.

Missing Information on the Cover Letter

The Apostille/Authentication Cover Letter provides essential details, including the destination country. Providing incomplete or incorrect information can slow down processing and may result in issuing the wrong certification.

Sending Incorrect Payment

Submitting the wrong fee or using an unaccepted payment method can halt processing. Verifying the correct amount and payment option before submission helps prevent avoidable delays.

Assuming Apostille Rules Apply to Non-Hague Countries 

Apostilles are only valid for countries that are part of the Hague Apostille Convention. Documents intended for non-Hague countries require a different form of authentication and cannot be processed as apostilles.

Should You Use a Third-Party Apostille Service?

For simple requests, handling an apostille yourself might be manageable. But when there are multiple documents, tight deadlines, or country-specific requirements, working with a third-party apostille service can help minimize errors and keep the process on track without unnecessary delays.

Benefits of Using a Professional Service

Managing an apostille request often involves coordinating document preparation, state-level requirements, and destination-country rules at the same time. At One Source Process, we help simplify this process by handling each step carefully and in the correct order, reducing the risk of delays or rejected submissions.

Working with our team offers you the following benefits:

• Fewer errors throughout the submission process
• Faster turnaround options when timelines are tight
• Reduced administrative effort on your end
• A compliant, organized, and predictable experience

How to Choose a Reputable Apostille Provider

Different apostille providers vary in reliability and transparency. When selecting a service, it’s important to look beyond speed claims and evaluate the following factors:

• Demonstrated experience and a proven track record
• Transparent pricing with no hidden or surprise fees
• Ability to support both domestic and international requests
• Transparent communication around steps, requirements, and timelines

Ready to Apostille Your Missouri Documents?

The maze of laws and requirements involved in the apostille process makes it crucial to understand how to navigate quickly and accurately. You also don’t want your overseas plans to be derailed before they even begin. At One Source Process, we help individuals and businesses navigate apostille requirements accurately and efficiently, ensuring their documents are ready for international use without unnecessary delays.

FAQs 

• Who issues apostilles in Missouri?

The Missouri Secretary of State’s Notaries & Commissions Unit.

• What is the typical processing time to obtain an apostille in Missouri?

It varies depending on the submission method, backlog, and whether everything is submitted properly and error-free. 

• How much does a Missouri apostille cost?

$10 per authentication.

• Can I obtain an apostille for a photocopy?

No. It must be a certified copy. 

• Can documents from another state be apostilled in Missouri?

No. Apostilles must come from the state that issued the original documents. 

• Can the Missouri Secretary of State apostille federal documents?

No. These need to be obtained from the U.S. Department of State in Washington, D.C.

• Do notarized documents need special wording?

Yes, of sorts. Notarized documents must be notarized properly and include all mandatory elements. 

• How do I submit a Missouri apostille request?

In person or by mail. 

• Can I get my document apostilled if the destination country isn’t part of the Hague Convention?

Apostilles don’t work in non-Hague Convention countries. If the destination isn’t in the Hague Apostille Convention, you’ll typically need an authentication/certification route instead of an apostille.

• Do apostilles expire in Missouri?

No. Apostilles don’t expire, but the underlying documentation often does. 

• Can I obtain multiple apostilles for a single document?

Yes. But each apostille must have its own certified or notarized copy.

• Do I need to provide a translation?

Yes, often countries do require translations. To be certain, it’s best to verify the country’s specific requirements in advance.