Florida Secretary of State — Competent Apostille Authority
Florida apostille services: prepare the right document for overseas use
Florida-issued documents intended for use in another country typically require an apostille from the Florida Secretary of State before a foreign authority will accept them. The correct preparation depends on the document type — and some documents that originate with federal agencies must be routed to Washington, D.C. instead. This guide covers what Florida can apostille, what it cannot, and preparation mistakes that can cause rejection or delay.
What a Florida apostille does — and does not do
An apostille is a standardized authentication certificate issued under the 1961 Hague Apostille Convention. When Florida's Division of Corporations attaches an apostille to a document, it certifies the authenticity of the signature and the capacity of the official who signed — not the accuracy of the document's contents. The apostille does not translate the document, verify the facts stated in it, or guarantee that a foreign authority will accept it for any particular purpose.
Florida's Secretary of State is the competent authority for Florida-issued documents. The Division of Corporations processes apostille requests at its Tallahassee office. Apostilles are not issued at company offices or private service locations — they are issued by the government.
Florida documents vs. federal documents: the critical routing distinction
The most consequential decision before submitting any document is whether it is state-issued or federal. For an apostille on a Florida-issued record, start with Florida. For a federal record, start with the U.S. Department of State. Routing to the wrong authority can cause rejection or delay.
🏛 Florida-issued documents
Florida can only apostille documents that originate within Florida's jurisdiction. A birth certificate issued by New York cannot be apostilled by Florida, even if the holder lives in Miami. The apostille must come from the state that issued the document.
🇺🇸 Federal documents
FBI Identity History Summaries and records issued by federal agencies are not Florida documents. They must be apostilled by the U.S. Department of State in Washington, D.C. A Florida apostille on a federal record is not valid.
Florida document preparation requirements
Each document type has specific preparation requirements set by the Florida Division of Corporations. Submitting a document that does not meet these requirements can cause rejection or delay. The table below summarizes the key requirements; always verify the current checklist at the official source before submitting.
| Document type | Required form | Issuing source | Notes |
|---|---|---|---|
| Birth certificate | Certified copy bearing the State Registrar's signature | Bureau of Vital Statistics or county health department | Must be a government-certified copy, not a notarized photocopy |
| Death certificate | Certified copy bearing the State Registrar's signature | Bureau of Vital Statistics or county health department | Same certification requirement as birth certificates |
| Marriage certificate | Certified copy bearing the State Registrar's or county clerk's signature | Bureau of Vital Statistics or county clerk of the issuing county | Confirm the exact certificate or license format required by the receiving authority before ordering |
| Divorce decree / dissolution of marriage | The version requested by the receiving authority — either a full certified divorce decree from the circuit court clerk, or a dissolution certificate signed by the State Registrar or county clerk | Clerk of the circuit court (full decree) or Bureau of Vital Statistics / county clerk (dissolution certificate) | Confirm the exact version required by the receiving authority before ordering; the two documents come from different offices |
| Public school or university transcript | Original transcript with the issuing official's or registrar's signature, notarized with a full English notarial statement | School or university registrar | Full notarial statement required — abbreviated notarial language is not sufficient |
| Private school or university transcript | Printed notarized transcript attesting it is a true copy, signed by the student or records custodian, with a full English notarial statement | School or university; notarized by a Florida notary | Full notarial statement required |
| Notarized document (POA, affidavit, etc.) | Original document with a full English notarial statement | Florida notary public | Abbreviated or incomplete notarial language can cause rejection; notary cannot attest copies of government-held records |
| Corporate document / certificate of status | Original state-certified copy or certificate of status | Florida Division of Corporations | Photocopies are not accepted; obtain a certified copy directly from the Division of Corporations |
Common preparation mistakes
Many rejections and delays trace back to avoidable preparation errors. Review this list before submitting any document.
Sending a non-Florida document to Florida
Florida can only apostille documents that originate in Florida. If your document was issued by another state, it must be apostilled by that state's competent authority — not Florida.
Sending a federal document to Florida
FBI background checks and other federal agency records must go to the U.S. Department of State in Washington, D.C. Florida has no authority to apostille federal documents.
Using a notarized photocopy of a vital record
A notary public cannot certify copies of vital records or government-held public records. You must obtain a certified copy directly from the issuing government custodian.
Incomplete notarial statement
Florida requires a full English notarial statement on notarized documents. Abbreviated language — such as 'Sworn before me' without the complete statutory wording — can cause rejection.
Ordering the wrong version of a dissolution or divorce record
A receiving authority may require the full certified divorce decree from the circuit court clerk, or it may accept a dissolution certificate from the vital records office. Ordering the wrong version can cause delays. Confirm the exact format required before ordering.
Assuming the apostille translates or verifies the document
An apostille authenticates the signature of the official who signed the document. It does not translate the document, verify its contents, or guarantee acceptance by any foreign authority.
How to prepare your Florida documents
Identify the receiving authority and confirm its current checklist
Before gathering any documents, confirm which foreign authority — consulate, civil registry, school, employer, or court — is handling your procedure and obtain its current document checklist. Requirements change; use the version in effect at the time of your application.
Determine whether your document is Florida-issued or federal
Florida-issued documents go to the Florida Division of Corporations in Tallahassee. Federal documents — including FBI records — go to the U.S. Department of State in Washington, D.C. These are separate submissions and cannot be combined.
Obtain the correct certified original from the issuing authority
Request a certified copy directly from the government custodian — the vital records office, court clerk, Division of Corporations, or federal agency. A personal scan, notarized photocopy, or unofficial printout does not substitute for a government-certified original.
Review clear copies before committing originals to the mail
Send scans for review before mailing originals. This step catches missing certifications, incomplete notarial statements, wrong document versions, or other issues before they cause delays or require re-ordering.
Keep state and federal submissions to their respective authorities separate
Florida documents and federal documents must be submitted to their respective issuing authorities separately — the Florida Division of Corporations cannot process a federal document, and the U.S. Department of State cannot process a Florida-issued document. A coordination service can review your full bundle and route each document to the correct authority.
Arrange translation as the receiving authority directs
If a translation is required, confirm the format — certified, sworn, or notarized — and which pages must be included. The Florida Division of Corporations does not provide translations. A translator cannot notarize their own signature.
Keep the apostille attached and arrange tracked return delivery
Do not separate the apostille from the underlying document after it is attached. Arrange secure return delivery — domestic or international — appropriate for the value and urgency of the documents.
Get help with your Florida apostille
Miami Dade Apostille coordinates eligible Florida and federal documents for international use — including document review before submission, apostille routing, certified translation support, and secure domestic or international return delivery.
We accept submissions 24 hours a day, 7 days a week, 365 days a year. Response during regular business hours is approximately 2 hours. Send us a clear copy of your document for review before mailing the original.
If you're working toward a deadline, message us before sending your documents. We can review the requirements, help avoid preventable delays, and coordinate the correct process for you.
State documents: same day to 4 days. Federal documents (FBI, U.S. Department of State): 7–14 days. Contact us with your document type and deadline to confirm availability.
Miami Dade Apostille is a private document coordination service. We are not the Florida Secretary of State, a government agency, or a law firm. We do not provide legal advice or determine document requirements. We do not issue apostilles — apostilles are issued by the Florida Division of Corporations or the U.S. Department of State. Confirm all requirements directly with the receiving authority handling your specific procedure.