How to Avoid Apostille Rejections: Common Mistakes to Watch For

The good news? Most apostille rejections happen for the same few reasons. We've helped hundreds of clients catch and correct these errors before submission, saving them time, money, and unnecessary stress.

Here are the most common mistakes that lead to apostille rejections—and how we help you avoid them.

1. Submitting the Wrong Document Type

Mistake: Sending in a copy when an original or certified copy is required.
Real-world example: A client submitted a scan of a marriage certificate printed from a home computer. It was immediately rejected. We helped them obtain a certified copy from the issuing county office and successfully processed it.

How we help:
We review your documents and confirm what’s acceptable based on your destination country and the issuing state. We also assist in retrieving official records if needed.

2. Improper or Missing Notarization

Mistake: Not all notarizations meet apostille requirements. Common issues include:

• The notary forgot to stamp or sign

• The wrong notarial language was used

• The notary’s commission was expired

Why it matters: Apostille authorities will reject any document that isn’t properly notarized, even if everything else is in order.

How we help:
We work with vetted, experienced notaries who understand the legal language and formatting that apostille offices require. If your document isn’t notarized yet, we guide you through the process correctly.

3. Sending the Document to the Wrong State Authority

Mistake: Apostilles must be issued by the correct jurisdiction. For example, if a document was notarized in Texas, it must be apostilled by the Texas Secretary of State—not New York.

Real-world delay: A client attempted to apostille a California notarized affidavit through the U.S. Department of State. It was rejected and returned after three weeks.

How we help:
We confirm jurisdiction, track document origin, and ensure it’s sent to the correct state or federal office the first time.

4. Using Outdated or Altered Documents

Mistake: Some documents, like birth or marriage certificates, must be recently issued or in a specific format. Older versions may be invalid.

Signs of rejection:

• Handwritten amendments

• Photocopies without proper certification

• Illegible stamps or signatures

How we help:
We identify outdated or questionable documents upfront and help you request up-to-date certified copies from the appropriate government agency.

5. Incomplete or Incorrect Apostille Request Forms

Mistake: Each state has its own form for apostille requests. Common form errors include:

• Missing information

• Misspellings

• Blank checkboxes

• Illegible handwriting

How we help:
We prepare or review your forms to make sure every field is filled out properly—no crossed-out answers, no typos, no guesswork.

6. Overlooking Country-Specific Requirements

Mistake: Not all countries accept apostilled documents the same way. Some require:

• Certified translations

• Double authentication

• Embassy legalization (if they’re not part of the Hague Apostille Convention)

Example: A client submitted an apostilled diploma to the UAE, only to learn it also needed embassy legalization. We handled the additional steps and ensured proper delivery.

How we help:
We stay current on international requirements and provide tailored guidance based on your destination country.

What Makes Us Different

We don’t just process documents—we protect your timeline. Our team reviews every submission with a trained eye, identifies potential red flags, and solves problems before they cause delays.

Clients come to us after facing weeks of back-and-forth with state offices, embassies, and notaries. We’re often able to fix rejections—but more importantly, we help you avoid them entirely by doing it right the first time.

Final Thoughts: Don't Let Paperwork Get in the Way

Apostille rejections can feel like a small clerical hiccup, but the consequences are real: missed deadlines, postponed travel, delayed contracts, and extra fees. Whether you're dealing with one document or a full stack of legal paperwork, the stakes are too high to take chances.

Let us help you get it done fast, accurately, and with zero rejections.

Don't Let Paperwork Get in the Way

Apostille rejections might seem minor, but they can create major headaches—missed deadlines, stalled applications, and unnecessary costs. Whether you're sending one document or a full portfolio abroad, accuracy is everything.

We’re here to make sure it’s done right the first time.
No rejections. No delays. Just smooth, secure processing from start to finish.

Grab Your Free Checklist:

“Apostille-Ready Checklist: 10 Things to Verify Before You Submit”

Avoid the most common reasons for rejection with this simple, actionable checklist. It includes:

• Document type requirements

• Notarization tips

• State submission rules

• Country-specific reminders

• A final review section before mailing

Download it now and use it every time you prepare international documents.

👉 [Download the Free Checklist]