Maryland Apostille and Full Legalization Process: Authenticating Maryland Documents for use Across National Borders

Topics on this page:

• Document Authentication
• General Information on Legalization
• Determine if You Need an Apostille or Full Legalization
  • Private Documents
  • State and County Documents
  • Federal Documents
• Maryland Apostille and Full Legalization Processes
• Requirements, Costs, and Addresses
• Model Apostille
• Additional Resources

Document Authentication

When using documents in a foreign country, you may need to have the documents authenticated to be accepted in the foreign jurisdiction. Authenticating a document verifies the document’s source so foreign countries can be sure the document is not fake. The traditional method for authenticating documents is called legalization.

Learn more about the Hague Conference on International Private Law.

This article discusses two types of document authentication for Maryland-issued documents: the apostille procedure and the full legalization procedure. 

NOTE: Each state determines their own apostille and legalization procedures, and you should check with the appropriate authorities in that state. A roster of Secretaries of State and links to each state’s Secretary of State website can be found on the National Association of Secretaries of State website.

General Information on Legalization

Legalization involves several steps of official authentications that can be slow and expensive. To streamline the process, numerous countries joined the 1961 Hague Convention. The Convention eliminated the requirement of full legalization of documents in member countries. The convention reduces the process to a single authentication called an apostille (an authentication certificate). An apostille is issued by an authority designated by the country where the document was issued.

Determine if You Need an Apostille or Full Legalization

Do you need documents legalized?

Common reasons for seeking an apostille or a full legalization include:

• Studying, teaching or working abroad
• Applying for dual citizenship
• Getting married in another country
• Arranging for the burial of a loved one in another country

However, not all countries may require documents to be legalized.  If you are unsure, you should check with the person or organization receiving your document on their legalization requirements.

What country do you plan to use the documents in?

If you do need documents legalized, whether you need a full legalization or an apostille depends on:

• which country issued the document and
• which country you want to use the document in. 

Apostilles can only be issued for documents that

• were issued in a country that signed the Hague Convention and
• are to be used in a different country which also signed the convention.

To find out if your destination country accepts apostilles, you can check the Hague Conference website.

Countries that are not signatories to the Hague Convention may require the full legalization.  If the destination country is not a Hague Convention member, you will likely need full legalization.  

What type of document are you getting legalized?

There are three main types of documents that require authentications:

• private documents (individual or corporate);
• state/county-issued documents; and
• federally-issued documents.

Learn more about authentication requirements on the US State Department website.

The type of document determines which authority is designated to authenticate or apostille the document.

Private Documents:

Private documents can be personal (example: Power of Attorney) or corporate (example: Articles of Incorporation). Private documents may be issued an authentication or apostille by a designated authority. Generally, the designated authority is the state Secretary of State’s office.

Examples of commonly authenticated private documents include:

• Affidavits 
• Agreements 
• Articles of Incorporation 
• Bylaws 
• Commercial Invoices 
• Copy of a U.S. Passport (identification page only) 
• Deeds of Assignment
• Diplomas 
• Home Study 
• Income Verification 
• Powers-of-Attorney 
• Single Status 
• Transcripts 
• Other business documents

State/County-Issued Documents:

State and county-issued documents receive authentication or an apostille from a designated authority. In most cases, the designated authority is the state Secretary of State’s office.

Examples of commonly apostilled and authenticated state/county-issued documents include:

• Birth Certificates 
• Death Certificates
• Divorce Decrees 
• Marriage Certificates
• Probate Wills 
• Judgments in state court cases

Learn more on the Hague Conference website.

Federally-Issued Documents:

Federally-issued documents are documents signed by:

• American Consular Officer
• Foreign Consul Diplomatic Official registered with the State Department Office of Protocol
• Judge Advocate
• Military Notary
• U.S. Federal Officer

Maryland Apostille and Full Legalization Processes

For Private Documents originating in Maryland:

1. Notarize the document: The document must be notarized by a Maryland notary.
2. Authenticate the notary’s signature: The notary’s signature must be authenticated by the Clerk of the Circuit Court in the county where the notary was commissioned. The county’s name can be found imprinted on the notary’s seal. 
   • Example: If a Baltimore City notary notarizes the document, the document must then be sent to the Baltimore City Circuit Court house for authentication because that is where the notary was commissioned. 
   • Note: If the document was certified by a Circuit Court clerk other than the current clerk of the Circuit Court, call the Office of the Secretary of State at 410-974-5521 to confirm that the document can be apostilled.
3. Send or deliver the document: The document must be mailed or personally delivered to the Office of the Secretary of State in Annapolis for an apostille or authentication.
   • If the document requires an apostille, this is the last step. For private documents, the Secretary of State issues an apostille and the document is now ready to be used in foreign jurisdictions. 
4. For a full legalization:
   • Send or deliver  the document to the U.S. Department of State Authentications office in Washington, D.C. for an authentication. 
   • Send or deliver the document to the foreign country’s consulate office for the final authentication. Costs, requirements, and addresses vary depending on the consulate.

Learn more at the Maryland Secretary of State's website and the Hague Conference website.

For Maryland State and County-Issued Documents:

1. Obtain a certified original document or a certified copy from the issuing state or county department. To be certified, the document must have the seal and authorized signature of the issuing department. 
2. Send or deliver the document to the Office of the Secretary of State in Annapolis for an apostille or authentication.
   • If the document requires an apostille, this is the last step. For state/county-issued documents, the Secretary of State issues an apostille and the document is now ready to be used in foreign jurisdictions.
3. For a full legalization:
   • Send or deliver the document to the U.S. Department of State Authentications office in Washington, D.C. for an authentication.
   • Send or deliver the document to the foreign country’s consulate office for the final authentication. Costs, requirements and addresses vary depending on the consulate.
      

Learn more at the Maryland Secretary of State's website and the Hague Conference website.

Requirements, Costs, and Addresses

The Maryland Secretary of State can be reached at:

16 Francis Street
Wineland Building, 1st Fl.
Annapolis, MD 21401

Telephone: 410-974-5521

Hours: Monday through Friday, 9 am – 1:00 pm

Note: Walk-ins are accepted, but there is a ​limit of 15 documents per day.​

An authentication of a document is $5 (whether for an apostille or a full legalization). The fee must be paid by U.S. check or U.S. money order, made out to “Secretary of State.” If you are appearing in person with the documents you can also pay by credit or debit card.

If the certification is completed by mail, you must include the following:

1. Check or money order for total cost of the apostilled document(s)
   • The check may be a personal check, a cashier’s check, or a business check, made out to the “Secretary of State.” 
   • If you are overseas and require a Maryland apostille, it may be helpful to obtain a cashier’s check in U.S. currency at your nearest foreign bank.
2. Cover letter indicating which country the document(s) will be used for.
   • The Office of Secretary of State has provided a sample cover letter to use
3. Self-addressed, pre-paid envelope for the return of the apostilled document(s).
   • Fed Ex, UPS, and Certified Mail are all accepted methods for sending and returning documents.

If the certification is completed in person, any form of payment is accepted: personal, cashier’s or business check, money order, cash, and credit cards with a minimum charge of $10.00. Certifications are typically completed while you wait.

Model Apostille

The apostille Convention has issued a Model apostille Certificate, but not all apostilles look exactly like the Model Certificate.

An apostille can be placed on the document itself or on a separate page. The separate page is called an allonge. Apostilles may be affixed with adhesives, rubber stamps, and seals.

Additional Resources

• The apostille Section of the Hague Convention website lists Competent Authorities and costs (if known) for any country that is party to the Convention; the website also provides a host of additional useful resources related to apostilles.
• Adams, James W. The Apostille in the 21^st Century: International Document Certification and Verification. 34 Houston Journal of International Law. 519 (2012).
• Apostille Prescribed by the Hague Convention. 6C Nichols Cyclopedia of Legal Forms §139:13.