Apostille Rejected — What to Do Next
Getting an apostille rejection is frustrating — especially when you're facing a deadline for immigration, international business, or legal proceedings. But rejections are common and almost always fixable. The key is understanding why your document was rejected, correcting the issue, and resubmitting correctly. This guide covers the most common reasons apostille requests are rejected and provides step-by-step instructions for each fix.
Last reviewed: February 2026
Why Apostille Requests Get Rejected
- Wrong document type — photocopies, informational copies, or hospital records instead of certified copies
- Wrong authority — submitting a state document to the federal office (or vice versa)
- Expired notary commission — the notary's commission was not current at the time of notarization
- Missing notarization — private documents submitted without notarization
- Wrong state — document notarized in one state but submitted to a different state's office
- Illegible seals or signatures — stamps, seals, or signatures that cannot be verified
- Incorrect certification — documents without proper registrar seal, clerk certification, or judge signature
How to Prevent Future Rejections
- Use a professional service with pre-submission document review — we catch issues before they cause rejections
- Verify your notary's commission is current and registered with the state
- Ensure you have a certified copy, not an informational copy or photocopy
- Confirm the correct submitting authority for your document type (state vs. federal)
- Match the notary's state with the apostille state
- Include all pages of multi-page documents
- Use clear, legible original documents — don't submit damaged or faded documents
- Include correct payment and complete application forms
Apostille vs. Notarization
A notarization verifies a signer's identity. An apostille is a government certification that authenticates a document for international legal use. Foreign governments require apostilles — notarization alone is insufficient.
Top Reasons for Rejection
Hospital-issued birth certificates, photocopies, unsigned documents, and sending to the wrong state office are the most common causes of apostille rejections. Our free document review catches these issues before submission.
Ready to Get Started?
Submit your documents for apostille processing today. Our team reviews every submission to ensure it meets requirements.
Free document review included — we verify eligibility before processing.
Submit Documents for ApostilleStep-by-Step Process
Read the Rejection Notice Carefully
The Secretary of State or Department of State will include a reason for rejection with your returned documents. Read this carefully — it tells you exactly what needs to be fixed. Common reasons include 'signature cannot be verified,' 'notary commission not on file,' or 'document does not bear a qualifying seal.'
Identify the Root Cause
Rejections fall into a few categories: (1) Document issue — wrong type or format; (2) Notary issue — expired commission, wrong state, or not on file; (3) Submission issue — wrong office, missing payment, or incomplete application. Each category has a different fix.
Obtain Corrected Documents
If the document itself is the problem, you'll need to obtain a new certified copy from the correct issuing authority. For vital records, contact the state vital records office or county clerk. For court documents, contact the court clerk. For federal documents, contact the issuing federal agency.
Get Re-Notarized If Needed
If the notary was the issue, have the document re-notarized by a notary with a current commission in the correct state. Verify the notary's commission expiration date before signing. Ensure the notary is registered with the Secretary of State's office.
Resubmit to the Correct Office
Double-check that you're submitting to the correct authority. State documents go to the Secretary of State in the state where the document was issued or notarized. Federal documents go to the U.S. Department of State. Include all required forms, fees, and return shipping information.
State Considerations
Each state has its own specific requirements that can cause rejections. Some states require specific application forms while others accept cover letters. Some states only accept certain payment methods. Some states require documents to be mailed in a specific format. Our service knows the specific requirements for all 50 states, preventing state-specific rejections.
View All 50 State PagesInternational Considerations
Sometimes the apostille itself isn't rejected — but the destination country rejects the apostilled document. This can happen when: (1) The document is too old for the destination country's requirements; (2) A certified translation is required but not included; (3) Additional embassy legalization is needed for non-Hague countries; (4) The destination country has specific format requirements. We verify destination country requirements before processing.
View Country GuidesFrequently Asked Questions
Why was my apostille rejected?+
Can I get my apostille fee refunded after a rejection?+
How long does it take to fix a rejected apostille?+
Can 1Apostille help with a rejected apostille?+
What if my document was rejected because the notary isn't on file?+
Start Your Apostille Order Today
Don't risk delays. Let our expert team handle the apostille process for you.