Ultimately, whomever you are handing your apostilles over to (the consuming entity) is the owner of the requirements for processing. It’s important to distinguish with the consuming entity (lawyer, visa agency, academic instutions etc.) whether you are discussing requirements for the input or output of the aspotille process. When discussing the input into the apostille process – this is what you are submitting to us, Express Apostille Services for Authentication. Whether or not you upload a scanned copy of your document or mail us a physical document will affect what is in the apostille regardless of the output you choose. When discussing the output from the apostille process – you can choose to only be emailed a scan of your apostille or for us to ship the original apostille.
One of the most common questions we receive at Express Apostille Services is whether clients should submit scanned copies of their documents or mail in the original documents for apostille processing.
The answer depends on the document type, destination country, and the requirements of the receiving authority. Understanding the differences between these two options can help you save time, money, and avoid unnecessary delays.
The Growing Popularity of Scanned Copy Apostilles
Thanks to advancements in remote notarization and electronic document authentication, many documents can now be apostilled using a scanned copy rather than the original paper document.
In these cases, a scanned document is typically notarized electronically and then submitted for apostille processing. This approach offers several advantages:
Faster Processing
Since there is no need to ship documents to our office, processing can often begin immediately after receiving the digital file.
Reduced Shipping Costs
Clients avoid the expense and delays associated with domestic and international courier services.
Lower Risk of Loss or Damage
Original documents such as diplomas, vital records, and corporate records can be difficult or costly to replace. Using a scanned copy eliminates the risk of losing an important original during transit.
Convenient for Clients Abroad
Many of our clients live overseas and require U.S. documents authenticated for visa applications, employment, education, or business purposes. Digital processing allows them to complete much of the process remotely.
When Original Documents Are Required
Despite the convenience of scanned copy processing, there are situations where original documents remain the preferred—or only—option.
Vital Records
Many countries and government agencies require original certified copies of birth certificates, marriage certificates, death certificates, and divorce decrees. A notarized copy may not be accepted.
Certain Educational Documents
Some universities, licensing boards, and foreign ministries require apostilles directly attached to original diplomas, transcripts, or certified academic records.
Country-Specific Requirements
Some countries maintain strict authentication standards and may reject apostilles issued on notarized copies of documents. In these cases, the original document must be authenticated by the issuing authority before an apostille can be issued.
Documents with Raised Seals or Security Features
Certain recipients want to verify original seals, watermarks, and security features that cannot always be adequately reproduced in a scanned copy.
Which Option Should You Choose?
In many cases, a scanned copy offers the fastest and most cost-effective solution. However, choosing the wrong method can result in delays, rejected documents, and additional expenses.
Before processing your apostille, it is important to consider:
- The type of document
- The destination country
- The purpose of the document
- The requirements of the receiving organization
Our team reviews these factors every day and can help determine the best authentication method for your specific situation.
The Express Apostille Services Advantage
At Express Apostille Services, we process both scanned copies and original documents for clients throughout the United States for use around the world. Our experts stay current on country-specific requirements and can advise whether a digital copy will be accepted or whether an original document is necessary.
Whenever possible, we help clients take advantage of digital processing options to save time and reduce costs. When originals are required, we provide secure handling and expedited apostille services to ensure your documents reach their destination quickly.
If you’re unsure whether to submit a scanned copy or an original document, you can request a complimentary document review and quote here. We’ll help you choose the right path the first time and avoid costly delays in your apostille process!
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