Apostille Application Form: Everything You Need to Know to Get Started

If you plan to use a U.S. document in a foreign country that is a member of the Hague Apostille Convention, you will need to submit an Apostille Application Form along with your original documents. This form is an essential part of the authentication process and must be completed accurately to avoid delays or rejections.

At Rais Apostille Services, we streamline the entire process—from preparing the form to submitting it to the right government office—so your documents are accepted internationally without hassle.

In this guide, we explain what an apostille application form is, how to fill it out correctly, where to submit it, and how our team can help you avoid costly mistakes.

What Is an Apostille Application Form?

An apostille application form is a required document that must accompany your original records when requesting an apostille. It provides the receiving office with essential information about you, your document, and the country where the apostille will be used.

Each U.S. state and federal agency has its own version of this form. Submitting the wrong form or omitting required details can delay or void your request.

When Do You Need an Apostille Application Form?

You will need to submit an apostille application form if you are sending any of the following types of documents for authentication:

• Vital records: birth, death, or marriage certificates

• Educational documents: diplomas, transcripts, or certificates

• Legal papers: power of attorney, affidavits, notarized documents

• Federal records: FBI background checks, USCIS certificates

• Business documents: incorporation papers, contracts, or IRS letters

These forms are required for use in foreign countries that accept apostilles under the Hague Convention.

Types of Apostille Application Forms by Jurisdiction

The form you need depends on the type and origin of the document:

1. State Apostille Application Forms

For documents issued by a U.S. state, you’ll need that state’s specific apostille form. Here are examples:

Each form includes sections for:

• Applicant’s contact details

• Document type and number of documents

• Country where the document will be used

• Return shipping instructions

2. Federal Apostille Application (Form DS-4194)

If your document is issued by a federal agency (e.g., FBI, IRS, USCIS), you must submit Form DS-4194 to the U.S. Department of State.

This form requires:

• Full applicant details

• Document origin and issuing authority

• Intended destination country

• Return shipping address

At Rais Apostille, we complete and submit this form for you to ensure 100% accuracy and compliance.

How to Fill Out an Apostille Application Form Correctly

Here are the steps to complete the form properly:

Step 1: Select the Correct Form

Determine if your document is state-issued or federal and download the corresponding apostille application form.

Step 2: Fill In Personal Information

Include your:

• Full name

• Mailing address

• Email and phone number

Ensure the address you enter is where the apostilled document should be returned.

Step 3: List the Document Details

Provide:

• The number of documents being submitted

• The type of document (e.g., birth certificate, diploma)

• The country where the document will be used

Step 4: Choose a Return Shipping Method

Most forms ask whether you are providing a prepaid shipping label (UPS, FedEx, USPS) or if you want to use regular mail.

Step 5: Sign and Date the Form

Some forms may require a signature to authorize the processing of your documents.

Common Mistakes to Avoid on Apostille Application Forms

• Using the wrong form for your state or agency

• Sending in photocopies instead of certified originals

• Leaving out the destination country

• Omitting return address or shipping label

• Not including the required fee

Avoiding these mistakes ensures your request is processed without delays. Rais Apostille double-checks every submission to prevent errors.

Why Choose Rais Apostille Services?

We take the stress out of the apostille process by handling every aspect of your application, including:

✅ Choosing and filling out the correct apostille application form
✅ Verifying document eligibility
✅ Submitting to the correct agency (state or federal)
✅ Tracking and securely returning your documents
✅ Expedited and international service available

We serve clients in all 50 U.S. states and internationally, offering personal support and transparent pricing.

Frequently Asked Questions (FAQ)

Can I download the apostille application form online?

Yes, most states and the U.S. Department of State provide downloadable PDF versions. However, using the wrong version can result in rejection. Rais Apostille will select and complete the correct form for you.

Is the apostille application form the same for every state?

No. Each state has its own format, requirements, and submission process. That’s why it’s crucial to know which form matches your document’s origin.

What happens if I submit the wrong form?

Your apostille request may be delayed or returned unprocessed. Rais Apostille ensures you never use the wrong form or omit required information.

How do I submit the apostille application form?

You can typically mail the form with your original documents, a check or money order, and a prepaid return envelope. Some states offer limited in-person or expedited service. We handle all submission logistics for you.

Can Rais Apostille provide me with the correct form?

Yes. We handle all documentation, including form preparation, payment, and return shipment, so you don’t have to worry about paperwork or technicalities.

Ready to Start Your Apostille Application?

Whether you’re preparing documents for marriage abroad, dual citizenship, or international employment, a properly completed apostille application form is essential.

At Rais Apostille Services, we make it easy. We complete the correct form, prepare your documents, and submit everything on your behalf—accurately and efficiently.