Common Mistakes to Avoid When Getting a Florida Apostille

October 9, 2023

The process of obtaining an apostille can be a daunting task for many individuals and businesses. It is a specialized certification that authenticates the validity of a document for use in foreign countries.

It is essential for various legal and official purposes, such as international adoption, marriage abroad, business transactions, and more.

However, navigating its process can be tricky, and there are common mistakes that people often make. In this article, we will discuss these common mistakes and recommend a convenient solution.

Understanding the Apostille Florida

Before delving into the common mistakes, let’s first understand what it is and why it’s necessary. An apostille is a certificate issued by a competent authority, typically the Secretary of State or a designated agency in a country, that verifies the authenticity of a document. It is used to confirm the document’s origin and the authority of the person or entity that has issued or signed it.

It is crucial for international recognition of documents, as it simplifies the process of document verification across borders. Without it, foreign authorities may not accept your documents, leading to delays, legal issues, and extra costs.

A Notary On The Go FloridaCommon Mistakes to Avoid

Now that we have a basic understanding of it, let’s explore some common mistakes people make when attempting to obtain one:

1. Incomplete Documents
One of the most critical aspects of obtaining an Apostille Florida is ensuring that your documents are complete and accurate. Any missing information or signatures can lead to delays or even the rejection of your request.

Before submitting your documents for authentication, meticulously review them. Ensure that all pages are present and that all fields, dates, and signatures are filled out correctly. This includes ensuring that any attachments or exhibits are included and properly referenced. By doing so, you can prevent unnecessary setbacks and expedite the process of obtaining it.

2. Expired Documents
Another common mistake to avoid is attempting to apostille documents that have expired. This is especially relevant for certificates, licenses, or other time-sensitive documents.

Florida authorities will not authenticate expired documents, so it’s crucial to verify the validity of your documents before initiating the process. If a document has expired, you may need to renew it before proceeding.

3. Incorrect Document Type
Selecting the correct document type is essential. Not all documents are eligible for certification. Personal letters, for example, generally cannot be apostilled.

To prevent unnecessary delays, check if the document is eligible. If you’re unsure, you can consult the Florida Secretary of State’s office or the relevant authority for guidance on which documents can be apostilled.

4. Improper Notarization
If a document requires notarization, it must be properly notarized before requesting an Apostille. This means that the notary public responsible for the document’s notarization must have followed all legal requirements and procedures.

Common issues include missing notary seals, incomplete notary certificates, or notary errors. Before submitting your document, review it to ensure that the notarization is correct and up to date. Correcting notary errors after the fact can be time-consuming and may result in delays.

5. Inadequate Fees
In Florida, there are fees associated with obtaining an authentication. These fees vary depending on the type of document and the processing time you choose.

To avoid complications, it’s essential to determine the appropriate fees for your specific situation and include the correct payment with your application. Insufficient fees can lead to the rejection of your request or delays in processing while the fees are corrected.

To find the current fee schedule and ensure you include the correct payment, consult the Florida Secretary of State’s website or contact their office directly.

Apostille Florida

6. Wrong Application Form
Submitting the correct application form is crucial. The Florida Secretary of State’s office provides specific forms for different types of documents and transactions. Using the wrong form can result in processing delays or the rejection of your request.

To avoid this mistake, carefully review the available forms on the Secretary of State’s website and select the one that corresponds to your document type. Ensure that you complete the chosen form accurately and include all required information.

7. Mailing Errors
It’s vital to double-check the mailing address. Using the wrong address, even a minor error, can lead to significant delays or even the loss of your documents.

Ensure that you have the most up-to-date address for the Florida Secretary of State’s office or the relevant authority responsible for processing Apostilles.

Use certified or trackable mail services and consider keeping copies of all correspondence and documents for your records. By carefully addressing and mailing your documents, you can help ensure that they reach the appropriate office safely and efficiently.

8. Missing Cover Letter
Including a well-structured cover letter can greatly facilitate the processing of your documents. This cover letter should provide essential information, such as your contact details, a brief explanation of your request, and any special instructions.

By doing so, you can prevent confusion and ensure that your request is processed correctly and promptly. A cover letter acts as a helpful reference for the authorities handling your documents, allowing them to quickly understand your requirements and contact you if needed.

While it may seem like a minor detail, omitting a cover letter can lead to unnecessary delays and communication challenges during the process.

9. Not Allowing Sufficient Processing Time
The processing times in Florida can vary depending on factors such as the type of document, the volume of requests, and the chosen processing speed.

To avoid last-minute complications, plan ahead and submit your documents well in advance of your intended use. Rush processing options may be available, but they often come with additional fees.

By giving yourself ample time, you can ensure that your legalization is obtained within the timeframe you need and reduce the stress associated with tight deadlines.

10. Lack of Communication
Effective communication with the Florida Secretary of State’s office or the relevant authority responsible for processing it is crucial throughout the application process.

If there are questions or issues with your request, timely and clear communication can help resolve them efficiently.

Failure to respond to inquiries or requests for additional information can result in delays or even the rejection of your request. Stay attentive to any correspondence from the authorities, promptly provide any requested information or clarification, and maintain open lines of communication to ensure a smooth process.

Apostille FloridaTo avoid these common mistakes and streamline the process, we recommend using the services of a trusted mobile notary service like A Notary on the Go.

Here’s why:

A Notary on the Go offers a mobile notary service that comes to your location, whether it’s your home, office, or a coffee shop. This eliminates the need to travel to a notary’s office or government agency, saving you time and effort.

Their notaries are experienced professionals who understand the specific requirements in your jurisdiction. They can guide you through the entire process, ensuring your documents are properly notarized and meet all the necessary criteria.

Document Verification
A Notary On The Go can also help you verify the authenticity of your documents before submitting them for an apostille. This extra step can prevent potential issues down the road.

Time Efficiency
At A Notary On The Go, you can expedite the notarization process, which is often a bottleneck in obtaining the document. They understand the urgency of your needs and work efficiently to meet your deadlines.

Peace of Mind
By using a reputable mobile notary service like A Notary On The Go, you can have confidence that your documents will be handled professionally and accurately. This peace of mind is invaluable, especially when dealing with important legal or international matters.


Obtaining an Apostille Florida doesn’t have to be a complicated and error-prone process. By avoiding common mistakes such as incomplete documentation, using the wrong authority, or missing deadlines, you can save yourself a lot of hassle and potential legal issues.

Our recommendation is to consider using a mobile notary service like A Notary On The Go. Their expertise, convenience, and dedication to accuracy can make the apostille florida process smoother and more efficient. Don’t let mistakes stand in the way of your international endeavours—choose the right assistance to get it done correctly and swiftly.