In this guide
An apostille is a certificate that lets another country accept a U.S. document as authentic. For a death certificate issued by a state, you first get a certified copy from that state's vital records office, then the Secretary of State of the same state adds the apostille. The U.S. Department of State only handles federal documents. Plan on days to a couple of weeks, and confirm what the destination requires before you order.
If a loved one died in the United States and the family wants to take them home, almost every plan runs into the same piece of paper sooner or later: the death certificate, and the apostille that goes with it. In the cases we coordinate, this is the step that most often slows things down, more than the flight itself. The good news is that it is a predictable process once you know who does what.
Reviewed November 2026. This guide is general information, not legal advice. See our editorial policy.
What an apostille is, and what it is not
An apostille is a standard certificate created by the Hague Apostille Convention. It confirms that the signature, the seal and the official capacity of the person who signed a public document are genuine, so the receiving country does not need to check it through its own consulate.
It does not say the content is correct, and it does not translate the document. It also only works between countries that are both parties to the Convention. Many countries in Latin America and Spain are, but not all, so check the current list on the Hague Conference status table or ask the consulate.
Who does what
Three different offices are usually involved, and mixing them up is the most common cause of delays.
- The funeral home or the person who filed the record registers the death with the local authority. In many states the funeral director orders the first certified copies.
- The vital records office (state health department or county registrar) issues the certified copy. Many states limit who can order it, usually family members or legal representatives, and they may ask for ID and proof of relationship.
- The Secretary of State of the state that issued the certificate adds the apostille. Some states route the document through another office first, for example a county clerk, so read the instructions on the state website.
- The U.S. Department of State apostilles federal documents and certain federal-origin records. It is not the office for a state-issued death certificate. If you are unsure, the State Department explains the difference on its authentication page.
One rule trips people up: the apostille has to come from the state that issued the certificate, which is where the death was registered. It does not matter where the family lives or where the person's home address was.
Step by step
Confirm what the destination needs
Ask the consulate or the receiving funeral home whether they want a certified copy with apostille, an apostille plus a translation, or consular legalization instead. Requirements change, so confirm before booking anything.
Order certified copies
Ask the funeral home or the vital records office for the version the destination needs. Some places issue a short form and a long form, and some destinations want the version that includes the cause of death.
Check the copy before you send it
Names, dates and spelling must match the passport and the other documents. A mismatch can send you back to the start, because corrections are made by the vital records office, not by the apostille office.
Send it to the Secretary of State
Follow the state's instructions for mail, drop-off or online requests, including the fee and the return envelope. Do not staple, unbind or notarize the certificate. The State Department notes that notarizing an original can invalidate it.
Receive the apostilled document
It usually comes back as the same certified copy with a separate page attached. Keep the pieces together.
Translate if required
The destination decides whether a translation is needed and who can do it. Do this after the apostille unless the receiving side tells you otherwise.
Send copies to everyone who needs them
The airline paperwork, the consulate and the receiving funeral home often each need their own set.
What the timing depends on
The flight is rarely the slow part. Based on cases we have coordinated, the pieces that move the schedule are:
- Release of the body by the medical examiner, coroner or police, when they are involved. The death certificate may not be final until they sign off.
- The apostille itself, which in many cases adds roughly one to two weeks, and sometimes more at busy times.
- Using old or clipped copies. Many offices only accept recently issued certified copies, so a new order can cost another two to three weeks.
- Corrections. A misspelled name or a wrong date of birth needs an amendment before anything else.
If the family has a travel date in mind, treat it as an estimate until the apostilled certificate is physically in hand.
Federal documents and other papers in the file
A repatriation file often includes more than the death certificate. A passport, an embalming or cremation certificate, a letter from the funeral home or a transit permit may each have their own rules. Documents issued by a federal agency go to the U.S. Department of State's Office of Authentications, which lists a per-document fee and a form on its apostille requirements page. Check the current fee and processing times there, because they change.
Common mistakes
- Sending a photocopy or a copy a notary stamped instead of the vital records office.
- Ordering too few copies. Order more than you expect to need.
- Applying in the wrong state, for example the state where the family lives instead of where the death was registered.
- Notarizing the certificate before submitting it.
- Not checking the destination's rules and finding out after the apostille that a translation or legalization was also needed.
- Waiting to start. The apostille can run in parallel with other steps. Starting early is the easiest way to protect the schedule.
Where to go next
If you are mapping out the whole process, our guide to how international repatriation works shows where this step fits. For the first days, see the first 72 hours checklist. If the family is still deciding whether to ship the body or ashes, read body or ashes and what repatriation can cost. If you are on the other side of the border, see what to do when a family member dies abroad.
How Eternimax helps
Eternimax is a coordination company. We are not a funeral home, and we do not issue, certify or translate documents. What we do is keep the paper trail moving: we tell the family which version of each document is needed, help gather what the providers request, follow up with the funeral home and the receiving side, and update the family in English and Spanish. The providers and offices involved are independent and set their own requirements. You can learn more about our repatriation coordination or contact us.
Estimates are for general information only. They are not a quote or an offer. Final costs depend on the providers, the airline, the destination and the family's choices. Fees and timelines mentioned here are typical ranges and change by state and over time.
Talk with a coordinator. One call. One coordinator. We assist in English and Spanish. +1 (866) 978-5207 · Write to us
Frequently asked questions
Who can apostille a U.S. death certificate?
For a certificate issued by a state, the apostille normally comes from the Secretary of State (or the equivalent office) of the state that issued it. The U.S. Department of State handles federal documents, not state death certificates. Some states ask for an extra step first, such as a county clerk's certification, so check the issuing state's instructions.
Can I apostille a photocopy of the death certificate?
No. The apostille is attached to a certified copy issued by the vital records office, with its original seal and signature. A photocopy, a scan or a copy you notarized yourself will usually be rejected.
How long does a death certificate apostille take?
It varies by state and season. In cases we have coordinated, the apostille step typically added about one to two weeks, and expedited services exist in some states. Treat any date as an estimate until the document is in hand.
Do I need an apostille if the destination country is not a Hague Convention member?
An apostille is only accepted between countries that joined the Hague Apostille Convention. For other countries the document usually needs a different chain of legalization, often ending at that country's consulate. Confirm with the consulate before ordering.
Does the death certificate need to be translated?
Sometimes. If the destination country requires it, the translation is done separately, often by an official or sworn translator in the destination country, and the consulate or receiving funeral home will tell you what format they accept.
How many certified copies should I order?
More than you think. A common mistake is ordering one or two. Families often need copies for the airline paperwork, the consulate, the receiving funeral home, the apostille itself and local accounts or estate matters.
Can Eternimax apostille the certificate for me?
We do not issue or certify documents. We coordinate with the funeral home, the vital records office and the receiving side so the family knows which document is needed, in which version and in what order. This is not legal advice.
Official sources
- U.S. Department of State — Authenticate Your Document
- U.S. Department of State — Preparing a Document for an Apostille Certificate
- Hague Conference on Private International Law — Apostille Convention status table
- U.S. Department of State — Contact Vital Records offices
Links to the official sources. Requirements change: always check the current version.
General information
This guide is general information. It is not legal, medical, immigration or tax advice and does not replace a professional licensed in your jurisdiction. Requirements, timelines and costs are determined by the providers and authorities in each case and may change. Eternimax coordinates between the parties and does not itself perform funeral or other regulated services.
