Top 7 Mistakes Expats Make with U.S. Documents Abroad

1. Not Knowing Which Documents Need Apostilles

The mistake: Many expats don't realize that everyday documents like birth certificates, marriage licenses, and even FBI background checks need an apostille to be accepted abroad.

The fix: Research your destination country's requirements or work with a service that knows what's needed for marriage, immigration, or legal recognition under the Hague Convention.

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2. Using the Wrong Type of Copy

The mistake: Sending a scanned copy, photocopy, or unofficial version of a document.

The fix: For apostille processing, you need a certified copy or original document issued by the appropriate state or federal authority. We offer vital record retrieval for states that allow third-party requests.

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3. Ignoring Translation Requirements

The mistake: Submitting U.S. documents in English to a foreign government office without translation.

The fix: Most non-English-speaking countries require certified translations — a human translator with a certification statement. We offer human-certified translations in Spanish, Portuguese, French, Italian, and more.

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4. Waiting Too Long to Start

The mistake: Beginning the document process a few weeks before a wedding, visa appointment, or move abroad.

The fix: Apostille processing takes time, especially if you need to retrieve records or deal with multiple states. Some state offices take 3–5 weeks unless you pay for expedited service. Ask about our expedited processing and overnight return shipping.

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5. Assuming Digital Copies Are Sufficient

The mistake: Thinking a digital scan will work for apostille or legal use abroad.

The fix: Most apostilles are physically affixed to a hard-copy document. Digital versions may be useful for reference but are not usually accepted by foreign officials.

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6. Sending Documents to the Wrong Office

The mistake: Mailing documents to the wrong state authority — or sending state documents to the federal level.

The fix: Apostille rules depend on the document type:

• State-issued (birth, marriage, notarized forms) → state-level authorities
• Federal (FBI background checks, federal court documents) → U.S. Department of State

If you're unsure, we determine the correct path and handle everything for you.

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7. Trying to DIY From Overseas Without Help

The mistake: Attempting to manage apostille or translation processes alone, across time zones, with no U.S. mailing address.

The fix: You don't need to do this alone. We specialize in supporting U.S. citizens living abroad with intake, apostille processing, translations, and delivery.

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