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Apostille services are becoming more popular thanks to international adoptions, immigration, school abroad, and global business. It’s a great way for notaries to make extra income and offer more services but if you’re not careful, one small mistake can cause major delays or get the whole thing rejected.
Here are five common mistakes new notaries and commissioners make when handling apostille requests and how to avoid them.
1. Thinking the Notary Issues the Apostille
Apostilles don’t come from the notary. Your job is just to notarize the document correctly (if needed).
In the U.S., apostilles are issued by the Secretary of State or the U.S. Department of State for federal docs. In Canada, it’s either Global Affairs Canada or your provincial office (like Official Documents Services in Ontario).
If you mix that up and promise to “get the apostille,” it can confuse clients and make the process messier than it needs to be.
2. Notarizing the Document Wrong
When a document’s going overseas, your notarization has to be flawless.
Mistakes I’ve seen:
Using the wrong certificate (acknowledgment instead of jurat, or vice versa)
Skipping required ID checks
Missing wording that your state or province requires
Using the wrong stamp or an outdated format
In Canada, this sometimes falls under a commissioner’s role, depending on the province. Either way, if your part isn’t done right, the apostille will be rejected and your client might be out of time, money, or both.
3. Accidentally Giving Legal Advice
It’s so common for clients to ask, “Do I need an apostille or legalization?” or “Which notarial act should I get?”
You might want to help, but giving a definite answer crosses into legal advice. That’s not allowed, whether you’re in Canada or the U.S.
You can explain what the process looks like in your area. But don’t tell them exactly what to do. If they’re unsure, they should talk to the consulate, a lawyer, or immigration consultant to be safe.
4. Not Being Clear About Timelines or Next Steps
Some places process apostilles the same day. Others take weeks. Canada’s process depends on the type of document and whether it’s going through the federal or provincial route. On top of that, some documents need to be translated, certified, or legalized at a consulate after the apostille.
That’s a lot to keep track of. And if you don’t explain it clearly, your client might end up frustrated or miss an important deadline.
Walk them through what to expect, whether the document needs to be notarized first, how long the apostille might take, and whether mailing, courier, or translation is needed.
5. Thinking Apostilles Work Everywhere
Not every country accepts apostilles. Only countries that are part of the Hague Apostille Convention do.
Countries like Syria, Iraq, Pakistan, Eritrea, and Afghanistan are not part of the Convention, which means they follow a completely different process that involves authentication and consular legalization.
This is one of the biggest misunderstandings. If your client is sending a document to a non-Hague country and you tell them they just need an apostille, the whole thing might get rejected.
So always ask where the document is going and double-check whether it’s a Hague country or not before guiding them on what to do next.
Want Help Offering Apostille Services the Right Way?
There’s a lot to know, but it doesn’t have to be overwhelming.
Grab the free Apostille Process Playbook to learn how apostilles work in both Canada and the U.S., what to watch out for, and how to offer this service with confidence.
👉 Download the Free Apostille Process Playbook
