Ancestry PassportCitizenship by descent

Apostille & translation tracker

Know where every certificate is

A typical file has 8 to 15 certificates, each ordered from a different office, then apostilled, then translated. Log each one here and move it along as it comes back.

Example rows: replace them with your documents

DocumentPersonIssued byStageOrderedCostNotesRemove

Rows are saved only in this browser (localStorage). Export a CSV to open it in Excel or Google Sheets.

Who apostilles which US document

An apostille has to come from the authority above the official who signed the document. Sending a certificate to the wrong office is the most common delay.

DocumentApostille from
Birth, marriage and death certificatesThe Secretary of State (or equivalent) of the state that issued them, not the state where you live now.
Divorce decrees, court naturalization records, name-change ordersThe Secretary of State of the court’s state. Some states first need the county clerk to certify the judge’s or clerk’s signature.
Documents notarized in a state, such as consulate forms or translationsThe Secretary of State of the state where the notary is commissioned.
USCIS records, NARA copies, federal court records, FBI checksThe US Department of State Office of Authentications.
Washington, DC vital recordsThe DC Office of Notary Commissions and Authentications.

The Hague Conference keeps the official list of US apostille authorities, with each state’s office.

Order of operations

  1. Order certified copies in long form, the version that names the parents. Short-form or “abstract” certificates are usually refused.
  2. Apostille each one. The apostille goes on the original certified copy, never on a photocopy.
  3. Translate after the apostille, so the translation covers the apostille page too. Italy, Germany and Poland each have their own rules on who may translate; check your consulate.
  4. Watch the age of each certificate. Many consulates want vital records issued within the last 6 to 12 months.

Ireland and Canada usually need neither apostilles nor translations for US documents; check the document checklist for your country.