An apostille is a certificate that authenticates a U.S. document for use in another country that is part of the Hague Apostille Convention. In Washington state, apostilles are issued by the Secretary of State’s office in Olympia — about 40 miles south of both Tacoma and Gig Harbor.
If you are trying to get documents apostilled from the Tacoma–Gig Harbor area, you have three realistic paths: go to Olympia yourself, mail the documents to the Secretary of State, or hire a service to handle the whole process. This guide walks through all three.
What Documents Need Apostilles?
The most common documents we apostille for Tacoma and Gig Harbor clients:
- Birth, marriage, and death certificates (for immigration, foreign marriage, dual citizenship)
- FBI background checks (for overseas teaching, adoption, residency)
- Corporate documents (articles of incorporation, Certificates of Good Standing, powers of attorney)
- Diplomas and transcripts (foreign university admission, work visa applications)
- Adoption paperwork (intercountry adoption requires multiple apostilles)
- Notarized affidavits, POAs, and declarations (for property transactions abroad)
If you are not sure whether your document needs an apostille or a different form of authentication, see What Is an Apostille and When Do You Need One.
Path 1: Drive to Olympia Yourself
Round trip from Tacoma to the Washington State Capital Campus is about 75 miles and 90 minutes in light traffic. Plan for 2–3 hours in the parking situation near the Legislative Building. You will wait in line, submit your document, pay $15 per apostille, and either wait for same-day processing or come back another day.
Total cost: gas + parking + 4–6 hours of your time + $15 per document.
Best for: one or two documents, lots of free time, enjoys visiting government buildings.
Path 2: Mail to the Secretary of State
Washington’s Corporation and Charities Division accepts mail-in apostille requests. Processing is typically 5–7 business days for standard service. You include the document, a signed request form, a self-addressed prepaid envelope for return shipping, and a check or money order for $15 per document.
Total cost: postage both ways (~$20–$30 with tracking) + $15 per document + 10–14 days total turnaround.
Best for: non-urgent documents, fixed mailing address, comfortable with certified mail tracking.
Risk: if the document is rejected (missing notarization, expired ID, wrong form), you are back to square one.
Path 3: Use a Local Apostille Service
This is the “hire it out” option. A service handles notarization (if needed), fills out the correct form, drives to Olympia, handles any rejections, and returns the apostilled document to you. In exchange, you pay a service fee on top of the $15 state fee.
Our current apostille service pricing:
- Standard (5–7 business days): $150 per document
- Rush (2–3 business days): $250 per document
- Same-day (hand-delivered to Olympia): $450 per document
The same-day option is relevant when you are flying out of Sea-Tac in 48 hours with incomplete paperwork. The rush option is common for FBI background checks and corporate documents needed for overseas deals.
Tacoma vs. Gig Harbor: Any Difference?
For our clients, no. We start from Gig Harbor, pick up the document from your Tacoma or Gig Harbor location, do any notarization needed on the spot, then make the Olympia run. Pickup is included in the apostille service fee for any of our four service areas.
If you are in Tacoma and prefer to hand us the document downtown rather than have us come to your office, that is fine — we also meet clients at designated locations in Tacoma and Gig Harbor.
How to Know Your Document Is Ready for Apostille
A document that is not ready for apostille will be rejected in Olympia, costing you days. Before you submit, confirm:
- Original signatures (not photocopies) where signatures are required
- Correct notarization format for Washington state — the notary block must match the current statutory language
- No staples, tape, or stickers that obscure text or certificates
- The correct underlying document — a “certified copy” from a county is sometimes needed instead of the original
For vital records (birth/death/marriage), you typically need a recent certified copy from the issuing county, not the document you were given years ago. Washington Department of Health Vital Records can issue these.
If you are not sure, send us a photo of your document before apostille and we will flag any issues.
Common Pitfalls We See
- Trying to apostille a document signed by an out-of-state notary. Washington can only apostille documents signed by Washington-commissioned notaries or certified by Washington state or county officials.
- Assuming FBI background checks can be apostilled locally. FBI background checks need a federal-level apostille from the U.S. Department of State in Washington, D.C. — not the Washington state Secretary of State.
- Submitting expired or outdated documents. Certain destination countries require documents issued within the last 6–12 months.
Need It This Week?
If you are in Tacoma or Gig Harbor and need an apostille fast, call us at (253) 366-6538 or request a quote. We will confirm turnaround time based on your destination country’s specific requirements.