You hired a great engineer in Portland who'll work from Japan. Or you're relocating an employee to Singapore. Or you're verifying a candidate's credentials for a role overseas. Somewhere in the paperwork, the same phrase appears: "These documents need to be apostilled."
If you manage international hiring or relocation, this guide covers exactly what that means, which documents your hires need, how long it takes, what it costs, and how to run the process so it never delays a start date.
Why international hires need apostilles
Foreign governments won't accept a U.S. document on faith. An apostille is the official certification — from a U.S. state or federal office — that proves a document is genuine and issued by a real agency. It's mandatory when you're hiring international remote employees, relocating staff abroad, sponsoring work visas, or verifying credentials with a foreign licensing board.
Which documents you'll typically need apostilled
- Educational credentials — degrees, diplomas, transcripts, professional certifications. Proof your hire actually holds the qualifications.
- Background checks — FBI background checks (federal) and state criminal clearances. The most common visa/residency requirement.
- Professional licenses — teaching, medical, engineering, or trade licenses for regulated fields.
- Identity & vital records — birth certificates for identity and citizenship verification.
How the process actually works
Three steps, and one rule that trips everyone up:
- Collect originals or certified copies. Apostilles can only go on originals or officially certified copies — never plain photocopies or scans.
- Identify the apostille type. Oregon/Washington state agency document → state apostille. U.S. federal agency document (like an FBI check) → federal apostille. (How to tell the difference.)
- Submit for authentication. Do it yourself through the agencies (2–5+ weeks and easy to get wrong), or hand it to a service that handles submission and tracking.
Timeline & cost — plan around these
Here's what to budget into your hiring timeline when you use us:
- FBI background check: $125, results in about 30 minutes (electronic channeler). We can also fingerprint your hire on-site.
- Federal apostille (FBI checks, federal records): $350 first document, $200 each additional — 7–10 business days, vs. 5–8 weeks by mail.
- State apostille (OR/WA degrees, birth certificates): from $250, faster tiers available, $150 each additional.
A typical international relocation needs 3–4 apostilles (degree, FBI check, license, birth certificate). Realistic end-to-end with professional coordination: about 2–3 weeks. Build that into your onboarding calendar from the day the offer is accepted.
HR best practices that prevent missed start dates
- Communicate early. Tell hires about apostille needs the day they accept — not two weeks before they fly. This is the #1 cause of blown timelines.
- Send a specific document list. "We need your Bachelor's diploma and FBI background check apostilled" beats a vague ask.
- Decide who pays and who handles it. Many companies cover the fees and manage the process for the employee — it's faster and reflects well on you.
- Get certified copies early. Vital records especially — ordering fresh certified copies is often the longest lead-time item. You can order them online at VitalChek.
- Use one provider for consistency. Especially if you hire internationally more than once a year.
A few questions HR teams always ask
Can we use digital or emailed apostilles?
Usually no. Most receiving countries need the physical apostille-certified document or an official certified copy — a photo or scan won't clear.
Is an Oregon apostille valid in other countries?
Yes. Apostilles are standardized under the Hague Convention and recognized across its 120+ member countries.
How long is an apostille valid?
Indefinitely — though the underlying document can expire (a passport or license), and some agencies want a background check issued within the last 6–12 months. Check the receiving party's rule.
Why HR teams work with us
We're the rare provider that does both fingerprinting and apostille under one roof — so an apostilled FBI background check is one coordinated process, not two vendors and a handoff. We handle state and federal apostilles, offer on-site and group fingerprinting for multiple hires, and give HR clear timelines and tracking. For companies onboarding international staff regularly, set up a company account for streamlined, volume-friendly service and invoicing.
Hiring or relocating internationally?
Set up a company account and we'll build a standard apostille + background-check process around your onboarding timeline — with dedicated support for your team.