Diversifying Your Income: Add Apostille Services to Your Notary Business
If you’ve built a solid notary business, chances are you’ve also built trust. Your clients rely on you for important documents, and that opens the door to offering more services they already need.
One of the easiest and most profitable ways to diversify your income? Apostille services.
Let’s walk through what that means, how to get started, and how you can run this service from anywhere in your state—even if you're hours away from the state capital.
What Is an Apostille?
An apostille is an official certification that makes U.S. documents valid in other countries, kind of like a passport for paperwork. It’s often required for international use of things like birth certificates, marriage licenses, business docs, and educational records.
This is all thanks to the 1961 Hague Convention, which simplified the process so that countries in the agreement could skip complicated embassy legalizations and instead use this one standardized certificate.
Want to see which countries are part of the Hague Convention? Check the current list here: https://www.hcch.net
Why Apostille Services Are a Smart Business Move
Let’s talk money first, because apostille work pays far more than a typical notarization:
Standard apostille service: $75–$150 per document
Rush (24–48 hours): $150–$300
Same-day service: $300–$500
Add notarization or prep: another $25–$50
Even offering just 10 apostilles a month could bring in $750 to $1,500 in extra income. If you scale it up to 25+ a month, you're looking at a whole new revenue stream.
Common Documents That Require Apostilles
Birth & marriage certificates
Divorce decrees
Diplomas & transcripts
Powers of attorney
FBI background checks
Business formation or contract documents
Keep in Mind: Each Country Has Its Own Rules
Yes, apostilles are standardized. But every country has different requirements for how the documents are prepared.
Examples:
Germany may want certified translations.
Japan might need additional authentication.
France could reject anything outside a specific timeframe.
Mexico may have strict formatting for school records.
Do your research on destination-specific requirements before quoting services or pricing.
How to Offer Apostille Services (Without Getting Overwhelmed)
Let’s break it down into four phases so you can ease in and scale smart.
PHASE 1: Base Setup (Weeks 1–2)
1. Learn Your State’s Rules
Find out:
Which office issues apostilles (usually the Secretary of State)
Forms and fees
Turnaround times (which change often—verify each time)
Payment options
Mail-in vs. walk-in procedures
Options for rush processing
2. Create Your Service Menu
Start simple:
Basic Service: Standard processing (7–10 business days)
Expedited: Rush service (2–3 business days)
Premium: Same or next-day (if available)
Full-Service Package: Includes doc prep, notarization, and country-specific research
Consultation Only: Offer advice on required documentation and steps
3. Set Up Systems
Client intake form (include destination country + purpose)
Tracking sheet for each document
Secure storage procedures
Communication templates
Resource guide for different countries’ apostille requirements
PHASE 2: Legal & Operational Prep (Weeks 3–4)
4. Review Your Insurance
Check your business policy. Look for document handling coverage and liability protection. If you're dealing with high-value docs, a surety bond might be worth it.
5. Price Your Services Smartly
Research what others charge in your area. Factor in:
State and courier fees
Travel or mailing costs
Time spent coordinating services
6. Draft Your Agreements
Create clear service agreements, disclaimers, and liability waivers. Consider offering a client welcome packet with FAQs and timelines.
PHASE 3: Run the Service Remotely (Even If You’re Not Near the Apostille Office)
You don’t need to live near your state capital to offer apostille services.
Mail-Based Operations
Many states accept apostille submissions by mail.
Standard turnaround is usually 2–3 weeks
Use trackable shipping
Include a cover letter, return envelope, and correct payment
Keep detailed records for every transaction
Expedited Mailing Options
Certified or overnight mailing can reduce turnaround. Always confirm current timelines with the state office before offering this option.
Build Local Partner Relationships
Connect with notaries or couriers near the apostille office
Create reciprocal referral agreements
Join apostille networks or online platforms
Use a Hybrid Approach
Standard docs go through the mail. Time-sensitive ones get sent through trusted partners or couriers. It gives your clients options—and makes your business scalable.
PHASE 4: Marketing & Growth (Weeks 5–6)
7. Update Your Marketing
Add apostille services to your website
Mention it on social media, business cards, and brochures
Educate your audience about when and why apostilles are needed
Emphasize that you serve clients statewide
8. Build Referral Partners
Start reaching out to:
Immigration attorneys
Colleges with international students
Family law firms and adoption agencies
International consultants
9. Launch and Learn
Start with a soft launch to friends or past clients
Offer intro pricing for testimonials
Ask for feedback and improve your process as you go
Growing Smart Without Burning Out
Start with a few clients. Don’t take on too much at once.
Batch your apostille submissions. It saves time and money.
Always verify turnaround times—state timelines can change without warning.
Automate where you can: intake forms, follow-ups, document tracking.
Document your systems. That way, when you grow, training others is easy.
Watch Out For These Common Pitfalls
Undercharging for the time and liability involved
Skipping business insurance
Overpromising timelines you can’t control
Failing to communicate clearly with clients
Missing key country-specific rules
Long-Term Success Starts Here
Become the go-to expert in your region
Build strong referral relationships
Stay up to date on state requirements and international changes
Deliver consistently excellent service—accuracy over speed, always
Final Thoughts
Adding apostille services to your notary business is a smart and scalable move that helps you become a full-service documentation professional. It doesn’t matter where in the state you live—you can build this as a mail-based service, a courier-connected one, or both.
Start small, stay consistent, and grow intentionally. Your clients already trust you. Apostille services let you serve them even better—and get paid well to do it.
Ready to Begin?
Start with Phase 1 this week: research your state’s apostille process, design your services, and begin laying the foundation.
Resources to Help You Succeed
Essential Reading
Industry Experts You Can Reach Out To
If you have specific questions while building your apostille service, here are two highly respected professionals in the field:
Matt Miller – matt@mmmobilenotary.net
Michele Klempner – michele@truebluesigningservices.com
Before you reach out, a quick word of guidance:
These are working professionals who are generous with their time, but they’re also busy running full-time notary businesses. When contacting them:Be professional and courteous
Introduce yourself and give a little context
Don’t assume they know you—mention where you heard of them (for example: “I read about you in Jennifer Cooper’s apostille blog post”)
Ask clear, specific questions
Be patient with their response time
Respect goes a long way and helps keep these kinds of valuable connections open for everyone in the notary community.
Let’s Keep the Conversation Going
Do you have a question about offering apostille services in your state? Curious how to handle your first client call or price your first package?
Drop a comment on the blog or send me a message through my contact page. I’d love to hear from you and support you as you grow.
If you’ve already added apostille services to your business, share your top tip or lesson learned—I may feature it in a future blog post or video!
