SO, LET’S START FROM THE BEGINNING
An apostille might be the last step before a client moves to Spain for their dream job, gets married on a beach in Mexico, studies French abroad, or even retires under the sun somewhere in this big, beautiful world. It's a pass to big life changes — and I get to play a small but mighty part in that.
WAIT... AND WHAT - AN APOSTILLE?
How do you pronounce "apostille?" ah-poh-STEE 🇫🇷✨
It means certification in French. So you ask, "What is the apostille going to do for me?" It allows a document to be used in another country. It confirms that the person who signed your document had the legal right to do so. I like to think about the apostille as the VIP pass for your documents. You can't just show up.
Before your document can be used in another country, it needs something special, like a backstage VIP pass at a concert. That pass is the apostille. Without the apostille, your paperwork is stuck outside the velvet ropes. With it? Your documents are living the all-access vida loca!
WHO DECIDES I NEED AN APOSTILLE?
The work involved will be up to each country. Countries have different rules, and not all trust each other’s paperwork. Some countries will operate very easily if they are part of the Hague Convention.
Simple, affordable, and quick. The non-Hague countries have more steps, are more expensive, and possibly will take months before your document is accepted.
WELL, WHO GIVES ME THE APOSTILLE?
The apostille will start at the state level. It will come from your state's specific Secretary of State. https://www.sos.ca.gov/ . There's a lot to do before you get the document apostille-ready for the Secretary of State.
Remember, some documents will require certification, others will need notarization, and some will require both. Timing is everything, so don’t book your plane ticket until you have the apostille in hand.
WHAT TYPES OF DOCUMENTS MAY NEED AN APOSTILLE?
Adoption papers, dual citizenship applications, powers of attorney, school transcripts and diplomas, birth certificates, business documents, and any notarized documents to be used internationally. The apostille process for many apostilles documents will start with vital records. https://www.lavote.gov/home/recorder.
An apostille doesn’t prove your document is valid. It only confirms that the signature, stamp, or seal on the document came from the right authority, so the paperwork can be recognized in another country.
DON’T PANIC - I'VE GOT YOU!
I know it sounds like a lot. But this is literally what I do. If needed, I will notarize your documents - how lucky for you! I’ll handle the apostille process from start to finish. I will walk you through the process, prepare everything you need, handle the delivery, and ensure your document is ready.
Helping people prepare for their next adventure never gets old. I witness hope, excitement, and possibility—and honestly, it's fun to be part of that energy. Every appointment feels like a celebration waiting to happen.
I take the mystery out of the apostille process.
Three Hole Punch Notary and Apostille Agent
*Disclaimer: I’m a California Notary Public, not an attorney. For legal advice, please consult an attorney.
Step-by-Step Guide to Getting Documents Apostilled as a Digital Nomad
Why an Apostille Matters for Remote Workers
Digital nomad visas and apostilles may not be the first thing you think about when you pack your laptop and passport. Still, this is the key that unlocks your ability to work and live legally in another country. Do your research and give yourself enough time to meet your deadline.
You will begin your digital nomad journey by providing the country of destination with the necessary documents to obtain your visa. These documents will require an apostille and/ or authentication to be recognized abroad.
The receiving country will ask for vital documents and likely require an FBI background check, amongst other things. Sometimes you will be required to provide a translation of your documents into the language of the receiving country. Without proper authentication, your documents will be rejected.
Although possible, it's not advisable to apply for the digital nomad visa in the country where you will be working. There could be language issues, and you'll need to run around a bit.
Additionally, you still need to get your original documents from home, including the apostille. One detail can delay your entire move and force you to redo paperwork in the United States.
Let's use Spain, for example, and have a look at their website, https://www.exteriores.gob.es/Consulados/londres/en/ServiciosConsulares/Paginas/Consular/Digital-Nomad-Visa.aspx. There is much to be done. So, be serious and prepared to avoid being refused your digital nomad visa.
Digital nomad apostille services in Pasadena and Los Angeles make it easier for people like me and you to avoid those delays.
What an Apostille Really Does
An apostille verifies the authenticity of a signature, seal, or stamp on a public record. It certifies that the original document was issued legally in the United States by the appropriate issuing entity, making it valid for use abroad.
This process is standardized by the Hague Convention of 1961, which created international standards for how countries recognize documents across borders.
Members of the Hague Apostille Convention, including much of the European Union, rely on this system. For countries not part of the Hague Apostille Convention, documents must start with the Secretary of State, then go to the Department of State, and possibly embassy legalization.
When you submit your paperwork for a digital nomad visa application, the embassy staff doesn’t know your notary personally.
Keep in mind, the apostille does not prove your required documents are valid and trustworthy.
The receiving country determines whether the documents are valid for obtaining your digital nomad visa.
Common Documents That Often Require Apostille
Digital nomads moving abroad quickly learn that specific documents almost always need certification.
Every country has its own international standards for a visa.
The list of necessary documentation can be long. Some examples for a digital nomad visa include:
Birth certificates for proof of identity
Marriage certificates if you’re moving with a spouse
Proof of income
Criminal background check results for visa approval
Bank statements to prove income stability
Postgraduate degree diplomas or other documents showing education
Marriage, birth, or adoption certificates must be apostilled to prove their legitimacy for visa applications involving dependents.
Proof of income will be in the form of a work contract from the company you'll be working for remotely as a digital nomad. Your income needs to be real, steady, and legit.
You may need a background check. If you've had an FBI background check for a visa as a digital nomad in two different countries in the European Union, each country will require a separate apostille.
In both cases, the US Department of State is involved and will do the apostille certification. In this case, monitor the backlog of apostille application processing.
This is where Three Hole Punch - Notary and Apostille Agent comes in to expedite the apostille.
Some countries will want proof of a bachelor's or master's degree before they hand over a digital nomad visa.
This shows you have the chops for remote work abroad, whether it's in tech, marketing, or some other specialized field. Yes, you will need these apostilled.
Other countries may accept three years of solid work experience in the field you'll be working in, in place of a degree. All this is to prove you won't be a burden in the country of your choice.
Step 1: Collect Your Necessary Documentation
Digital nomads will benefit by creating a checklist of required documents based on the destination country’s embassy website. This avoids surprises later in the process.
Applicants are often surprised by how many documents are needed for an apostille before submission. In addition to birth certificates and marriage certificates, you may have to prove income with bank statements or submit proof of higher education.
If you’re applying for a digital nomad visa in the European Union, it’s not uncommon that there will be a request for both an FBI background check and a state/local criminal background check.
Do your research. No one gets special treatment or exceptions. Some countries, like Spain, are very strict and will make you jump through a lot of hoops.
Before you begin, start gathering the original documents that might be requested for your visa. Be prepared to have those documents certified or notarized before they can be apostilled.
Hiring an apostille agent like Three Hole Punch - Notary and Apostille Agent will help you get through the process of the apostille.
Our proximity to the California Secretary of State's Office guarantees expedited service if needed, and our network across the United States assures a smooth process should you need the US Department of State.
The apostille agent, however, will not be able to advise you as to what documents your country of destination requires. It's your journey, so it's up to you to get the correct information.
Step 2: Notarization Before Apostille
You will either need a certification or notarization for your document. This will depend on the document you need apostilled.
Be sure to check with your receiving country for exactly what they are requesting.
For example, diplomas, translations, or affidavits must be certified by a notary.
In Pasadena and Greater Los Angeles, we can provide a mobile notary who can meet you at a café, library, office, or wherever it saves you time.
We are trained and up to date with California notary procedures and apostille processing.
Trust your precious documents in the hands of a trained apostille agent. You are about to start an exciting journey!
Step 3: Submitting Documents to the Right Office
Mail is slow, but for digital nomads already working remotely outside the U.S., it’s sometimes the only option.
An apostille agent can receive your documents and handle them locally. No need to mail your documents back and forth.
If you are lucky, your document may only need an apostille. Should you need a document to proceed through consular channels, your documents will pass through a successive process from one government office to another, before they end up with the embassy of the receiving country.
This is where Three Hole Punch - Notary and Apostille Agent comes in to facilitate this process for you.
Step 4: Turnaround Times and Costs
As part of every apostille service, we start with a quick document review.
This step helps us confirm what's needed, give a practical timeline, and provide the exact cost of processing.
We are conveniently located near the California Secretary of State, and for an additional fee, can offer expedited processing and shipping.
The same applies to documents that must be handled in Washington, DC, or sent overseas.
Please note: We'll prepare and send your documents with care. Once they are shipped, the package is in the hands of the delivery service, whether that be FedEx, UPS, US Postal Service, or DHL.
That means any delays, loss, or mishandling are the responsibility of the courier.
Step 5: Using an Apostille Document Abroad
Apostille documents are essential for your digital nomad visa. Remember, your apostille is tailored to the receiving country, and they have access to look it up.
Once you obtain the apostilled certificate, do not unstaple it from the main document.
If the apostille looks like it's been tampered with, it will not be honored.
Background Check Requirements for Digital Nomads
For digital nomads applying for a visa, submitting a criminal background check is often a non-negotiable part of the required documents.
Most destination countries want to ensure that applicants have a clean record before granting permission to work remotely within their borders.
In the United States, this typically means obtaining an FBI background check, which is considered a federal document.
Once you receive your FBI background check, you’ll need to have it processed through the apostille process to meet international standards set by the Hague Convention of 1961.
This step verifies the authenticity of your background check, making it valid for international use in countries that are members of the Hague Convention.
The Department of State is responsible for authenticating these federal documents, and the process can be time-consuming—especially if you’re submitting from abroad.
Digital nomads must check the specific background check requirements for their destination country, as some countries may require additional documentation or specific wording on the background check itself.
Follow the guidelines, and your digital nomad visa application will move forward without unnecessary delays.
Always allow extra time for this process, as federal offices can take several weeks to process and return your apostilled and/or authenticated documents.
Can an Apostille Be Digital?
There is more online fraud now than ever. Some countries are experimenting with digital apostilles, but there is no universal system in place.
Remote online notarization isn't available in all 50 states of the United States. We don't have a universal system in place, either!
For example, given the choice between paper and online notarization in the United States, most people prefer in-person notarization for life-changing documents like a mortgage or a trust.
And some states won't allow certain documents to be remotely notarized.
Student transcripts and diplomas are a common area for fraud. Expect a paper trail to be the norm for a while.
Some countries in the European Union are implementing more bureaucratic hurdles.
It is evident that when one country successfully deters fraud, adoption will follow in other countries.
Can Americans Get a Digital Nomad Visa for Spain?
Yes, Americans can apply for the digital nomad visa in Spain. The process requires an FBI background check, apostille authentication, and a complete application form.
You must also prove income, usually at least double the local minimum wage, and submit proof of remote employment.
Requirements are updated all the time, so always refer to the embassy website for your country of destination.
There's no need to limit yourself to European Union countries.
Places like Japan, South Korea, Vietnam, Singapore, and Thailand offer digital nomad visas.
Other countries do not have a specific digital nomad visa, but they offer other remote options with their own process.
Challenges Along the Way
The apostille journey isn't always smooth, but it's worth it. You have the opportunity to live in a country of your choice and support yourself legally.
This opportunity allows you to learn a new language, meet new friends, and delve into local customs that you might otherwise only glimpse on a vacation.
The biggest hurdle will be gathering your documents. Photocopies of vital records will not get apostilled.
Sending your documents to the wrong authority for the apostille will slow down the processing.
Forgetting to include a prepaid return envelope for documents to be returned to you instead they sit around waiting for someone to claim them.
Remember, some countries will only notify you of a rejection by regular mail. So, your biggest challenge isn't planning to get your visa processed months in advance.
Maybe time isn't a luxury. A trained apostille agent will help you overcome these hurdles.
Tips for Digital Nomads Navigating Apostille and Visa Processes
Navigating the apostille process and preparing your digital nomad visa application can feel overwhelming, especially when you’re dealing with multiple countries and a stack of required documents.
Here are some practical tips to help digital nomads streamline the process and avoid common pitfalls:
Research Requirements Thoroughly: Before you start gathering paperwork, make sure you understand exactly which documents need an apostille for your digital nomad visa. Each destination country has its own list of required documents, so check the embassy or consulate website for the most up-to-date information.
Use Official Channels for Apostilles and Translations: The issuing state of your documents is your first official apostille channel. Always check with your country of destination to confirm what needs to be apostilled.
Plan for Processing Times: The apostille process can be time-consuming, especially for federal documents or if you’re applying from outside your home country. Start early and allow several weeks for processing, mailing, and any unexpected delays.
Gather and Organize All Necessary Documentation: Make a checklist of all required documents, such as birth certificates, marriage certificates, and bank statements. Double-check if you will need to translate your documents into the official language of your destination country.
Confirm Details with the Embassy or Consulate: Requirements can change, and embassies may have specific instructions for submitting documents. Contact the embassy or consulate of your destination country to verify the apostille process and avoid last-minute surprises.
Hire a Professional Apostille Agent: If the paperwork feels overwhelming, professional apostille services can help you obtain, certify, and submit your documents correctly. These experts are familiar with the process for multiple countries and can save you time and stress.
Keep Copies of Everything: Always make copies of your original documents and apostilled versions.
Final Thoughts on Apostille for Digital Nomads
The apostille may look like a small piece of paper, but don’t underestimate it. It's the gateway to opportunities abroad.
That single certification can turn a stack of documents into your ticket to live, work, or study in another country.
Whether you’re applying for a visa in the European Union or preparing for foreign affairs work in Asia, chances are you’ll need an apostille.
But here’s the thing: an apostille doesn’t guarantee the content of your document is valid—it simply verifies the authenticity of the signature, seal, or stamp so the receiving country knows it was issued by the proper authority.
In other words, the apostille makes the paperwork official enough to be accepted, but the rest is up to the rules of the country you’re headed to.
This is very important, and yet I feel the need to mention it.
Every country has its own culture, visa requirements, and expectations.
Remember, you’re being invited to live and work in their world—it’s your dream, not theirs! Honoring their process is part of earning that “yes.”
For hopeful digital nomads and global professionals in Los Angeles and Pasadena, Three Hole Punch – Notary & Apostille Agent is your local partner.
I take care of the details so your adventure doesn’t get bogged down in red tape.
You focus on building your new life abroad—I’ll handle the paperwork that makes it possible.
"Ladies and Gentlemen, prepare for takeoff!"