Apostille Request Form: What It Is, Why It Matters, and How to Complete It
If you’re preparing to have your documents authenticated for international use, one of the first things you’ll need is an Apostille Request Form. This essential form acts as a cover letter and guide for the agency processing your apostille. Whether you’re submitting documents to a U.S. state government or the U.S. Department of State, completing the request form correctly is a critical step in avoiding delays or rejections.
In this post, we’ll explain what the Apostille Request Form is, how it differs by jurisdiction, and how Rais Apostille Services can help you complete and submit it correctly.
What Is an Apostille Request Form?
An Apostille Request Form is a formal document submitted along with your paperwork when requesting an apostille. It provides essential information about:
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Who you are
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What documents you’re submitting
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Where they should be returned
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The country where the documents will be used
In essence, it’s a written request that helps the apostille-issuing authority understand and process your submission quickly and correctly.
When Is It Required?
You’ll need to include an apostille request form if you are:
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Mailing documents directly to the U.S. Department of State
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Mailing or dropping off documents to a state-level Secretary of State
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Using a document processing service like Rais Apostille Services (we complete this for you)
Each jurisdiction may have its own specific format or requirements.
Examples of Apostille Request Forms
Here are some common types of apostille request forms used across the U.S.:
1. U.S. Department of State (Federal Documents)
Use Form DS-4194 — officially titled the “Request for Authentication Services.”
This form is required when submitting:
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FBI background checks
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Federal court documents
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Naturalization certificates
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Any federally issued document
🔗 You can download it directly from the Department of State website.
2. State-Level Apostille Request Forms
Each state has its own version. Examples include:
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California: Apostille Mail Request Cover Sheet
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New York: Apostille/Authentication Request Form
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Texas: Form #2101-A
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Florida: Apostille Request Letter
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Illinois: Authentication Request Form
These forms typically ask for:
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Requestor’s contact info
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Type and number of documents
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Destination country
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Mailing preferences (e.g., FedEx return)
How to Complete an Apostille Request Form
While each form is slightly different, here’s the typical information you’ll need to provide:
1. Your Contact Information
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Full name
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Phone number
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Email address
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Return mailing address
2. Document Details
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Number of documents
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Type of each document (e.g., birth certificate, diploma)
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Notarized or certified?
3. Destination Country
This is critical. Apostilles are issued only for countries that are part of the Hague Apostille Convention. For other countries, legalization is required instead.
4. Payment Method
Include information about:
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Method of payment (check, money order, credit card form)
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Applicable government fees
5. Return Mailing Preferences
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Regular mail, USPS Priority, FedEx, UPS
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Include a prepaid return envelope if required
Sample Apostille Request Form (Simplified Template)
Here’s a sample format you can use when creating your own request:
APOSTILLE REQUEST FORM
(To be submitted with your documents)
Full Name:
Jane Smith
Phone Number:
(555) 123-4567
Email:
[email protected]
Return Address:
789 Maple Ave, Apt 3B, Brooklyn, NY 11215
Documents Submitted:
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Certified Birth Certificate (NY)
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FBI Background Check
Total Documents: 2
Destination Country: Italy
Service Requested: Regular Apostille
Payment Included: Yes (check enclosed)
Return Method: FedEx Overnight (label enclosed)
Signature:
Jane Smith
Date: May 21, 2025
How Rais Apostille Services Makes It Easy
At Rais Apostille Services, we handle the apostille process from start to finish. That means:
✅ Completing and preparing the correct apostille request form
✅ Verifying document eligibility
✅ Mailing and tracking your submission
✅ Ensuring compliance with state or federal guidelines
✅ Returning documents securely to you or abroad
Whether you’re in New York, California, Texas, or overseas, we make the process smooth and worry-free.
Frequently Asked Questions (FAQ)
Do I always need an apostille request form?
Yes, if you are submitting documents by mail to a government office, an apostille request form is typically required. Rais Apostille prepares the correct form for each jurisdiction as part of our service.
What if I use the wrong form?
Using the wrong form can delay your application or result in rejection. Each state has its own requirements. For example, a California form won’t be accepted in Texas. We ensure the correct form is used for your document type and issuing state.
Can Rais Apostille handle this for me?
Absolutely. We complete all request forms on your behalf and verify every detail before submission.
How long does the apostille process take?
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State apostilles: 3–10 business days (varies by state)
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Federal apostilles (DS-4194): 7–15 business days
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Expedited services: Available in select cases
Can I get an apostille while living abroad?
Yes. You can mail your original documents to us from anywhere in the world. We’ll handle the entire process and ship your apostilled documents internationally.
Contact Us Today for Apostille Support
Don’t risk making errors on your apostille request form. Let the experts at Rais Apostille Services complete and submit it for you — correctly, securely, and on time.
