To get an Iowa apostille, send the document, a completed Apostille or Certificate Request Form, and payment to the Iowa Secretary of State by mail, deliver it in person for same-day service, or upload it through the state’s Fast Track Filing System. As of 2025, Iowa issues a single certificate that works for every destination country, whether or not it belongs to the Hague Apostille Convention, so you no longer have to choose between an apostille and a separate certification.
One Certificate for Every Country
Iowa used to issue two different authentications depending on whether the receiving country had joined the Hague Convention. The Secretary of State replaced that system in 2025 with a single certificate. The bottom of the certificate carries a notation stating that it is valid in countries that have not joined the convention, so the office handles every request the same way. You still name the destination country on the form, but the document you receive back is the same.
Documents the Iowa Secretary of State Can Certify
The Secretary of State can only certify documents that trace back to an Iowa-commissioned notary or an Iowa state or county official. That covers four main categories.
Vital Records
Birth, death, and marriage certificates must be certified copies issued by the Iowa Department of Health and Human Services or a county registrar. Plain photocopies will be rejected because they lack the official seal. Certified copies cost $15 per record search at both the state and county level, and a copy is included if one is found.
Academic Records
Diplomas, transcripts, and other school documents are private records, not government records. To make them eligible, a school official has to sign the document in front of an Iowa-commissioned notary who performs an acknowledgment. The Secretary of State is verifying the notary’s commission, not the school’s authority.
Business Documents
Articles of incorporation, certificates of existence, and other filings housed in the Secretary of State’s own records are eligible. Provide an original or certified copy so the office can confirm the document matches what is on file.
Private Legal Documents
Powers of attorney, contracts, affidavits, and similar personal legal documents qualify once they have been notarized by an Iowa-commissioned notary. Again, the office is confirming that the notary was actively commissioned on the date of signing.
Preparing Your Request
Download the Apostille or Certificate Request Form from the Secretary of State’s website. The form asks for the destination country, your contact information, and the number of certificates you need. Include a separate copy of the document for each certificate you want. The office will not issue three certificates from one document copy; three certificates means three copies.
You also need the name and commission number of the Iowa notary who signed the document, or the name of the state or county official who issued the certified copy. Mistakes in this field are a common cause of delay, so verify the numbers before you send anything.
How to Submit
In Person for Same-Day Service
Walk-in requests are processed the same day. Hours are Monday through Friday, 8:00 AM to 3:30 PM, excluding state holidays. The office is at:
Iowa Secretary of State
321 E 12th Street
Lucas Building, First Floor
Des Moines, IA 50319
By Mail
Send the completed form, document copies, and payment to the same address. Include a self-addressed stamped envelope or a prepaid shipping label from FedEx or UPS if you want faster return delivery. Without a prepaid label, the office returns everything through standard USPS mail.
Electronic Submission
Iowa accepts electronic submissions through the Fast Track Filing System. Create an account, open the Paper Filing Upload option under the Business Filings tab, and upload the request form and all documents as a single multi-page PDF. The system issues a tracking number confirming receipt, and the office processes electronic requests in the order received. The physical certificate comes back by mail.
Payment for every submission method is by check or money order payable to the Secretary of State.
Why Requests Get Rejected
- Wrong jurisdiction. Iowa can only certify documents signed by an Iowa-commissioned notary or an Iowa state or county official. A document notarized in another state has to go to that state’s authentication office. This is the single most common mistake.
- Federal documents. FBI background checks, IRS paperwork, and anything issued by a federal agency cannot be certified by Iowa.
- Mismatched counts. One document copy per certificate requested, no exceptions.
- Scans instead of originals. The certificate is physically attached to the document you submit. If you send a scan or photocopy, the office cannot attach the certificate to a different original sitting at your home.
Criminal Background Checks for International Use
International employers and immigration authorities often ask for an authenticated criminal background check. In Iowa, those records come from the Division of Criminal Investigation (DCI) within the Department of Public Safety, not the Secretary of State. When you request your criminal history record check, ask the DCI to notarize the results for international use and note on the request form that it is for immigration or foreign employment.
Once the DCI returns the notarized results, submit them to the Secretary of State for certification like any other notarized document. The DCI cannot mail results directly to international addresses, so you will need a U.S.-based address or fax number and someone who can forward the results to you abroad. Emailed results may not be accepted as originals by foreign authorities; request a physical copy if the destination country requires one.
Federal Documents Go Through Washington, D.C.
Documents issued by a federal agency have to be authenticated by the U.S. Department of State’s Office of Authentications, not Iowa. The fee is $8 per document.
Office of Authentications
U.S. Department of State
600 19th Street NW
Washington, DC 20006
Phone: (202) 485-8000
People moving abroad or applying for foreign work visas often need both an Iowa apostille for state-issued documents like a birth certificate and a federal authentication for an FBI background check. The two offices work independently, so you can run both processes at the same time.