Apostille — from Poland to the USA and from the USA to Poland (step by step)

Apostille is a special seal certifying the authenticity of a document on an international level, resulting from the Hague Convention of 1961. Poland and the USA are parties to the convention, so documents with an apostille are mutually recognized.

An apostille is needed when you want to use a document from one country in another — for example, a Polish birth certificate in the USA for marriage, or an American diploma in Poland for nostrification.

When you need an apostille

• Marriage in the USA — Polish birth certificate, certificate of no impediment
• Sponsorship petition — Polish birth certificates of parents
• International adoption
• Sale of real estate in Poland from the USA — powers of attorney
• Inheritance from Poland while living in the USA
• Nostrification of an American diploma in Poland
• Work in Poland with an American education (teacher, doctor)
• Starting a business in the other country — founding documents

Apostille from POLAND (for use in the USA)

Step 1: Gather the original document

An apostille requires the original or a recently issued copy (usually no older than 3-6 months). Old documents may be rejected — order a new copy from USC, the court, or via ePUAP.

Step 2: Choose the appropriate office

• Civil status records (birth, marriage, death), notarial powers of attorney, civil court documents → Ministry of Foreign Affairs, Warsaw
• Higher education diplomas → NAWA (National Agency for Academic Exchange)
• School certificates (matura, primary/high school certificate) → Education Office in the province of issuance
• Criminal court judgments, notarial acts → MFA (after preliminary certification from the Ministry of Justice)
• Medical documents → first certification from the medical chamber, then MFA

Step 3: Submit the application

• MFA apostille: in person in Warsaw (al. Szucha 21, Mon-Fri 9:00-13:30) or by mail. Online: gov.pl/web/dyplomacja
• Fee: 60 PLN for one apostille (payable to the MFA account)
• Time: in person — on the spot or 1 day. By mail — 1-2 weeks
• Many offices act as intermediaries (additional 100-300 PLN, but faster and without waiting in line)

Step 4: Certified translation

After receiving the apostille, you usually need a certified translation into English. Price: 50-100 PLN per page. Certified translators from the MFA list: arch-bip.ms.gov.pl

Apostille from the USA (for use in Poland)

Step 1: Identify the issuer of the document

• State documents (birth certificate, marriage license, court order, notarized document) → Secretary of State of the issuing state
• Federal documents (FBI background check, IRS letter, USCIS letter) → US Department of State, Office of Authentications, Washington DC
• Academic documents (transcripts, diplomas) → first notarization, then Secretary of State

Step 2: Addresses and fees

Each state has its own process. Typical costs: $5-25 for apostille. Time: a few days to 4 weeks.

• NY: NYS Department of State, Division of Licensing Services. Online or by mail to Albany. $10/apostille.
• NJ: NJ Department of Treasury — Division of Revenue and Enterprise Services. $25/apostille.
• IL (Chicago): IL Secretary of State, Index Department. $2/apostille (the cheapest state).
• CA: CA Secretary of State, Notary Public Section, Sacramento or LA. $20/apostille.
• FL: FL Department of State, Tallahassee. $10/apostille.
• TX: TX Secretary of State. $15/apostille.

Step 3: Federal apostille

Only for federal documents (FBI check, IRS, USCIS). Apply to the US Department of State, Office of Authentications in Washington DC. Fee $20. Time: 8-12 weeks by mail, 2 weeks by courier.

Step 4: Translation

After obtaining the apostille, translate into Polish — in the USA by a Polish translator with ATA certification, in Poland by a certified translator from the MFA list. A certified translator in Poland is usually required for official documents.

Common pitfalls

• Old documents — many offices only accept copies issued in the last 3-6 months
• No notary — some documents must be notarized FIRST BEFORE apostille
• Wrong state — the apostille MUST be issued by the state WHERE the document was issued (birth certificate from PA → only PA Secretary of State)
• Apostille vs. recognition — apostille ONLY confirms authenticity, does not translate or nostrify. These are separate processes
• Order: original → notary (if required) → apostille → certified translation