How to Get U.S. Documents Apostilled for Use in Costa Rica: Complete 2025 Guide
Learn the exact steps, costs, and tips for legalizing U.S. documents for use in Costa Rica.
What Is an Apostille and Why Do You Need One?
An apostille is an official certification that makes a U.S. public document legally valid in another country that is part of the Hague Convention of 1961. Instead of going through embassies and consulates, the apostille simplifies the process.
If you’re planning to move to Costa Rica, apply for residency, get married, or open a business, you will likely need U.S. documents to be apostilled.
Apostille vs. Legalization: Key Differences
-
Apostille: Used between countries that signed the Haya Convention.
-
Legalization: A longer, embassy-based process used for non-member countries.
Costa Rica is a member of the Hague Apostille Convention, so documents from the U.S. only require an apostille to be valid there.
Who Needs an Apostille for Costa Rica?
U.S. Expats Living in Costa Rica
If you’re already residing in Costa Rica, you may need to apostille documents for immigration renewals, property purchases, or legal matters.
Americans Planning to Relocate or Retire
Before your move, apostille your birth certificate, FBI background check, and possibly your marriage certificate to comply with Costa Rican immigration requirements.
U.S. Businesses and Professionals Operating Abroad
Documents like corporate bylaws, powers of attorney, and contracts often require apostille when dealing with legal or financial institutions in Costa Rica.
Step-by-Step Guide to Apostilling U.S. Documents
Step 1 – Identify the Type of Document
Determine whether your document is state-issued (e.g., birth certificate) or federal (e.g., FBI background check).
Step 2 – Request Certified Copies if Needed
Costa Rican authorities usually require original certified copies — not scanned or notarized copies.
Step 3 – Determine the Correct Authority
-
State documents: Go to the Secretary of State office where the document was issued.
-
Federal documents: Submit them to the U.S. Department of State – Office of Authentications.
Step 4 – Submit Your Documents
Each authority has its own form and submission process. You’ll often need:
-
The original document
-
A cover letter or request form
-
Payment by check or money order
-
A self-addressed return envelope
Step 5 – Wait for Processing and Receive Your Apostille
Processing can take 12–29 business days, depending on the state and whether you request standard or expedited service.
Common Documents That Require Apostille for Costa Rica
-
Birth certificates (for residency and marriage applications)
-
Marriage and divorce certificates
-
FBI background checks (mandatory for residency)
-
Academic transcripts and diplomas (for study or work visas)
-
Legal and business documents (like corporate records or powers of attorney)
Processing Times and Costs in 2025
Standard Timeframes by State
-
Average: 12–20 business days
-
Some states (e.g., California, New York) may take longer due to high demand.
Rush Services: When Time Matters
-
Many services offer expedited processing (1–3 business days) at a higher cost.
Estimated Costs per Document
-
Standard services: $115–$135 per document
-
Rush options: May add $50–$100
-
Shipping (especially international): Varies by carrier and speed
Tip: Always confirm fees directly with the issuing agency before sending documents.
Practical Tips to Make the Process Easier
✅ Check Costa Rica’s Immigration Requirements
Visit migracion.go.cr to verify which documents are required and their validity periods.
✅ Use Secure Shipping
Choose trusted carriers like FedEx or DHL for document delivery and tracking, especially for return mailing.
✅ Keep Digital and Physical Copies
Scan and save all documents for your records in case something gets lost or delayed.
Common Mistakes to Avoid
-
❌ Submitting photocopies instead of certified originals
-
❌ Apostilling documents that haven’t been notarized or certified properly
-
❌ Assuming an apostille is valid indefinitely – some institutions may require documents issued within the last 3–6 months
-
❌ Confusing notarization with an apostille – they are not the same
Final Thoughts
Navigating the apostille process in the U.S. for use in Costa Rica might seem overwhelming, but with the right guidance and preparation, it’s absolutely manageable.
Whether you’re an expat already living in Costa Rica, planning your move, or representing a U.S. business abroad, ensuring your documents are properly apostilled can save you time, stress, and legal complications.
📢 Contact us for more information.
Need help understanding the apostille process for your case?
Get in touch to make sure your documents are ready for Costa Rica.
