Frequently Asked Questions | IDEA Services

Question 1

What is an apostille, and when do I need one?

Accepted Answer

An apostille is an official certificate that authenticates a U.S. document for use in another country that belongs to the Hague Apostille Convention. It confirms the signature, capacity, and seal of the official who signed the underlying document. More than 120 countries accept apostilles — including Spain, Mexico, Italy, and the Netherlands.

Question 2

Which documents commonly need an apostille?

Accepted Answer

You need an apostille whenever a U.S. document — a birth certificate, marriage certificate, diploma, power of attorney, corporate record, or FBI background check — will be presented to authorities in a Hague Convention country. Non-Hague countries require a different process called legalization, which our International Document Services team handles.

Question 3

Can you apostille federal documents?

Accepted Answer

Yes — for Federal documents such as FBI background checks, documents issued by federal agencies carry an apostille from the U.S. Department of State in Washington, D.C. State-issued documents such as vital records and notarized papers are apostilled by the Secretary of State of the issuing state. We route every document through the correct channel.

Question 4

How long does the apostille process take?

Accepted Answer

Standard processing is typically 5–10 business days depending on the issuing state. Expedited service cuts that to 2–3 business days, and Next-Day service is available for many document types. Your quote states the exact timeline before you approve.

Question 5

Do I have to mail you my original document?

Accepted Answer

In most cases, no. Mail your original document to our processing office and we handle the filing and return shipping. Documents that must first be notarized can be handled through our mobile notary or remote online notary service, and some records can be ordered fresh from the issuing agency on your behalf.

Question 6

What is document legalization?

Accepted Answer

Legalization is the multi-step authentication chain used by countries that are not part of the Hague Apostille Convention. A document is typically certified by the state, authenticated by the U.S. Department of State, and then legalized by the destination country's embassy or consulate in Washington, D.C. Each step must be done in the correct order.

Question 7

Which countries require legalization instead of an apostille?

Accepted Answer

Major examples include China, the United Arab Emirates, Egypt, Kuwait, Qatar, Saudi Arabia, Taiwan, Vietnam, and Canada for certain document types. Requirements change frequently, which is why every engagement starts with our Country-Specific Document Review at no charge.

Question 8

Can you help with K-1 fiancé(e) visa paperwork?

Accepted Answer

Yes. Our K-1 Fiancé(e) Visa consultation is a non-attorney, document-support service: we help you identify, obtain, apostille, legalize, and translate the civil documents the petition requires. We do not provide legal advice or represent clients before USCIS.

Question 9

How do I get documents to you from outside Florida?

Accepted Answer

Yes — secure electronic submission is available for translation requests and many document reviews, and original documents travel to our processing office by tracked mail or courier. Return delivery is by tracked mail, courier, or digital delivery where the receiving party accepts it.

Question 10

How does mobile notary service work?

Accepted Answer

A commissioned notary travels to your location — home, office, hospital room, closing table, or care facility — anywhere in the U.S. Every signer presents government-issued photo ID, the correct notarial act is performed for your document, and the seal is applied on site.

Question 11

What is Rapid Response and when should I use it?

Accepted Answer

Our Rapid Response option ($125 in addition to standard fees) covers evening, overnight, and weekend appointments — hospital consent documents, emergency powers of attorney, estate documents, and deadline-driven closings are the most common requests.

Question 12

What is Remote Online Notarization?

Accepted Answer

A remote online notarization (RON) happens over a secure, recorded video session with a commissioned electronic notary. You verify your identity online, sign electronically or have the document witnessed, and receive a digitally sealed, tamper-evident document. It is ideal when signers are in different cities or countries.

Question 13

Will my document be accepted if it is notarized online?

Accepted Answer

It depends on the document and the receiving party. A wet-ink seal from a mobile notary is accepted nearly everywhere, so it is the safe default. For clients outside the United States, our $75 International Online Notarization option works when the receiving party accepts electronically notarized documents — we help you confirm eligibility before you book.

Question 14

What should I have ready for a notary appointment?

Accepted Answer

You will need a current government-issued photo ID — such as a driver's license, passport, or state ID — for every signer. The document must be complete but unsigned (sign in front of the notary), and witnesses must attend in person where required; the notary cannot supply them.

Question 15

What makes a translation "certified"?

Accepted Answer

A certified translation includes a signed statement from the translation provider attesting to the accuracy and completeness of the translation and the translator's competence. USCIS, courts, universities, and most government agencies require certified translations for foreign-language documents.

Question 16

Which languages do you cover?

Accepted Answer

We translate more than 130 languages, including Spanish, Portuguese, Chinese, Arabic, Russian, French, German, Italian, Haitian Creole, Tagalog, Vietnamese, and Korean. Rare and less-common languages are available on request.

Question 17

How fast can a translation be completed?

Accepted Answer

Most standard documents — birth certificates, marriage certificates, diplomas, and transcripts — are completed in 1–3 business days. Rush and same-day options are available for deadlines. Larger projects such as corporate or website translations are quoted with an explicit delivery schedule.

Question 18

Can you translate documents for USCIS and immigration?

Accepted Answer

Yes. We routinely translate birth, marriage, and death certificates, divorce decrees, academic transcripts and diplomas, police clearances, bank statements, and contracts for immigration filings, universities, and foreign authorities — formatted to the receiving agency's requirements.

Question 19

Are your translations certified for official use?

Accepted Answer

Yes. Every certified translation is produced by accredited translators and delivered with a signed certificate of accuracy accepted by USCIS, courts, and institutions — while your pricing, ordering, and support stay entirely with IDEA Services.

Question 20

How do I get a quote?

Accepted Answer

Contact us by phone or book an appointment online and describe the document and destination. We review your document free of charge, confirm the correct process, and send an itemized quote with a firm timeline. Nothing is charged until you approve.

Question 21

How do I book an appointment?

Accepted Answer

Book through any Book Appointment button on this site, or call (800) 555-0199. Phone is best for after-hours and urgent requests — Rapid Response dispatch starts with a call.

Question 22

Where do you operate?

Accepted Answer

We are a Florida-registered LLC serving clients nationwide. Apostille channels cover all 50 states plus federal documents, mobile notaries travel throughout the U.S., and remote online notarization and translation serve clients anywhere in the world.

Question 23

How are my original documents kept safe?

Accepted Answer

Your documents are handled with chain-of-custody discipline from receipt to return: tracked inbound and outbound shipping, secure storage while in process, and verified seals and certifications before anything leaves our office. Originals are returned by tracked mail or courier.

Answers before you ask.

Common questions, clear answers.

Apostille Services

International Document Services

Notary Services

Certified Translation Services

Working With IDEA Services

Still have questions?