Using US Documents in Russia
US birth, marriage, and death certificates are issued by the state, not the federal government, so the apostille comes from that state's Secretary of State, not from a national US apostille office. Federal documents, like an FBI background check, get their apostille from the US Department of State in Washington. Once your document is apostilled in the US, we take it from there and prepare a notarized Russian translation in Krasnodar.
- In-country team in Krasnodar since 2001
- Notarized Russian translation
- US apostille handled at the correct US office
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What to Send Us
- Your US document, already apostilled by the correct authority: the Secretary of State (or equivalent office) of the state that issued or notarized it, or the US Department of State for federal documents such as an FBI background check
- A clear scan or photo of the full document, including the apostille certificate page, which is usually stapled or attached to the back of the document
- The state where the document was issued, or where it was notarized, if it is a power of attorney or another document signed in front of a US notary
- A note on where in Russia the document will be used, for example a Russian civil registry office (ZAGS), a notary, a court, a bank, or a government agency, so we can check for any extra local requirements
- Your contact details, so we can confirm the translation and delivery plan before we start
There is no single federal apostille office in the United States for documents issued at the state level. This trips up a lot of people, because many countries do have one national apostille authority, and it is natural to expect the US works the same way. It doesn’t. A US birth, marriage, or death certificate is a “vital record,” and vital records are issued and controlled by the state where the event happened, not by the US federal government. That means the apostille for a Texas birth certificate has to come from the Texas Secretary of State, the apostille for a California birth certificate has to come from the California Secretary of State, and so on for every state. A notarized power of attorney works the same way: a local notary in whichever state you signed it certifies your signature, and then that same state’s Secretary of State (in New York, this office is called the Department of State) attaches the apostille. The only real exception is documents issued by the US federal government itself, such as an FBI identity history summary (background check). Those go through the US Department of State’s Office of Authentications in Washington, DC, not through any state office. The United States has been part of the 1961 Hague Apostille Convention since 1981, so once the apostille is attached by the right office, Russia accepts the document without any further consular legalization step. The remaining step is a notarized translation into Russian, made and certified in Russia, which we prepare as soon as you send us a scan of the apostilled document.
Which US Office Apostilles Your Document
| Document Type | Who Apostilles It | Typical Turnaround |
|---|---|---|
| Birth, marriage, or death certificate | Secretary of State of the state where the record was issued (for example California Secretary of State, New York Department of State, Texas Secretary of State) | A few days to a few weeks by mail; some states offer faster in-person or expedited counter service |
| Power of attorney or other notarized document | Secretary of State (or equivalent office) of the state where the document was signed and notarized | Similar to civil records: days for in-person or expedited service, longer by mail |
| Diploma or school transcript | Secretary of State of the state where the school or issuing registrar is located, after any required notarization of the copy or signature | A few days to a few weeks, depending on the state and whether the document needs notarization first |
| FBI background check (identity history summary) | US Department of State, Office of Authentications, Washington, DC | Several weeks; this office handles requests from across the whole country, so it is often the slowest step |
| Court document or judgment | Secretary of State of the state where the court is located | Varies by state; some require a county-level certification before the state will apostille it |
Frequently Asked Questions
Frequently Asked Questions
Which state apostilles my document for Russia?
It depends on the document, not on where you live now. For a birth, marriage, or death certificate, the apostille comes from the Secretary of State of the state where the event was recorded, which is usually the state where it happened. For a power of attorney or another notarized document, it is the Secretary of State of the state where you signed it in front of the notary. If you moved states after the document was created, the apostille still has to come from the original state, not your current one.
How do I get a power of attorney from the USA for use in Russia?
You sign the power of attorney in front of a licensed US notary public in your state, then send it to that same state's Secretary of State (or, in New York, the Department of State) for the apostille. We can review the wording before you sign it, so the Russian notary or agency on the receiving end accepts it without asking for corrections, and then we prepare the notarized Russian translation once the apostilled original reaches us.
Is there one federal apostille office for all US documents?
No, and this is the most common source of confusion. There is no single national apostille office for documents issued at the state level, such as birth certificates, marriage certificates, and notarized documents. Each state has its own designated office, almost always the Secretary of State. Only documents issued directly by the US federal government, like an FBI background check, go through the US Department of State in Washington, DC.
My document was issued in one state, but I now live in another. Which state handles the apostille?
The state that issued the document, or the state where it was notarized, handles the apostille — not the state where you currently live. For example, a birth certificate from Ohio needs an apostille from the Ohio Secretary of State, even if you have lived in Florida for years. This is why it helps to check your document for the issuing state before you request the apostille.
Do I need consular legalization instead of an apostille?
No. Since the United States joined the 1961 Hague Apostille Convention in 1981, Russia accepts a properly apostilled US document without any additional consular legalization step at a Russian embassy or consulate. The apostille from the correct US state office (or the US Department of State for federal documents) is normally the only authentication step you need before translation.
Once my US document is apostilled, what happens next?
Send us a clear scan of the apostilled document, including the apostille certificate page. We prepare a notarized Russian translation in Krasnodar, which is what Russian civil registry offices, notaries, courts, and banks generally require before they will accept a foreign-language document. We can also advise on the original document versus a certified copy, depending on where in Russia you plan to use it.
How do I pay from the US or EU — is that allowed?
Your card payment is processed by Paddle, a UK/US merchant of record, in EUR or USD — you never send money to a Russian bank account, and you receive a standard EU/US-compliant receipt. Translation and document services of this kind are not restricted for private individuals. Clients in Russia pay separately by SBP or a ruble invoice.
What Happens After Your US Document Is Apostilled
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Notarized Translation
Once your apostilled US document reaches us, we prepare a notarized Russian translation that Russian offices, notaries, and courts will accept.
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Real Estate Sale Package
Selling or managing Russian property from the US often starts with an apostilled, notarized power of attorney and its Russian translation.
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Bank and Tax Package
Closing a Russian bank account or handling Russian tax matters from the US usually needs an apostilled power of attorney, translated and notarized for the bank or tax office.
Ready when you are
Send a scan now — you will have a fixed price and an honest deadline answer within 2 hours during working hours, and you pay nothing until you approve.
We do not issue apostilles ourselves. The apostille for your document is issued in the United States, either by the Secretary of State (or equivalent office) of the specific state that issued or notarized it, or by the US Department of State's Office of Authentications for federal documents, not by any office in Russia. Once your document is apostilled in the US, we accept it and prepare a notarized Russian translation in Russia. Requirements can vary by state office and by the Russian agency receiving your document, so confirm specifics with us before you start the apostille process.
Country rules on this page were last verified on 2026-07-06 (Initial content sync). Spotted a change? Tell us and we will re-check and correct the page.
