VIRGINIA · APOSTILLE & TRANSLATION
Apostille & Certified Translation in Virginia
In Virginia, apostilles and authentications are issued by one office only: the Secretary of the Commonwealth's Authentications Division in Richmond (Virginia uses "Secretary of the Commonwealth," not "Secretary of State"). Translation HelpDesk handles the certified-translation half — USCIS- and consulate-ready translations at $0.05/word, with most civil documents (birth, marriage, death certificates) landing in the $15–25 range and turned around in 24–48 hours. For documents heading overseas, the right order is almost always apostille first, then certified translation of the document and the apostille. Try us free with a 250-word sample before you commit, and reach a human by email at info@translationhelpdesk.com.
Updated July 11, 2026 · Guidance only — confirm current fees and steps with the Office of the Secretary of the Commonwealth, Authentications Division, Richmond, VA (Virginia's apostille/authentication authority — note it is the Secretary of the Commonwealth, not a "Secretary of State").
HOW IT WORKS IN VIRGINIA
Getting an Apostille in Virginia
In Virginia, apostilles and authentications are issued only by the Office of the Secretary of the Commonwealth, Authentications Division, in Richmond — not by a county clerk or the DMV. First make sure the underlying document is apostille-ready: a vital record (birth, marriage, death) must be a certified copy from the Virginia Department of Health / Office of Vital Records, and a private document (diploma, power of attorney, affidavit) must be signed before a Virginia notary. Then create a cover letter through the state's online system (authentications.solutions.virginia.gov, linked from commonwealth.virginia.gov) and either mail the documents in with a self-addressed prepaid return mailer and payment, or book an in-person appointment (appointment slots are released online Fridays at 10:00 AM for the following week, with visits Monday–Thursday). USPS submissions go to 1111 East Broad Street, Richmond, VA 23219; FedEx/UPS/DHL go to 400 East Cary Street, Richmond, VA 23219 — confirm the current addresses and hours on the official site before shipping.
TRANSLATION + APOSTILLE
Where Certified Translation Fits
For a Virginia-issued English document going abroad, apostille first, then translate. The Secretary of the Commonwealth authenticates the signature of the Virginia official (registrar or notary) on the ORIGINAL — it does not certify any translation, and the office does not translate documents for you. Once the apostille is attached, order a certified translation of both the document AND the apostille certificate into the destination country's language. The most common and costly mistake is translating first and having a notary apostilled on the translation: the state then authenticates the notary, not your birth certificate, and many foreign authorities reject it — forcing you to pay for the apostille twice. (If instead you have a foreign-language document, e.g. a Mexican record, that needs to be used in Virginia or the U.S., you need a certified English translation but usually NOT a Virginia apostille — that document would be apostilled in its own country of origin.)
Translation HelpDesk provides the certified English translation with a signed Certificate of Accuracy (8 CFR 103.2(b)(3)) that USCIS accepts, and can advise on whether you need the apostille before or after translation for your specific document and destination.
FEES & TIMING
Cost & Turnaround
Apostille fee: Two separate fees apply. Virginia's state authentication fee is set by the Secretary of the Commonwealth — historically $10.00 per document (with a reduced charge, around $5.00, for each additional document signed by the same official on the same date for the same country) — but confirm the current fee on commonwealth.virginia.gov before paying. Translation HelpDesk's certified translation is billed separately at $0.05 per word, with most civil documents (birth, marriage, death certificates) falling in the $15–25 range.
Typical processing: Virginia apostille: roughly 7–10 business days by mail, or same-day at an in-person appointment (Monday–Thursday) with properly prepared documents. Certified translation from Translation HelpDesk: 24–48 hours, run in parallel with the apostille step.
FAQ
Frequently Asked Questions
Who issues apostilles in Virginia?
Only the Office of the Secretary of the Commonwealth, Authentications Division, in Richmond. Virginia calls this office the Secretary of the Commonwealth rather than a Secretary of State, and neither county clerks nor the DMV can issue an apostille. You submit by mail (7–10 business days) or by appointment (Monday–Thursday, with slots released online Fridays at 10:00 AM).
Should I translate my document before or after the apostille?
For a Virginia-issued English document going to another country, apostille first, then translate. The apostille only authenticates the Virginia official's signature on the original; the state does not certify translations. After the apostille is attached, we translate both the document and the apostille certificate into the destination language.
Does the Virginia Secretary of the Commonwealth provide translations?
No. The Authentications Division only issues apostilles and authentications — it does not translate documents and does not verify translation accuracy. You obtain a separate certified translation from a provider like Translation HelpDesk, which is where our USCIS Rejection Pledge and certified certificate come in.
I have a Mexican birth certificate. Do I need a Virginia apostille?
Usually not. A foreign-issued document is apostilled in its own country of origin, not by Virginia. If you simply need it accepted by USCIS or a Virginia agency, what you need is a certified English translation — which we deliver at $0.05/word, most civil records $15–25, in 24–48 hours.
How much does the Virginia apostille itself cost?
The state's authentication fee is separate from translation and is set by the Secretary of the Commonwealth — historically $10 per document, with a reduced fee for additional documents signed by the same official on the same date for the same country. Always confirm the current fee on commonwealth.virginia.gov before you send payment.
How fast can I get everything done?
Translation HelpDesk returns your certified translation in 24–48 hours. The Virginia apostille itself runs about 7–10 business days by mail, or can be same-day if you attend an in-person appointment with properly prepared documents. Plan the apostille step around the state's timeline, and let us handle the translation in parallel.