Documents issued or notarized in Montana are apostilled by the Notary & Certifications Division (Montana Secretary of State). The office authenticates the signatures of Montana public officials — registrars, court clerks, state agencies — and Montana-commissioned notaries public, then attaches an apostille for Hague Convention countries or an authentication certificate for all others.
Issues a single 'universal certificate' that serves as an apostille for Hague countries and an authentication for non-Hague countries.
Where to file
| Notary & Certifications Division, Montana Secretary of State's Office, P.O. Box 202801, Helena, MT 59620-2801 (FedEx/UPS: 1301 E. 6th Ave, Helena, MT 59601) | |
| In person | Secretary of State's Office, Room 260, Montana State Capitol, 1301 E. 6th Avenue, Helena, MT 59620 Same-day walk-in appointments must be arranged in advance (406-444-1877) and are not scheduled until documents have been pre-checked. Staff will notarize unsigned documents on site at no charge. Drop-off pickups usually contacted within 2 business days. |
| Online | Order and pay online at biz.sosmt.gov/forms/apostille (credit/debit), then mail or deliver the paper documents. Free pre-check: email scanned notarized documents for compliance review before submitting. Apostille eRegistry verification at biz.sosmt.gov/apostille. |
| Request form | Official request form |
| Official page | https://sosmt.gov/apostilles-authentications/ |
How to get a Montana apostille
- Confirm the document is a Montana public document
The Notary & Certifications Division authenticates signatures of Montana officials and Montana-commissioned notaries only. Documents from other states go to their own state; federal documents go to the U.S. Department of State.
- Prepare the request
Complete the request form (official form), naming the destination country so the office issues an apostille (Hague country) or an authentication certificate (non-Hague country).
- Submit the document, fee and return envelope
Submit online — Order and pay online at biz.sosmt.gov/forms/apostille (credit/debit), then mail or deliver the paper documents. Free pre-check: email scanned notarized documents for compliance review before submitting. Apostille eRegistry verification at biz.sosmt.gov/apostille.; by mail to Notary & Certifications Division, Montana Secretary of State's Office, P.O. Box 202801, Helena, MT 59620-2801 (FedEx/UPS: 1301 E. 6th Ave, Helena, MT 59601); in person at Secretary of State's Office, Room 260, Montana State Capitol, 1301 E. 6th Avenue, Helena, MT 59620 (Same-day walk-in appointments must be arranged in advance (406-444-1877) and are not scheduled until documents have been pre-checked. Staff will notarize unsigned documents on site at no charge. Drop-off pickups usually contacted within 2 business days.). The fee is $10 per document.
- Receive the apostille
Processing: 3-5 business days from receipt. Expedited: No expedite fee; pre-arranged same-day appointments in Helena.. Keep the apostille attached and translate afterward if the destination requires it.
Fees and processing time
Fee: $10 per document. $10 per document/notarization regardless of page count; different notaries on one document may be charged separately. Online card payment, or check/money order with paper form; cash not accepted. Vital Records fees are paid separately to DPHHS.
Processing time: 3-5 business days from receipt
Expedited: No expedite fee; pre-arranged same-day appointments in Helena.
Documents Montana will apostille
- Documents notarized by a Montana notary public
- Certified vital records from DPHHS or county Clerk & Recorders
- Certified court records from Clerks of District Court
- Secretary of State business filings (signed by Deputy of Business Services on request)
- Notarized background checks from sheriffs/police
- Printouts of electronically notarized (IPEN/RON) documents
Not accepted or commonly rejected
- Public records certified by anyone other than the office holding the original
- Improperly notarized copies of passports, driver's licenses and diplomas
- Notarizations lacking the four certificate elements
- FBI background checks and federal agency/court records
- Other states' records
- Public records issued more than 5 years ago
Notarized documents
Notarial certificate must have four elements: venue (state and county), statement of particulars (date, type of act, reference to signer/document), notary signature, and notary stamp; signature and stamp alone are rejected. Notarization must be in English (document may be in any language). Printouts of IPEN/RON electronically notarized documents count as originals and may be submitted electronically.
Montana does not require county clerk certification of notarized documents before the state apostille.
General rules: notarized documents and apostilles.
Birth, marriage and death certificates
Birth/death records from the Montana Office of Vital Records (request long-form and note it is for apostille; a long form is issued), or from any county Clerk & Recorder. Certified public records should be issued within the last 5 years; older ones are often rejected by receiving countries. Do not email public records; use the Montana File Transfer System.
See the document guides for birth, marriage and death certificates.
Montana-specific points
- Free pre-check service: email scans of notarized documents for a compliance review before submitting.
- Remote online notarization printouts are accepted as originals, unlike most states.
- Unpaid or unclaimed documents are held no more than 90 days from receipt.
- Removing the stapled apostille invalidates it; to photocopy, fold the apostille back along the staple.
- Same-day in-person service exists but only by pre-arranged appointment after pre-check.
Federal documents and non-Hague destinations
Montana does not apostille federal documents. An FBI background check, Certificate of Naturalization, DD-214, IRS letter or Social Security letter issued to a Montana resident is authenticated by the U.S. Department of State in Washington, D.C. — see the federal section. For destinations outside the Hague Convention, the Montana authentication certificate must then be authenticated by the U.S. Department of State and legalized at the destination's embassy (how the chain works).
Frequently asked questions
How much does an apostille cost in Montana?
The Notary & Certifications Division charges $10 per document. $10 per document/notarization regardless of page count; different notaries on one document may be charged separately. Online card payment, or check/money order with paper form; cash not accepted. Vital Records fees are paid separately to DPHHS.
How long does a Montana apostille take?
3-5 business days from receipt Expedited option: No expedite fee; pre-arranged same-day appointments in Helena..
Can I get an apostille in person in Montana?
Yes. Same-day walk-in appointments must be arranged in advance (406-444-1877) and are not scheduled until documents have been pre-checked. Staff will notarize unsigned documents on site at no charge. Drop-off pickups usually contacted within 2 business days.
Does Montana require county clerk certification before an apostille?
No. Notarized documents go directly to the Notary & Certifications Division provided the notary is commissioned in Montana and the notarial certificate is complete.
Where do I apostille a federal document issued to a Montana resident?
Federal documents — FBI background checks, naturalization certificates, DD-214s, IRS letters — are never apostilled by Montana. They go to the U.S. Department of State, Office of Authentications. See the federal section.
