Terms of Service

Effective: October 1, 2026

These Terms of Service apply to every quote request and order placed with My Document Apostilles ("we," "us"). By submitting a quote request or placing an order, you ("the client") agree to these terms.

1. Our Role

We are a private document services company. We review your documents, prepare apostille requests, submit them to the appropriate government office, and return the completed documents to you.

• Apostilles are issued only by government offices, such as a state Secretary of State, the Virginia Secretary of the Commonwealth, or the U.S. Department of State. We do not issue apostilles.
• We are not affiliated with, or endorsed by, any government agency.
• We are not a law firm and do not give legal advice. Our services do not create an attorney-client relationship.
  

2. Your Responsibilities

The receiving agency, school, court, employer or organization decides what it will accept. Before placing an order, you are responsible for confirming:

• Which documents are required, and whether an apostille is what they need
• Any date requirement, such as a document issued within the last 6 or 12 months
• Whether a translation is required, and whether it must be certified, notarized or apostilled
• Whether a copy certification by document custodian is accepted in place of an original

You also agree to provide accurate information and genuine documents. We may decline any order we believe involves altered, fraudulent or improperly obtained documents.

3. Scope of Services

We currently provide apostilles for documents going to countries that are members of the Hague Apostille Convention. We do not accept orders requiring embassy or consulate legalization for non-Hague countries at this time.

4. Free Document Review

Our free review checks whether your document appears to be in proper form for an apostille and identifies the correct issuing office. It is not a guarantee that a government office will issue the apostille or that the receiving agency will accept your documents.

5. Quotes and Payment

• Every order is quoted after review. Your quote lists our service fee and any add-ons you select.
• Government fees and domestic return shipping are billed separately.
• Payment is due before documents are submitted. We do not submit documents until payment is received.
• If we discover something during processing that changes the cost, such as an additional document or a notarization requirement, we will contact you before proceeding.
  

6. Rejections and Refunds

• Government fees are non-refundable once paid to a government office, even if that office rejects the document.
• If a document is rejected for a reason outside our control, such as an incomplete notarization, an expired or outdated document, or a document the office will not apostille, we will explain why and what is needed to correct it. Resubmission may require an additional fee.
• If a rejection results from our error, we will correct and resubmit the document at no additional service charge.
• Cancellations: if you cancel before your documents are submitted, we will refund your payment minus any shipping or government fees already spent. Once documents have been submitted to a government office, our service fee is non-refundable.
  

7. Shipping and Documents in Transit

• Please send documents with tracking. We recommend insurance for documents that are difficult to replace.
• We are not responsible for documents lost, damaged or delayed while in transit to us, to a government office, or back to you, including documents handled by USPS, UPS, FedEx or another carrier.
• Government offices state that they are not responsible for documents lost in shipping, and we cannot accept responsibility on their behalf.
• International return shipping is an add-on. You are responsible for any customs, duties or delivery requirements in the destination country.
  

8. Processing Times

Processing times are set by each government office and change throughout the year. We do not guarantee any processing or delivery date. We will keep you updated as your order moves through each step.

9. Limitation of Liability

To the extent permitted by law, our total liability for any claim related to an order is limited to the service fee you paid us for that order. We are not liable for indirect losses, such as missed travel, visa, employment or legal deadlines.

10. General

• These terms are governed by the laws of the Commonwealth of Virginia.
• We may update these terms. The version posted on our website when you place an order applies to that order.
• Questions about these terms: info@mydocumentapostilles.com · 423-840-0803