Top Reasons Apostilles Get Rejected in Indiana (2025 Guide)

Before submitting documents for an apostille in Indiana, it’s important to understand what causes rejections. Even simple errors can lead to delays, extra fees, and reprocessing—especially when you’re dealing with deadline-sensitive needs like international employment, visas, marriage abroad, or school enrollment. Here are the most common reasons apostilles get rejected by the Indiana Secretary of State and how to avoid them.

1. Submitting Vital Records That Are Not Certified Copies

One of the biggest rejection reasons is sending documents that aren’t official certified copies.

Examples of unacceptable documents:

• Hospital-issued birth certificates

• Church-issued marriage records

• Photocopies of vital records

Indiana only accepts certified copies issued by:

• The Indiana Department of Health

• Your county clerk or vital records office

2. Incorrect or Incomplete Notarizations

If your document requires notarization, it must follow Indiana notarial standards, including:

• Proper acknowledgment or jurat wording

• Notary signature

• Notary printed name

• Notary stamp

• Commission expiration date

Missing ANY of these will cause a rejection.

3. Using Notaries with Expired Commissions

This is more common than people realize. If a notary’s commission has expired—even by one day—the document cannot be apostilled. Always check the expiration date on the stamp.

4. Documents Signed by the Wrong Party

Examples include:

• Parents signing a document meant for a minor

• Company documents signed by unauthorized individuals

• Forms requiring the individual’s direct signature

The Secretary of State validates signatures—not content—so the signer must be the appropriate person.

5. Submitting Documents That Should NOT Have Been Notarized

Certain documents must never be notarized, including:

• Certified vital records

• Court-certified documents

• State-issued documents

Notarizing these creates a second layer of certification that conflicts with the state seal.

How Owen’s Document Services Prevents Rejections

Before anything is submitted, I:

✔ Review your documents carefully

✔ Confirm whether notarization is required

✔ Verify if the document is certified or needs a new copy

✔ Catch mistakes before they reach the Secretary of State

This saves you time, money, and stress—especially if you’re on a tight deadline.

Want to make sure your apostille is approved the first time?

Send me a photo of your document and I’ll review it for free before submission.