Getting an apostille for the first time can be confusing. This guide explains the standard procedure, the process with an external agency and how EasyApostille can simplify everything- whether it’s a student visa, working abroad or family-related processes.
The Ministry of External Affairs (MEA) is the only authority that issues apostilles in India.
If you are not familiar with the term, start here: What is an Apostille - Meaning, Procedure & Certificate .
Apostille Types in India
- Sticker Apostille → A physical sticker affixed by MEA to the original document.
- e-Apostille (QR) → A digital apostille with QR verification; widely accepted by Hague Convention countries.
Standard Step-by-Step Process
1. Check requirements
- Identify your document type: personal, educational, or commercial.
- Confirm if the destination is a Hague member (apostille) or non-Hague (embassy/legalization).
- Determine if the original or a notarized copy is needed (send us a scan for a quick check).
In most cases, originals are needed for specific personal documents (like PCC, which are one time usage and valid only for 3 to 12 months), while notarized copies are acceptable for educational and commercial documents.
Check this detailed guide: Apostille on Original vs Copy Certificate in India .
2. Notary Attestation
- The first validation layer for many personal affidavits and commercial documents (e.g., POA, agreements).
- You can do this at local Notary/Bar Association counters or court complexes.
3. State / SDM / HRD / CoC Authentication
Authentication depends on document classification (full DIY guide here): Document Authentication in India (DIY): Personal, Educational & Commercial , as below.
- Personal: Home Dept/H&GAD or SDM/ADM (district level).
- Educational: State HRD/Education Department (some States need University/Board verification first).
- Commercial: Chamber of Commerce (CoC) attestation.
This State/SDM/HRD/CoC step is often mandatory before MEA submission.
4. MEA Apostille (Sticker or e-Apostille)
- Sticker Apostille: Original document is submitted via authorized centers; sticker is affixed and returned.
- e-Apostille (QR): Issued digitally in eligible cases from clear scans.
Outsourcing of receipt and Delivery of Documents. As a result to outsourcing of receipt and delivery of documents for attestation/Apostille with effect from July 2012, no document is directly accepted from individuals at the Ministry of External Affairs Counter at CPV Division, Patiala House Annexe, New Delhi.
5. Delivery of Document
You’ll receive either:
- Original + Sticker Apostille, or
- e-Apostille PDF with a QR verification link.
Practical Timelines (Typical)
- Notary + SDM (personal route): Often same day.
- State HRD/Home Dept: 2-3 working days (varies by State and workload).
- Agency submission & return (MEA): 3-5 working days in many cases.
Overall: 4-10 days depending on the route, State, and courier transit.
To avoid running between counters (Notary → SDM/Home/HRD → CoC → MEA) and to cut errors/rejections, most applicants use an authorized agency.
Outsourcing Agency Process
Since MEA uses outsourced centers, individuals typically apply through authorized agents:
- Submit originals or scans (agency/courier pickup available).
- Agency coordinates Notary → SDM/Home/HRD/CoC → MEA in the correct order.
- Receive Sticker or e-Apostille with tracking and status updates.
The MEA does not accept walk-in submissions from individuals. You must go through an authorized agency for apostille services in India. Each agency has its own timelines, fee structures, and documentation requirements, which may confuse first-time applicants.
How EasyApostille Makes It Simple
We remove the guesswork and give you a single, transparent path:
- ✅ Fast eligibility check: Share a scan; we confirm if the original is required.
- ✅ Pickup & delivery pan-India: No queues, no travel to multiple offices.
- ✅ Clear tracking: Real-time WhatsApp/Email updates with your order ID.
- ✅ Right apostille type: e-Apostille (QR) or Sticker, based on your destination’s requirement.
- ✅ Secure handling: Tamper-proof packaging + insured courier return.
- ✅ Cost clarity: Up-front all-inclusive quote—no hidden add-ons.
See examples and pricing: Apostille Price & Cost per Document in India.
Documents Required (Checklist)
- Original document (or notarized copy, if advised for your case)
- Valid ID (passport preferred)
- Affidavit/Gazette for name/date mismatches
- Education: degree/diploma/marksheets (+ University/Board details if verification is needed)
- Civil/Visa: birth, marriage, PCC, medical certificates as applicable
Not sure whether scans are enough? Send us a scan—we’ll confirm scan vs original requirements before you proceed.
When You Need an Apostille (Common Use-Cases)
- Study Abroad: university admission, transcripts, degree verification
- Work Abroad: employment, PCC (Police Clearance Certificate)
- Family/Dependent Visas: birth, marriage, medical
- Business/Commercial: incorporation papers, POA, board resolutions, invoices, CoO
Conclusion
The apostille process in India involves Notary → State/SDM/HRD/CoC → MEA, and the requirements vary depending on the document type and destination. With EasyApostille, you get a guided, fast and secure service with pick-up and delivery anywhere in India - ideal if you need an e-Apostille for a student visa or a sticker Apostille for family or business documents.
