Top 7 Mistakes Expats Make with U.S. Documents Abroad — And How to Avoid Them

Moving abroad or handling international legal matters can be exciting—until you hit a wall with paperwork. Whether you're getting married overseas, adopting a child, applying for residency, or handling legal affairs abroad, U.S. documents often need to be legally recognized in your new country. That’s where things can get complicated—fast.

At Global Felicity Group, we help expats and international families navigate this process smoothly. Based on real cases we’ve handled, here are the 7 most common document mistakes expats make—and how you can avoid them.

1. Not Knowing Which Documents Need Apostilles

The mistake: Many expats don’t realize that everyday documents like birth certificates, marriage licenses, and even FBI background checks often need an apostille to be accepted abroad.

The fix: Research your destination country’s requirements or work with a service (like ours) that knows what’s needed for marriage, immigration, or legal recognition under the Hague Convention.

Pro tip: All states require apostilles on the certified copy of the document not the original. Double-check early to avoid delays.

2. Using the Wrong Type of Copy

The mistake: Sending a scanned copy, photocopy, or unofficial version of a document.

The fix: For apostille processing, you’ll usually need a certified copy or original document, issued by the appropriate state or federal authority. Each state has its own rules for what they’ll accept.

Need help getting a new certified copy? We offer vital record retrieval for states that allow 3rd-party requests.

3. Ignoring Translation Requirements

The mistake: Submitting your U.S. documents in English to a foreign government office without translation.

The fix: Most non-English-speaking countries require certified translations. This means a human translator—not Google Translate—with a certification statement.

We offer human-certified translations in Spanish, Portuguese, French, and more—plus apostilles for translated documents if needed.

4. Waiting Too Long to Start

The mistake: Beginning the document process a few weeks before a wedding, visa appointment, or move abroad.

The fix: Apostille processing takes time—especially if you need to retrieve records or deal with multiple states. Some state offices take 3–5 weeks unless you pay for expedited service.

Need it fast? Ask about our expedited processing and overnight return shipping options.

5. Assuming Digital Copies Are Sufficient

The mistake: Thinking a digital scan will work for apostille or legal use abroad.

The fix: Most apostilles are physically affixed to a hard-copy document. Digital versions may be useful for reference, but they are not usually accepted by foreign officials.

We offer secure domestic and international shipping to get your documents where they need to go—fast.

6. Sending Documents to the Wrong Office

The mistake: Mailing documents to the wrong state authority—or sending state documents to the federal level.

The fix: Apostille rules vary depending on the type of document:

• State-issued documents (birth, marriage, notarized forms) go to state-level authorities

• Federal documents (FBI background checks, federal court documents) go to the U.S. Department of State

If you're unsure, we can determine the correct path and handle everything for you.

7. Trying to DIY From Overseas Without Help

The mistake: Attempting to manage the apostille or translation process alone, across time zones, with no U.S. mailing address.

The fix: You don’t need to do this alone. We specialize in supporting U.S. citizens living abroad, providing clear guidance, remote assistance, and all-inclusive packages that save time, money, and stress.

We handle document intake, apostille processing, translations, and delivery—so you can stay focused on your life abroad.

How to Avoid These Mistakes Altogether

If you're planning to move, marry, study, adopt, or work internationally, don’t leave your documents to chance. Avoid delays, rejections, and expensive resubmissions by getting expert help from day one.

We offer:

• Apostille facilitation (state & federal)

• Certified translations in Spanish and more

• Vital record retrieval from U.S. states

• Shipping coordination worldwide

• On-demand updates and real human support

Download our FREE Expat Document Checklist

Want to make sure you're on the right track? Grab our free checklist to stay organized and avoid common pitfalls:

Need Help Now?

Fill out our secure Intake Form and let us handle the rest—or book a free consultation to talk through your situation.

Global Felicity Group
U.S. documents, recognized abroad. Stress-free.