Moving abroad is one of life’s biggest adventures, but before you can enjoy your new home, new culture, or new job overseas, there’s something every American expat must tackle first: Paperwork.

From background checks and birth certificates to marriage documents, diplomas, and financial records, foreign governments often require your U.S. documents to be authenticated before they’ll accept them. And if you don’t prepare them correctly before leaving the country, the process can become complicated, time-consuming, and expensive once you’re abroad.

Our in-depth guide walks you through exactly how to prepare your U.S. documents for international use, explains why authentication is necessary, what steps you must follow, and how to avoid the most common mistakes Americans make when relocating overseas. Whether you’re moving for work, study, marriage, retirement, or personal adventure, this article will save you hours of stress and potentially weeks of delays.

Why You Need to Prepare U.S. Documents Before Moving Abroad?

Before a foreign government, employer, or institution can accept your American documents, they must be able to verify:

• The document is real
• The signature is authentic
• The issuing authority is legitimate
• The document is not forged or altered

Because every country’s government operates differently, the U.S. document you use abroad must go through an international authentication process, either an apostille or legalization, depending on the destination country.

If you move overseas without preparing your documents, you may face delays when trying to:

• Apply for residency or a long-term visa
• Enroll in a university
• Get married abroad
• Start a new job
• Apply for work authorization
• Purchase property
• Adopt a child
• Register children for school
• Access government services
• Verify identity or criminal background

Preparing for leaving the U.S. makes everything faster, cheaper, and much easier to manage.

Apostille vs. Legalization: Which One Do You Need?

Before you can use U.S. documents abroad, they must go through an international authentication process. This process ensures that foreign governments can trust the origin, signature, and legitimacy of your documents. However, the exact type of authentication you need depends entirely on the country where you are moving.

If you are moving to a Hague Convention country:

The process is relatively simple. Hague Convention countries all recognize a single standardized form of certification known as an apostille. An apostille verifies the authenticity of the signature and seal on your U.S. document, and once it has been attached, any of the 124 Hague countries will accept it without asking for additional steps. This makes an apostille the fastest and most efficient form of international document authentication.

If you are moving to a non-Hague country:

If you are moving to a non-Hague country, the process becomes more complex because these countries do not recognize apostilles. Instead, they require document legalization, a multi-step procedure that typically involves several government agencies. First, your document is authenticated by the Secretary of State in the state where it was issued. After that, it must be sent to the U.S. Department of State in Washington, D.C., which confirms the state’s certification. Finally, the document must be legalized by the embassy or consulate of the destination country. Only after all three stages are completed will the document be considered valid abroad.

Documents You’ll Likely Need Before Moving Abroad

Different countries require different documents, but these are the most commonly requested:

Identity & Civil Status

• Birth certificate
• Marriage certificate
• Divorce decree
• Death certificate (for dependents or estates)

Education & Employment

• University diplomas
• Transcripts
• Teaching certificates
• Professional licenses
• Employment verification letters
• Background checks (state or federal)

Criminal Background Checks

One of the most frequently required documents for expats is an FBI background check, especially for:

• Work visas
• Teaching positions
• Residency applications
• International adoption
• Long-term tenancy
• Volunteer permits in some countries

To use it abroad, you must go through the official FBI background check apostille process, which ensures foreign governments can verify its authenticity.

Financial or Legal Documents

• Power of attorney
• IRS documents
• Notarized affidavits
• Court records
• Authorization letters
• Single status affidavits

Preparing these in advance will save you costly international shipping and long embassy wait times later.

Step-by-Step Guide: How to Prepare Your U.S. Documents Before Your Move

Preparing your U.S. documents for international use may seem overwhelming, but the process becomes much easier when broken down into clear stages. Most documents follow a similar workflow, moving from identification to certification, authentication, translation, and finally storage. Below is a detailed, straightforward explanation of each step so you know exactly how to approach the process before you relocate.

Step 1: Identify Which Documents You Need

Your first task is to determine which documents your destination country requires. In many cases, this information comes directly from your consulate, employer, university, or immigration lawyer in the form of a checklist. If you don’t receive a list, it’s best to contact the consulate of the country you’re moving to and ask about requirements based on your visa type, the length of your stay, and the purpose of your move, whether it’s for work, study, family reunification, retirement, or long-term residency.

It’s always better to prepare more documents than fewer. Being overly prepared ensures you won’t face delays or be forced to ship documents internationally later, which can add time, cost, and unnecessary logistical challenges to your move.

Step 2: Obtain Fresh, Certified Copies

Once you know which documents you need, the next step is obtaining fresh certified copies. Most foreign governments prefer, and sometimes require, documents that are recently issued, typically within the last three to six months. This applies to civil records such as birth certificates, marriage certificates, or divorce decrees, as well as educational documents like transcripts and diplomas.

Step 3: Get Documents Notarized (If Required)

Not all documents need to be notarized, but many do, particularly affidavits, authorization letters, and certain legal or financial documents. Notarization is a way for officials in the U.S. and abroad to confirm that the signature on a document is legitimate. If notarization is required for your documents, it must be done before proceeding to authentication.

Step 4: Get Your Apostille or Legalization

With your documents properly issued and notarized, you can begin the authentication phase. This is the most complex part of preparing U.S. documents for international use. If you are moving to a country that is part of the Hague Apostille Convention, your documents will require an apostille. If your destination is a non-Hague country, then your documents must go through the full legalization process, which involves several additional steps.

Step 5: Translate Documents (If Required)

Certain countries require documents to be translated into their official language before they can be accepted. These translations must be completed by a certified translator and may need to follow specific formatting or submission rules. Countries commonly requiring certified translations include those where Spanish, French, Portuguese, German, Arabic, Chinese, or Japanese is the dominant language.

Note: It is very important to determine whether the translation must occur before or after the apostille or legalization.

Step 6: Keep Digital & Physical Copies

Once your documents are fully prepared, make sure they are easy to access throughout your relocation process. This includes carrying original documents with you during travel, not packing them in checked luggage where they could be lost. It is also wise to keep multiple certified copies of each document, since employers, schools, and government offices abroad may ask for originals or certified duplicates.

What is an FBI Background Check?

For many people relocating abroad, an FBI background check is one of the most important documents required by foreign governments. It’s commonly needed for work visas, long-term residency, teaching positions, international adoption, and any situation where authorities must confirm your criminal history.

Countries request it because it:

• Confirms you have no serious criminal record
• Helps determine visa or residency eligibility
• Ensures safety when working with children or vulnerable groups

However, an FBI background check cannot be used internationally in its original form. It must go through the official FBI background check apostille process, which verifies the document’s authenticity so foreign authorities can legally accept it.

The process generally involves:

• Obtaining your official FBI background check
• Submitting it for apostille certification
• Ensuring the apostilled document meets the requirements of your destination country

Using an uncertified or non-apostilled FBI report abroad will almost always lead to immediate rejection and visa delays.

How Long Document Preparation Usually Takes

To prepare your documents properly before moving abroad, it’s helpful to understand the typical processing times for each step. While timelines can vary by state, agency, and country, the chart below provides a reliable estimate:

Processing times often overlap, but they can also extend unexpectedly due to mail delays, backlogs, holidays, or consular closures. If your move is coming up soon or you’re on a tight schedule, using professional assistance can significantly expedite certain steps and help ensure nothing is submitted incorrectly.

Why Many Expats Choose Professional Help

The process of authenticating U.S. documents for international use can be complex, especially when multiple agencies, embassies, and deadlines are involved. Many expats choose to work with professionals because it dramatically simplifies the experience. Professional services offer:

• Faster turnaround times
• Reduced risk of mistakes or rejected documents
• Clear, step-by-step guidance for each required document
• Correct handling of embassy and consulate requirements
• Secure document shipping and tracking
• Peace of mind during a stressful relocation

For these reasons, trusted expert apostille and legalization assistance becomes an invaluable resource when preparing to move abroad.

How to Stay Organized Before Your Move

A smooth international move begins with strong document management. Because so many papers must be authenticated, translated, or submitted at different stages, staying organized will save you time, stress, and unnecessary delays. Here’s how expats typically keep everything in order:

1. Create a Master Document Checklist

Start by writing down every document you need for your visa, residency, employment, or school enrollment. This checklist becomes your roadmap and helps you track which items you already have, which ones need to be ordered, and which ones still require apostilles, legalizations, or translations. Updating it regularly ensures nothing slips through the cracks.

2. Store Digital Copies in Multiple Locations

Once you begin collecting documents, make high-quality scans of each one. Save these digital versions in more than one secure place, for example, on your phone, laptop, and cloud storage. Having digital backups ensures that if something happens to the originals, you still have immediate access to the information you need.

3. Label Documents That Have Been Authenticated

As you complete apostilles, legalizations, notarizations, and translations, mark each document clearly so you know which ones are finished. Some people use colored folders or simple labels. This prevents you from mixing up old versions with authenticated ones and makes it easier to submit the correct documents at the right time.

4. Keep Physical Originals Safe and Protected

Your original documents are irreplaceable, so store them in a sturdy, waterproof folder or document organizer. This protects them from spills, rain, or accidental damage during your move. Keeping everything in one place also makes it easier to bring documents to appointments or consulate visits.

5. Carry Important Documents in Your Carry-On

Never pack essential documents in checked luggage. Bags can be delayed, damaged, or lost — but keeping your documents in your carry-on ensures they stay with you throughout your journey. Having your papers on hand also means you’re prepared for any immigration or customs questions when you arrive in your new country.

Preparing Your Documents the Right Way Makes Your Move Abroad Easier

Moving abroad is exciting, but without proper preparation, U.S. documents can become a barrier instead of a bridge. You need to understand what your new country requires, obtain fresh certified copies, complete apostille or legalization steps, and ensure everything is organized ahead of time. Thus, you’ll avoid the most common delays expats face.

Whether you’re relocating for work, marriage, retirement, or study, properly authenticating your documents ensures your transition is smooth and saves you time, money, and frustration.

For complex documents, foreign government requirements, or tight deadlines, professional expert apostille and legalization assistance can simplify the entire process. And if your move requires background verification, understanding the FBI background check apostille process is essential for successful relocation.