Already Abroad? Here’s How to Get Your Documents Authenticated While Overseas

Maybe you jumped at the chance to teach abroad and figured you'd sort out the paperwork later. Or maybe you’re planning to switch schools, apply for a long-term visa, or even move countries. Whatever the case, you’re not alone—and the good news is, you don’t have to fly home just to get your documents sorted.

Plenty of teachers successfully apostille, legalize, or re-authenticate documents from abroad every year. It just takes some planning, a few reliable services, and knowing what steps to take from where you are.

Understand What You Actually Need

Before sending anything off or paying for courier services, get crystal clear on what your destination or visa office actually requires. That means confirming with your school, recruiter, or immigration officer—because the required documents can vary by country, visa type, or even region.

Here are common scenarios where authentication is needed mid-journey:

• You entered on a tourist visa and now need to switch to a work visa
• You’re changing jobs, and the new employer wants fresh documentation
• You’re renewing a contract or applying for a different position in a new city or province
• You’re moving from one country to another and need to update paperwork for your next visa

Most often, you’ll be asked to show:

• A university degree (authenticated and possibly translated)
• A TEFL certificate
• A criminal background check from your home country

Getting a Criminal Background Check from Abroad

The biggest hurdle here is usually fingerprinting—but the good news is, most national authorities now allow international submissions for police checks.

United States (FBI)

• You can apply for an FBI Identity History Summary online
• You’ll need to submit fingerprints, either using:
  • Live Scan (at a location that supports FBI inkless fingerprinting)
  • Ink fingerprints on an FD-258 form, mailed from abroad
• Use a trusted courier to send your prints to an FBI channeler or directly to the FBI

United Kingdom (ACRO)

• Apply online for an ACRO Police Certificate
• No fingerprinting needed
• Documents (like proof of address) can be uploaded digitally

Canada (RCMP)

• You’ll need to provide digital or ink fingerprints
• This is usually done through a third-party fingerprinting agent overseas
• Then sent to an accredited RCMP service provider back in Canada

Australia (AFP)

• Apply online with supporting ID documents
• Fingerprints usually not needed unless applying for specific visa types
• Postal delivery available worldwide

Tips for Success

• Search locally for fingerprint services—some embassies or clinics cater to expats
• Ask your employer if they know trusted providers (they often do!)
• Some courier services specialize in document processing for expats

How to Apostille or Legalize Documents from Abroad

If you’re already overseas, you might assume your nearest embassy can issue apostilles or help with document legalization. Unfortunately, that’s not how it works. Most apostilles must be issued in the same country the document originated from—and often by specific government offices like the Department of State or Foreign Affairs.

Here are your main options:

1. Mail Documents to Someone You Trust

Send your original degree, TEFL certificate, or police check to a family member, friend, or trusted contact back home. They can visit the notary, apostille office, or embassy on your behalf. (Make sure they understand the steps—or guide them clearly.)

2. Hire a Professional Service

There are companies that specialize in this exact situation. They’ll:

• Notarize or certify your documents
• Get them apostilled or legalized
• Deliver them to the required consulate or embassy
• Send everything back to you securely

This is often the fastest and least stressful option—especially if you’re juggling classes, lesson planning, or visa deadlines.

Use Your Home Country’s Apostille-by-Mail Service

Some countries let you submit documents by post for apostille processing. You’ll still need to ensure the documents are certified or notarized first, but the rest can be done via mail. Check with your country’s apostille authority (e.g., FCDO for the UK, Global Affairs Canada, or the U.S. Secretary of State).

📌 Remember: Most countries only accept original documents or certified hard copies. PDF scans won’t work for official authentication.

What About Translations?

Even if your documents are now fully apostilled or legalized, you might need to get them translated into the destination country’s official language.

• When to Translate: In most cases, after the apostille or legalization step. Some embassies require the translation to show proof of the original stamp or seal.
• Where to Translate:
  • Use a sworn translator in your current country (often accepted for visa purposes)
  • Use a certified translator back home, then have those translated versions sent to you
  • Some legalization agencies offer bundled services that include apostille, legalization, and translation together

Always check if your visa office or embassy requires the translation to be stamped, notarized, or certified—standards can vary widely by country.

Using Couriers and Third-Party Services

When sending documents internationally, don’t cut corners. A lost or delayed delivery can wreck your timeline—or worse, lose your only copy of a degree.

Recommended Courier Services:

• FedEx, DHL, and UPS are the most reliable for international routes
• Always get tracking and insurance for original documents
• Label as “personal documents” to avoid customs delays—do not list as merchandise

Using a Legalization Agency:

• Legalization firms in your home country are often worth the cost
• Many handle end-to-end processing: notarization → apostille → consular legalization → return shipping
• Some offer scanned copies you can use temporarily while the originals are in transit

✈️ Tip: If you’re teaching abroad long-term, consider keeping digital backups of every document and storing hard copies with a trusted contact back home. It'll save you time if you need to repeat the process.

Embassy and Consulate Services Abroad

When you're overseas, your home country’s embassy or consulate can help—but usually not with everything you might hope for. While they typically cannot issue apostilles, they do provide limited support that can still be valuable in the authentication process.

What Embassies Can Usually Do:

• Witness signatures on documents or notarize affidavits
  (often needed as the first step before apostille/legalization)
• Authenticate translations or provide access to approved translators
• Issue a local police clearance or letter of good conduct
  (useful for local visa renewals, not international jobs)

Examples by Country:

• UK and Irish Embassies: Often able to notarize academic documents or witness signatures for British/Irish citizens abroad
• U.S. Embassies: Cannot apostille, but offer notary services for specific uses (appointments required, limited availability)
• Canadian Missions: May provide authentication letters or guide you toward certified translators
• Australian Embassies: Sometimes assist with certified copies, though apostilles must still go through DFAT back home

🎯 Tip: Not all embassies offer the same services. Check their website or call ahead to make sure they can help with your specific request.

Tips to Avoid Delays and Mistakes

When you’re dealing with multiple countries, shipping, and government offices, things can go wrong fast. Here’s how to stay ahead of the curve and keep your TEFL journey on track.

✅ Double-Check What’s Required

• Is your destination a Hague Convention member?
  If yes: Apostille. If no: Full legalization.
• Is a translation needed?
  If yes: When and into which language?
• Does the document need to be notarized first?
  Apostilles sometimes require certified copies.

📅 Plan for Delays

• Background check validity: Usually only good for 3 to 6 months
• Round-trip mailing: Can take 2–4 weeks or more
• Embassy holidays: Summer closures and national days can delay appointments

🔐 Keep Backups

• Scan every document before mailing it
• Upload to cloud storage (Google Drive, Dropbox, encrypted folder)
• Keep a USB backup just in case you lose internet access while traveling

✈️ Getting documents sorted from abroad takes patience and planning—but once done, you’re in the clear for job changes, visa extensions, and international moves.

Country-Specific Notes for Common Expats

Where you're from makes a big difference in how easy it is to get your documents sorted while abroad. Here’s a breakdown of what TEFL teachers from key countries should know:

🇺🇸 United States

• FBI background checks can be requested remotely; fingerprint cards can be mailed from abroad.
• Apostilles for federal documents are handled by the U.S. Department of State.
• Popular third-party services include:
  • US Authentication Services
  • Apostille Pros
  • Monument Visa
• Tip: Check if your state requires apostilles at the state level (for degrees issued by universities).

🇬🇧 United Kingdom

• ACRO police certificates are fully accessible online and can be used abroad.
• Apostilles issued by the FCDO—you’ll likely need to post the original or certified copy.
• Solicitor certification may be required for degree/TEFL docs before mailing them back.
• Tip: Bundle your documents together to save time if using a courier service.

🇨🇦 Canada

• RCMP criminal background checks can be requested abroad via third-party fingerprinting centers (e.g., in Asia or Latin America).
• Global Affairs Canada began issuing apostilles in January 2024.
• Many TEFL teachers rely on Canadian legalization services like Authenticate Canada for full processing.

🇮🇪 Ireland

• Garda vetting certificates must be requested from Ireland—difficult to obtain abroad without help.
• Apostilles handled by the Department of Foreign Affairs via mail.
• Tip: A trusted person back home can help with in-country submissions and collection.

🇦🇺 Australia & 🇳🇿 New Zealand

• AFP checks (Australia) and Ministry of Justice checks (NZ) can be done online.
• Apostilles:
  • Australia: Through DFAT
  • New Zealand: Through the DIA
• Common route: Mail originals home, then use a legalization service to fast-track the process.

🇿🇦 South Africa

• SAPS Police Clearance Certificates must be obtained in South Africa—no online option.
• DIRCO handles apostilles, but processing times can be long.
• Realistically, you’ll need someone back home or a legalization agent to manage the full process for you.

Conclusion: Still Possible, Just Requires Planning

Being far from home doesn’t mean you’re stuck. Whether you’re switching jobs in Seoul, applying for a visa in Hanoi, or heading to your next adventure in Spain, it’s completely possible to get your documents authenticated from abroad—you just need the right tools and a bit of patience.

✔ Mail and couriers can bridge the gap
✔ Trusted friends or family can help speed things up
✔ Third-party services can handle nearly everything for you

A little planning now can save weeks of delay later—and keep your teaching journey on track.