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Shared intake schema

Apostille intake should be one schema, not scattered guesses.

This page turns the Florida apostille/notarial certification request form baseline into a reusable web-form schema for Notary Geek forms, support tooling, and future automation.

Open JSON Start request Service catalog

Design intent

Paper-form baseline, broader real-world routing.

The Florida Division of Corporations request form gives us a solid baseline. But Notary Geek handles more than one state's paper workflow, so the web version needs extra routing fields like document origin type, issuing state, deadline, shipping method, and whether the document is already notarized.

Design rules

  • Keep the Florida paper-form fields because they are already part of the real apostille workflow.
  • Expand beyond the Florida paper form because Notary Geek handles multi-state and multi-route apostille workflows.
  • Keep destination country prominent because the customer does not choose apostille versus legalization by preference.
  • Separate official records, certified copies, signer-created documents, and federal documents early in the flow.
  • Treat the intake schema as a reusable contract for forms, support tools, automations, and future API consumers.

Field contract

Shared fields for apostille intake.

This is the field list future apostille forms and automations should reuse instead of inventing slightly different versions of the same intake.

Field Type Required Purpose
Requestor name requestor_name Example: Full name text Yes Identify the person submitting the apostille or certification request. Directly reflected on the Florida request form.
Mailing address line 1 mailing_address_line_1 Example: Street address text Yes Return-address and correspondence baseline for the request. Directly reflected on the Florida request form.
Mailing address line 2 mailing_address_line_2 Example: Apartment, suite, unit text No Apartment, suite, or secondary address line when needed.
City city Example: City text Yes Part of the return mailing address. Directly reflected on the Florida request form.
State or region state_or_region Example: State, province, or region text Yes Part of the return mailing address, including non-U.S. regions when needed. The Florida paper form uses state; the broader web version should support non-U.S. addresses too.
Postal code postal_code Example: ZIP or postal code text Yes Part of the return mailing address. Directly reflected on the Florida request form.
Daytime phone daytime_phone Example: (555) 555-5555 tel Yes Fastest operational contact if shipping, payment, or route clarification is needed. Directly reflected on the Florida request form.
Email address email_address Example: name@example.com email Yes Primary written contact for routing, support, and shipping confirmation. Directly reflected on the Florida request form.
Destination country destination_country Example: Country of use country Yes Core routing field because destination country helps determine apostille versus legalization and acceptance posture. Directly reflected on the Florida request form and should stay prominent.
Total document count total_document_count Example: 1 number Yes Pricing, handling, and fulfillment often depend on document count. Directly reflected on the Florida request form.
Issuing state issuing_state Example: Florida state No Needed when the document is a U.S. state or county record and routing depends on the issuing state.
Document type document_type Example: Birth certificate, POA, affidavit, company record text Yes Human-friendly description of the document the customer needs handled.
Document origin type document_origin_type Options: official_record, certified_copy, notarized_signer_created_document, federal_document, unknown select Yes Separates official records from signer-created documents so the route is not guessed incorrectly.
Requested route needs_apostille_or_notarial_certification Options: apostille, notarial_certification, not_sure select Yes Captures what the customer thinks they need while still allowing Notary Geek to correct the route after review. Intake signal, not final legal route.
Deadline deadline date No Useful when timing, rush handling, or shipping reality may change the route. Recommended expansion beyond the Florida paper form.
Shipping method shipping_method Options: fedex, dhl, ups, usps, pickup, not_sure select No Supports return-shipping planning and urgency handling.
Return shipping country return_shipping_country country No Important for cross-border handling and courier planning.
Special instructions special_instructions textarea No Capture embassy, school, bank, court, or recipient instructions that could affect handling.
Documents already notarized documents_already_notarized boolean No Helps separate a re-notarization question from a direct apostille-ready document.
County if court or clerk record county_if_court_or_clerk_record text No Needed when the document is a county clerk or court record and the county path matters.
Payment status payment_status Options: not_paid, pending, paid, waived select No Useful for future workflow automation once route confirmation and payment are connected.