Navigating Costa Rica Immigration with Confidence: Expert Tips from Melissa & Debbie

Terry Carlisle:
Hey, didn’t realize we’d started! I was just going through this immigration paperwork. What a paper chase! My name’s Terry Carlisle with Howler Magazine, publishing Costa Rica to the world since 1996. We’ve got another episode with Quatro Legal and Debbie, the expert in all things you need to know about how Quatro Legal can help.

Today, we also have a special guest because, let’s face it, immigration is one of those things where if you ask on Facebook, you’ll get a wide range of answers. People have all kinds of opinions on what they did. Today, though, we’re getting the truth. Debbie, what can we expect?

Debbie:
Hi, Terry, great to see you! Thanks for having us on the Howler Magazine webinar series. Today, we’re talking about the “paper chase”—that’s exactly what it is. The immigration document process can feel overwhelming and confusing, so we’ve brought in another expert: Melissa Di Nardo from Legalize That Doc. Melissa and her team are professionals in document procurement, which means they make sure everything is ready for Costa Rica.

Anyone can gather a document and send it with DHL, but not everyone can do it right. Many mistakes can happen, and since these documents are only valid for six months, you don’t want errors that could cause a denial or make you start over. Melissa is here to help us understand all of this today. They handle apostilles, authentications, and pretty much everything someone might need for immigration to Costa Rica. It’s a huge help for expats who want to focus on their new life here. Melissa, welcome!

Melissa:
Thank you, Deb, thank you, Terry! It’s an honor to be here. We love helping expats make their move to Costa Rica as smooth as possible. That’s our mission at Legalize That Doc.

Terry:
So, Melissa, what made you start your company?

Melissa:
Great question. I used to work for a law firm in Costa Rica while living in Canada as a sales agent, and they had a tough time obtaining Canadian documents. I was asked to help with this and realized I could be the solution. Over time, I developed resources back in Canada, and soon, I wasn’t just gathering documents but also handling things like RCMP checks for Canadians living abroad, FBI reports for U.S. citizens, and more. We have lawyers and accountants on staff to manage power of attorney, notarizations, and apostilles. This way, clients don’t have to come back to Canada or the U.S. for these steps. We’re a full concierge service!

Terry:
What are some common misunderstandings expats have about this paper chase?

Melissa:
Canada joined the Hague on January 11, 2024, while the U.S. has been a member for a while. For Canada, this meant documents used to require several steps—authentication, legalization, and Costa Rican registration. Now, it’s simplified to one step: apostille. Documents like birth or marriage certificates need provincial apostilles, while RCMP checks require a federal apostille. It’s easier, but knowing where and how to send each document and when to start them is key. We create a custom plan for each client to ensure everything is valid at the same time, avoiding expiration issues and redoing the process.

Terry:
So instead of figuring this out myself, I can just contact you. How do you help Canadians, especially those out of the country?

Melissa:
Two provinces, Alberta and Quebec, present the biggest challenges. If you’re not physically there, you’ll need a lawyer to notarize the application. We can help with this. Also, remember that marriage certificates have a six-month lifespan, so timing is crucial.

Debbie:
Exactly! Many people don’t plan far enough ahead, so gathering and processing documents becomes a costly and time-consuming “paper chase.” If you don’t plan, you’re left navigating all the logistics alone, or with the help of someone like your sister, who may not know all the ins and outs.

Melissa:
And for U.S. clients, each state has its own rules. For example, a New York birth certificate can take six months, so it’s crucial to have a timeline. We offer a hybrid program for the United States. Specific states, let’s say New York – New York will take you six months to have your birth certificate procured, meaning you don’t want to go get your FBI if you’re still waiting for your New York birth certificate. California, Illinois, Texas… There are specific states that if you need me to procure or obtain your birth certificate or marriage certificate, I like to do it with you on the phone so that you can actually give them permission for me to act on your behalf. That way you do not need an application notarized because if you need your application notarized and you’re in California or if you’re in Costa Rica, then you have to get the application notarized by the U. S. Embassy. Yeah.

Terry:
Debbie, with Quatro Legal, what do you see as the number one obstacles for expats from the US in regards to gathering their documents? Why does it seem that some people can get documents quickly while for others it’s like a needle in a haystack? Why is that?

Debbie:
Some states take longer, especially since COVID. If an application is incomplete, immigration might issue a deficiency notice. Since documents expire after six months, you may have to start over, which is time-consuming and expensive.

Some people think using a service or professional is too expensive, so they try to do it themselves. If you’re going to have somebody else do this service for you, it’s going to be more expensive, because someone has to gather the documents, process the documents, and make sure they get where they’re supposed to be.

Some people don’t want to spend that, and so they want to be on their own, and that’s fine, but you’ve got to know the rules. You’ve got to be okay with that. I can’t tell you how many people I’ve talked to just in the last month where something was wrong with their application and they had either tried to do it alone or they had an attorney who didn’t understand something about the documents.

Essentially you might get this letter from immigration that says, “Hey, you have a deficiency.” You only have so many days to fix it, and it doesn’t matter how long they gave you, even if you were sitting in the United States, you wouldn’t be able to get it to Costa Rica on time so you have to start all over again, which is expensive. So, it’s really important to get it right and to understand what you’re doing.

But if you have someone like Legalize That Doc, they’re going to notice important details that can help you save lots of time and money.

Melissa:
And sometimes there are name discrepancies, especially with women who’ve married multiple times. We handled a case recently with a client who had several last names over the years. Instead of gathering all the documents, we created an affidavit with a lawyer to document the name changes. Costa Rica’s immigration has recently started denying applications with missing steps, so it’s essential to have a complete file from the start.

Debbie:
Yes, Costa Rica immigration has become stricter. Post-COVID, people were turning in incomplete applications just to get a number, which led to expired documents and denied applications. Now it’s more important than ever to have a complete, accurate application from the beginning.

Terry:
Facebook advice can be hit or miss. That’s why professionals like you and Quatro Legal are essential—to cut through the confusion and guide expats correctly. You’re up-to-date on all the legal changes, so people don’t have to rely on mixed messages from Facebook groups.

Debbie:
Exactly. It’s like asking a doctor at a party—you’ll get some information, but not the complete answer you’d get in a formal setting. Having a professional take care of the process removes the guesswork and helps expats avoid costly mistakes.

Melissa:
I like to tell my clients or my people who call me, “You can dance with anxiety. I choose not to dance with anxiety.” When we take a client on, we make sure that all of the documents will be valid when you are submitting and that you can stand behind your application knowing that you’re not missing anything.

Terry:
Well, it sounds like, Melissa and Debbie, that all this stuff I can throw away and all I need is just one sheet of paper with three web addresses: Legalize That Doc, Quatro Legal, and Howlermag. Thank you for joining us. There’s a lot of dependable information out there and this episode certainly will help you with that immigration process. Don’t get choked up and bogged down with all the paper. Let the professionals do it. It’s worth the investment.

Disclaimer: The information provided in this blog post is for general informational purposes only and is not intended to constitute legal advice. While we strive to ensure the accuracy and timeliness of the content, laws and regulations are subject to change. For the most accurate and up-to-date information, please contact our office directly. Some images may be AI generated.