Tifini Goebel, Notary Public & Apostille Services
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What Documents Can Be Apostilled?
Many types of U.S. documents can be apostilled for international use, including birth certificates, marriage certificates, death certificates, court records, Powers of Attorney, corporate documents, diplomas, transcripts, and FBI background checks.
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However, not every document follows the same apostille process. Whether a document can receive an apostille depends on factors such as:
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Where the document was issued
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Whether it is a certified government record or privately signed document
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Whose signature or certification appears on the document
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Whether notarization is required
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Whether the destination country uses the Hague Apostille Convention
A document being eligible for an apostille does not necessarily mean that you need one. The foreign government, court, school, bank, employer, attorney, or other receiving authority determines which documents it requires and whether an apostille is necessary.
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California-issued and California-notarized documents generally follow the California apostille process when eligible, while federal documents such as FBI background checks follow a separate federal process through the U.S. Department of State.
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If the destination country does not use the Hague Apostille Convention process, the document may require authentication and embassy or consular legalization instead.
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Not sure whether your document can be apostilled? Send me a clear scan or photo along with the destination country for review before sending the original.
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List of Documents That Can Be Apostilled
Many U.S. documents may be eligible for apostille processing when they are properly issued, certified, or notarized. Common examples include:
Vital Records & Personal Documents
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Birth certificates
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Marriage certificates
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Death certificates
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Divorce decrees
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Name change orders
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Single Status Affidavits
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Naturalization records
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Legal & Authorization Documents
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Powers of Attorney
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Authorization letters
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Affidavits and sworn statements
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Minor travel consent letters
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Certain notarized agreements
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Passport copy affidavits or other eligible notarized copy-certification documents
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Court & Government Records
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Certified court records
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Court orders and judgments
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Criminal case records and dispositions
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Certain police or state background records
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Other eligible certified government records
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Corporate & Business Documents
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Articles of Incorporation
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Articles of Organization
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Certificates of Status or Good Standing
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Certificates of Incumbency
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Board and shareholder resolutions
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Corporate Powers of Attorney
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Bylaws and operating agreements
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Partnership agreements
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Certain business contracts and corporate authorizations
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Educational & Professional Documents
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Diplomas and degrees
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Transcripts
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Enrollment or graduation certificates
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Professional certificates
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Certain professional licenses
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Federal Documents
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FBI background checks
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Eligible federal agency documents
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Certified copies of certain federal records
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Important: The document type alone does not determine apostille eligibility. The issuing authority, signature or certification, document format, and destination country all affect the correct authentication process.
What Documents Need an Apostille?
A document generally needs an apostille when it will be presented to a foreign authority in a country where the Hague Apostille Convention applies and the receiving authority requires the document to be authenticated.
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Common reasons documents may need an apostille include:
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Dual citizenship or immigration matters
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Marriage or divorce recognition abroad
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International adoption
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Studying or working overseas
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Foreign residency or visa applications
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International inheritance or estate matters
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Overseas real estate transactions
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Foreign business registration
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International banking or investment transactions
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Professional licensing or credential recognition
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The receiving authority should tell you which document it requires and whether an apostille is necessary. An apostille does not determine whether the underlying document is legally sufficient for your particular transaction.
Vital Records & Personal Documents
Vital records are among the most commonly apostilled documents for international use. Depending on the receiving authority, they may be requested for dual citizenship, marriage abroad, immigration, inheritance, residency, or other international matters.
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For California vital records, apostille eligibility depends on having the appropriate certified copy issued by an authorized government agency. Photocopies, informational records, hospital keepsake certificates, and other unofficial copies generally cannot be apostilled as certified California vital records.
Birth Certificates
A California birth certificate may require an apostille for purposes such as dual citizenship, marriage abroad, immigration, residency, education, or inheritance.
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The document generally needs to be an eligible certified copy issued by the appropriate California state or local government authority and contain an official signature that can be authenticated for apostille processing.
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Marriage Certificates
California marriage certificates may be requested for international marriage recognition, immigration, dual citizenship, residency, inheritance, or other foreign legal and administrative matters.
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An eligible certified copy must contain the appropriate official certification and signature required for California apostille processing.
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Death Certificates
A California death certificate may require an apostille for international estate administration, inheritance, pension or insurance matters, transfer of foreign assets, or other proceedings abroad.
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The certificate generally must be an eligible certified copy containing an official signature that can be authenticated by the California Secretary of State.
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Divorce Decrees
A certified California divorce decree may require an apostille for remarriage abroad, immigration, dual citizenship, inheritance, or recognition of a divorce in another country.
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Court records generally need the appropriate court certification before they can be submitted for California apostille processing.
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Name Change Orders
Certified court orders documenting a legal name change may be eligible for apostille when required for immigration, citizenship, marriage, inheritance, identity records, or other international purposes.
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The appropriate apostille process depends on the court record and certification appearing on the document.
Single Status Affidavits
A Single Status Affidavit, sometimes used when marrying abroad, is a privately executed statement rather than a California vital record.
When an apostille is required, the document may need to be properly notarized before it can be submitted for California apostille processing. Requirements vary by destination country and receiving authority.
Legal & Authorization Documents
Privately signed legal and authorization documents may be eligible for apostille when they are properly executed and notarized. Unlike certified government records, the apostille in these cases generally authenticates the notary public's signature and official capacity, not the contents of the underlying document.
The receiving authority determines which document is required, how it must be executed, and whether an apostille is necessary.
A Power of Attorney may require an apostille when it will be used abroad for real estate transactions, banking, inheritance, business matters, family affairs, or other international purposes.
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For a privately executed California Power of Attorney, proper notarization may be required before the document can be submitted to the California Secretary of State for apostille processing.
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The foreign attorney, notary, government agency, bank, or other receiving authority should provide the document and execution requirements for the transaction.
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Authorization Letters
Authorization letters may be used to give another person permission to act on someone's behalf, such as collecting records, handling administrative matters, or representing the signer in another country.
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When an apostille is required, a privately signed authorization letter may need to be properly notarized before California apostille processing.
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Translation may also be required depending on the receiving authority and destination country.
Affidavits & Sworn Statements
Affidavits, declarations, and other sworn statements may be eligible for apostille when properly notarized and intended for international use.
The appropriate notarial act and document wording should be determined by the document itself or the receiving authority. A California Notary Public cannot select or provide legal advice regarding which notarial act a document requires.
Minor Travel Consent Letters
A parent or legal guardian may be asked to provide a notarized travel consent letter when a minor travels internationally without both parents or legal guardians.
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If the receiving foreign authority requires an apostille, an eligible notarized California travel consent document may then be submitted for apostille processing.
Requirements vary considerably by destination, airline, border authority, and the circumstances of the child's travel, so the requesting authority should confirm what documentation is required.
Other Notarized Legal Documents
Other privately executed documents may also be eligible for apostille after proper notarization, depending on the document and receiving authority. Examples can include certain agreements, declarations, consent forms, and authorization documents.
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Not sure whether your legal document needs notarization before apostille? Send me a clear copy for review before signing or mailing the original.
Government & Court Documents
Government-issued records may be eligible for apostille when they contain the appropriate official signature or certification that can be authenticated by the designated apostille authority.
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The process depends on which government agency issued the document and whose signature appears on it. A document issued in California does not necessarily follow the same process as a federal document issued by a U.S. government agency.
Certified Court Records
California court records may require an apostille for immigration, dual citizenship, marriage, adoption, international litigation, background documentation, or other proceedings abroad.
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Examples may include:
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Court orders and judgments
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Divorce decrees
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Criminal case dispositions
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Case summaries or registers of actions
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Other eligible certified court records
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Court documents generally need to be issued as an appropriate certified copy with the required court clerk certification before California apostille processing.
Police Reports & Local Background Records.
Police reports and local or state background records may sometimes be eligible for apostille, but the required preparation depends on the issuing agency and the signature or certification appearing on the document.
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Some records may already contain an official signature that can be authenticated, while others may require additional certification before apostille processing.
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Because these documents vary significantly by issuing agency, send a clear copy for review before ordering a replacement or arranging notarization.
State-Issued Government Records
Other California government records may also be eligible for apostille when they contain an appropriate public official's signature or certification.
The California Secretary of State authenticates eligible California public official signatures; it does not certify the truth or accuracy of the underlying document.
U.S. Passport Copies
A photocopy of a U.S. passport is not itself a certified California public record.
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California Notaries Public are not authorized to directly certify copies of U.S. passports. In some circumstances, a document custodian may make a written statement regarding an attached passport copy and have that statement notarized. The California apostille would then authenticate the California notary's signature, not the passport itself.
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Whether that type of document-custodian statement is acceptable must be confirmed with the foreign government, consulate, attorney, or other receiving authority before proceeding.
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Need help determining which authentication path applies to your government or court record? Send me a clear scan or photo along with the destination country for review.
Federal Documents
Federal documents follow a different apostille process from California state-issued or California-notarized documents.
When an eligible document is issued or certified by a U.S. federal agency, the apostille is generally obtained through the U.S. Department of State Office of Authentications, rather than the California Secretary of State.
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Examples of federal documents that may require apostille processing include:
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FBI background checks
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Certified copies of Naturalization Certificates
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Federal court documents
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Certain federal agency records
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Certain federal tax, patent, trademark, or regulatory documents
The correct process depends on the federal agency, the certification appearing on the document, and the destination country.
FBI Identity History Summary reports are commonly requested for international employment, residency, immigration, adoption, teaching, professional licensing, or other purposes abroad.
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Because an FBI background check is a federal document, it does not receive a California apostille. When an apostille is required for use in a Hague Convention country, the eligible FBI document is submitted through the U.S. Department of State's federal apostille process.
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A Certificate of Naturalization is issued by the federal government and follows a federal authentication process rather than the California apostille process.
When an authenticated copy is required for international use, the document holder may need to obtain a Certified True Copy through U.S. Citizenship and
Immigration Services before proceeding with federal authentication or apostille processing. The U.S. Department of State specifically lists Certificates of
Naturalization among federal documents handled through its authentication process.
Other eligible documents issued by federal agencies may also require federal apostille or authentication processing. Examples can include certain federal court records and documents issued by agencies such as the IRS, USDA, USPTO, EPA, Social Security Administration, or other federal agencies.
Do not have a federal document notarized simply to obtain an apostille. Federal documents must be prepared according to the requirements of the issuing agency and U.S. Department of State. The State Department specifically cautions against notarizing an original federal document submitted through its federal process.
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Need help with a federal document? Send me a clear copy, the destination country, and your deadline so I can review which authentication process applies.
Corporate & Business Documents
California businesses may need corporate documents apostilled for foreign company registration, international banking, investment transactions, overseas contracts, regulatory matters, mergers and acquisitions, or other cross-border business purposes.
Corporate documents that may be eligible for apostille include:
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Articles of Incorporation
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Articles of Organization
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Certificates of Status or Good Standing
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Certificates of Incumbency
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Board and shareholder resolutions
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Corporate Powers of Attorney
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Bylaws and operating agreements
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Partnership agreements
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Certain business licenses
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Certain contracts and corporate authorizations
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Other eligible certified or notarized business documents
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The apostille process depends on how the corporate document was issued.
Government-Issued Corporate Records
Eligible certified corporate records issued by the California Secretary of State or another authorized California government agency may be apostilled based on the appropriate public official's signature or certification.
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Examples may include certified Articles of Incorporation, certified Articles of Organization, and Certificates of Status.
Privately Executed Corporate Documents
Privately prepared business documents may require proper notarization before California apostille processing.
Examples can include board resolutions, Certificates of Incumbency, corporate Powers of Attorney, authorization letters, and other privately executed business records.
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The receiving authority should confirm which corporate documents it requires and whether it expects a certified government record, notarized document, or another form of documentation.
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California Corporate Document Apostille Services
California Certificate of Good Standing Apostille Services
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Need several corporate documents apostilled for the same international transaction? Send me the document list, destination country, deadline, and any instructions from the receiving authority for review.
Educational & Academic Documents
Educational and academic documents may require an apostille when they are being used abroad for employment, higher education, professional licensing, visa or residency applications, credential evaluation, or other international purposes.
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Common educational documents that may be eligible for apostille include:
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High school diplomas
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College and university diplomas
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Degrees
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Official transcripts
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Certificates of enrollment
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Graduation certificates
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Professional certificates
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Certain professional licenses and credentials
Diplomas & Degrees
Diplomas and degrees may require apostille processing when presented to a foreign university, employer, licensing authority, government agency, or other organization.
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The preparation process depends on how the document was issued and whose signature will be authenticated. A diploma or degree may need an appropriate school official's certification and notarization before it can be submitted for apostille processing.
Transcripts & School Records
Official transcripts, enrollment records, graduation certificates, and other academic records may also require apostille processing for international use.
The school or educational institution may need to provide the record in a particular format or have an authorized official complete the appropriate certification before notarization and apostille processing.
Professional Certificates & Licenses
Professional credentials and licenses may require authentication for employment, licensing, registration, or recognition in another country.
The correct process depends on the issuing organization or government agency and the type of certification appearing on the document.
Before ordering new school records or arranging notarization, confirm exactly which document and format the foreign university, employer, licensing authority, or other receiving organization requires.
For additional information, see Apostille for Study Abroad: What to Prepare.
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How to Know If Your Document Can Be Apostilled
A document may be eligible for apostille processing when it contains a signature or certification from a public official whose authority can be authenticated by the appropriate state or federal agency.
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Before submitting a document, check these five things:
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1. Where Was the Document Issued?
The document's origin helps determine which authority handles the apostille.
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California-issued and California-notarized documents generally follow the California apostille process when eligible. Documents issued by another state generally follow that state's process, while federal documents follow the federal authentication process.
2. Is It the Correct Version of the Document?
Government records may need to be issued as an eligible certified copy rather than a photocopy, scan, informational copy, or unofficial record.
Examples include vital records and certified court documents.
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3. Does the Document Need to Be Notarized?
Privately executed documents such as Powers of Attorney, affidavits, authorization letters, and certain business documents may require proper notarization before apostille processing.
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Government-issued records do not automatically need to be notarized simply because they will be used internationally.
4. Which Country Will Receive the Document?
Apostilles are generally used when the destination country participates in the Hague Apostille Convention and the Convention applies between the countries involved.
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For a non-Hague destination, the document may require authentication and embassy or consular legalization instead.
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See the Hague Apostille Countries List
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5. What Does the Receiving Authority Require?
This is just as important as apostille eligibility.
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A document may be technically eligible for an apostille but still not be the document the foreign authority requires. The recipient may specify:
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A particular type of certified copy
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A recently issued record
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An original rather than a copy
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Specific execution or notarization requirements
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Certified or sworn translation
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Additional supporting documents
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Confirm those requirements with the foreign government, consulate, court, school, bank, employer, attorney, or other organization receiving the documents.
Not Sure Whether Your Document Can Be Apostilled?
You do not need to mail your original document just to find out.
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Send me a clear scan or photo of the document, along with:
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The destination country
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Your deadline
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Any instructions provided by the receiving authority
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I can review the document for the appropriate California or federal authentication path and identify common preparation issues before processing begins.
Service Area
I assist clients throughout San Mateo County and Santa Clara County, including major cities such as San Mateo, Redwood City, South San Francisco, Daly City, San Jose, Sunnyvale, Mountain View, Palo Alto, Santa Clara, and surrounding areas - for document notarization, apostille facilitation, and international legalization.
California Commissioned Notary Public | Certified Apostille Support Services | Bonded & Insured