Apostille Definition: What It Means for Your Documents...

Why it matters

If you need to use a U.S. document in another country, that country has to trust it’s real. For nations that are part of the Hague Apostille Convention, the solution is an apostille—a one-page certificate that confirms the authenticity of the signature, capacity, and seal of the public official on your document.

Key points

• An apostille authenticates the public official’s signature/seal, not the content of the document.

• Valid only between Hague Convention member countries.

• Replaces embassy/consulate legalization for those countries.

• Common for birth/marriage certificates, diplomas, powers of attorney, court and corporate records.

• A notarization is often a step before an apostille, but it is not a substitute.

• Issued by the designated authority where the document originated (e.g., state Secretary of State).

•  Learn more about our apostille services in San Mateo County

What is an apostille?

An apostille is a standardized certificate (from the 1961 Hague Convention) attached to a public document to confirm the legitimacy of the signing official and seal. It makes that document acceptable in other member countries without additional consular legalization.

Do you need one?

You typically need an apostille when a foreign school, employer, court, or agency asks for a U.S. document—for example:

• Studying or working abroad (diplomas, transcripts, background checks)

• Marriage or adoption overseas (vital records)

• Doing business internationally (corporate documents, powers of attorney)

• Apostille for birth, marriage, and court records

Apostille vs. notarization

• Notarization: Verifies the identity and willingness of the signer inside the U.S.

• Apostille: Verifies the notary/public official’s signature and seal so the document is recognized outside the U.S. (among Hague members).Often, you’ll notarize first, then get the notarized document apostilled.

“Apostilled copy” explained

Apostilles are placed on original public documents or certified copies (e.g., a certified birth certificate from Vital Records). If a “copy” is apostilled, it’s usually a notarized copy certification that is then apostilled. Always confirm whether the recipient wants an original or a certified copy.ed.

How to obtain an apostille (U.S.)

1. Identify the issuing authority.

   • State documents (notarized records, vital records, court papers): your state Secretary of State.

   • Federal documents (FBI checks, federal agency letters): U.S. Department of State.

2. Prepare the document.

   • Get a certified copy for vital records, or have your document properly notarized with complete, state-compliant wording.

3. Submit for apostille.

   • Complete the request form, get a quote for apostille processing, include payment once invoice is emailed to you.

   • Processing times vary; expedited/courier options may be available.

4. Receive and assemble.

   • The apostille is attached (stapled) to your document. Do not remove it.

Note: The apostille itself doesn’t “expire,” but many foreign recipients want recently

Apostille Stamp + Staple

issued records (e.g., birth certificates issued within the last 3–6 months). Always check requirements.

If the destination country is not in the Hague Convention

You’ll need embassy/consulate legalization instead: state (or federal) authentication → foreign embassy/consulate legalization.

Frequently Asked Questions About Apostilles

Q: How long is an Apostille valid?

A: It doesn’t have a set expiration. Validity depends on the underlying document and the recipient’s freshness rules.

Q: Can any document be apostilled?

A: Only public documents or documents that have been properly notarized. Private documents may first need notarization or certification before apostille.

Q: Do I need a translation?

A: If the destination country uses another language, you may need a certified translation of the apostilled document. Ask the requesting authority.

Q: What about digital/e-apostilles?

A: Some authorities issue electronic apostilles (e-Apostilles), but acceptance varies by country. When in doubt, use a paper apostille attached to the physical document.

Q: How long do mailed-in apostilles take right now?

A: Based on a clerk update on September 3, 2025, mailed-in requests are about 4–6 weeks, and the office was working on mail received August 8, 2025. Timelines can change without notice; if you’re on a deadline, ask about courier or in-person options.

Need help?

I facilitate apostilles (with optional certified translations) and handle notarization and delivery—so your documents are accepted abroad without delays. Serving Burlingame and all of San Mateo & Santa Clara Counties.