How long is an apostille valid?

An apostille does not have a set expiration date. Its validity depends on the underlying document and the requirements of the receiving authority.

Can any document be apostilled?

No. Only public documents or documents that have been properly notarized can be apostilled. Private documents may need notarization or certification before they are eligible for apostille.

Do I need a translation for apostille documents?

If the destination country uses a different language, you may need a certified translation. Requirements vary by country, so it is important to confirm before submitting your document.

What are e-Apostilles and are they accepted?

Some authorities issue electronic apostilles, also called e-Apostilles, but acceptance depends on the receiving country or agency. When in doubt, a physical apostille attached to the document is typically preferred.

How long does it take to get an apostille by mail?

Processing times vary. As of early 2026, mailed-in California apostille requests are typically taking about 4 to 6 weeks. Timelines can change, so if you have a deadline, expedited or courier options may be worth considering.

What is the difference between an apostille and embassy legalization?

An apostille is used when the destination country is part of the Hague Apostille Convention. If the country is not part of the Hague Convention, the document may require embassy or consulate legalization instead.

What Is an Apostille? Definition and How It Works...

Sep 4, 2025
4 min read

Updated: 18 hours ago

An apostille is a certificate issued by a government authority that verifies the authenticity of a public official’s signature so a document can be used internationally.

If you need an apostille in California, the process depends on the type of document, where it was issued, and how it will be used.

For a complete step-by-step breakdown of how the process works, see How Apostille Processing Works in California.

An apostille does not validate the contents of your document. It confirms that the signature, seal, or stamp from a notary public or government official is legitimate.

This certification allows documents issued in the United States to be recognized in countries that participate in the Hague Apostille Convention.

If the destination country is not part of the Hague Convention, the process changes to embassy legalization, which includes additional authentication steps.

Completed apostille certificates attached to documents — These are completed California apostille certificates issued by the Secretary of State and attached to notarized documents for international use.

Why Apostille Matters

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

Key Points to Remember

An apostille authenticates the public official’s signature and seal, not the content of the document.
It is valid only between Hague Convention member countries.
It replaces embassy or consulate legalization for those countries.
Common documents requiring an apostille include birth and marriage certificates, diplomas, powers of attorney, court, and corporate records.
A notarization is often a step before obtaining an apostille, but it is not a substitute.
Apostilles are issued by the designated authority where the document originated, such as the state Secretary of State.
Learn more about my California apostille services.

What is an Apostille?

An apostille is a standardized authentication certificate established under the 1961 Hague Convention. It is attached to a public document to verify the authenticity of the signing official’s signature and seal.

Once attached, the apostille makes the document legally acceptable in other Hague member countries without needing further certification or consular legalization.

This page focuses on what an apostille is. For a full breakdown of how to prepare, notarize, and submit your documents correctly, see How Apostille Processing Works in California.

Do You Need an Apostille?

You’ll typically need an apostille when a foreign government, school, employer, court, or agency requests a U.S. document for official use abroad.

Common situations include:

Studying or working abroad: Diplomas, transcripts, background checks.
Marriage or adoption overseas: Birth, marriage, or adoption certificates.
Doing business internationally: corporate records, powers of attorney, or notarized contracts.

An apostille ensures your U.S. document is properly authenticated and legally recognized in other countries that are members of the Hague Apostille Convention.

Common documents that require an apostille include:

If you are working with specific documents, you can find more detailed guidance on each, including how to prepare them properly before submission.

Apostille vs. Notarization

Understanding the difference between notarization and an apostille is essential when preparing documents for international use.

Notarization: Confirms the identity of the signer, their understanding, and willingness to sign. This process is performed by a U.S. Notary Public and ensures the document is valid for use within the United States.
Apostille: Authenticates the notary’s signature and seal (or the signature of another public official) so the document can be legally recognized outside the United States in countries that are members of the Hague Apostille Convention.

In many cases, you’ll notarize first and then obtain the apostille for the notarized document — completing both steps ensures it’s valid for international acceptance.

For a deeper explanation, see apostille vs notarization explained.

Apostilled Copy Explained

An apostille is attached to original public documents or to certified copies issued by an official agency, such as a certified birth certificate from Vital Records.

If a “copy” receives an apostille, it usually means a notarized copy certification was prepared first and then apostilled by the Secretary of State.

Because requirements vary by country and purpose, always verify whether the receiving authority requires the original document or a certified copy before proceeding.

How to Obtain an Apostille in the U.S.

Obtaining an apostille involves several important steps to ensure your document is properly authenticated for international use.

1. Identify the Issuing Authority

For state-issued documents (such as notarized records, vital records, or court papers), contact your state’s Secretary of State.
For federal documents (such as FBI background checks), a different process applies. Learn more about FBI background check apostille services.

2. Prepare the Document

Obtain a certified copy for vital records (e.g., birth or marriage certificates).
If the document is private (e.g., a power of attorney or affidavit), ensure it is properly notarized using complete, state-compliant notarial wording.

3. Submit for Apostille

Complete the apostille request form and follow your state’s submission instructions.
Obtain a quote for apostille processing and include payment once your invoice is issued.
Processing times vary by state; expedited or courier services may be available for faster turnaround.

4. Receive and Assemble

Once issued, the apostille is stapled or attached to your document by the Secretary of State or issuing authority.
Do not remove the apostille — it must remain physically attached for the document to remain valid.

Note: Apostilles do not expire. In most cases, certified copies of vital records, such as birth certificates, can be used regardless of when they were issued. Some receiving agencies may request a recently issued document, so it’s always best to confirm their requirements before submitting.

If the Destination Country is Not in the Hague Convention

If the destination country is not part of the Hague Convention, you will need embassy or consulate legalization. This involves state (or federal) authentication followed by foreign embassy or consulate legalization.

Federal apostilles attached to FBI background checks for international use in non hague countries. — These are completed federal authentication certificates with embossed stamps, secured to federal background checks

Frequently Asked Questions About Apostilles

Understanding what an apostille is is only the first step. Making sure your documents are prepared correctly before submission is what prevents delays and rejections.

If you are unsure whether your documents meet the requirements, I can review them before submission to help you avoid common issues.

I provide mobile apostille facilitation services throughout San Mateo County and Santa Clara County, including Palo Alto, Mountain View, San Jose, and surrounding areas.

Call or text: (650) 675-7760 for a quote or if you have any questions.