Understanding Apostilles: Your Essential Guide

What Is an Apostille?

An apostille is a certificate that authenticates the signature of a public official on a document so it can be used in another country. It confirms the authenticity of the signature, the official’s authority, and, when applicable, the seal or stamp on the document, such as a notary public seal.

Apostilles are issued only by designated government authorities, such as the California Secretary of State.

View my California apostille services for a complete overview

Completed Apostille Services in Palo Alto, CA

Who Issues Apostilles in California?

Only the California Secretary of State can issue an apostille for documents that are issued or notarized in California.

Notaries public cannot issue apostilles, but they often notarize documents before they are submitted for apostille processing.

Apostille vs Notary: What’s the Difference?

A notary public:

• Verifies identity

• Confirms willingness to sign

• Witnesses the signature

An apostille:

• Authenticates the notary or issuing authority

• Allows the document to be legally recognized in another country

Can a Notary Provide an Apostille?

No. A notary cannot issue an apostille. Apostilles are issued only by government authorities such as a Secretary of State or the U.S. Department of State.

What Documents Can Be Apostilled?

Common documents include:

• Birth, marriage, and death certificates

• Powers of attorney

• Diplomas and transcripts

• Background checks

• Court documents

• Business and corporate records

How Much Does an Apostille Cost?

Costs vary depending on:

• State fees

• Notarization (if required)

• Shipping or courier services

• Processing speed (standard vs expedited)

In California, the state fee is typically around $20–$26 per document, with additional service fees depending on turnaround time.

How Long Does It Take?

Processing times vary:

• Mail-in: can take several weeks

• In-person: same day or a few business days

• Facilitated service: faster depending on urgency

Where Do You Get an Apostille?

• State-issued documents → California Secretary of State

• Federal documents → U.S. Department of State

Can an Apostille Be Rejected?

Yes. Common reasons include:

• Incorrect notarization

• Missing required wording

• Submitting to the wrong authority

• Using outdated documents

To avoid delays, review the most common apostille mistakes that cause rejections

How Long Is an Apostille Valid?

Apostilles do not expire. However, some countries require recently issued documents.

Hague vs Non-Hague Countries

• Hague countries: Apostille required

• Non-Hague countries: Authentication and embassy legalization required

How to Get an Apostille (Step-by-Step)

1. Prepare your document

2. Notarize if required

3. Submit to the appropriate authority

4. Receive your apostille

Common Misconceptions

• Apostilles do not verify document content

• Notarization and apostille are not the same

• Not all documents should be notarized before apostille

Need Help with Apostille Services?

If you’re not sure what your document requires, I can review it before submission and help you avoid delays.

View my California apostille services or get started

Call or text: (650) 675-7760