How to Apostille Documents for Use in the Philippines (California Guide)

Vital Records apostille

If you need to use a U.S. document in the Philippines, the receiving agency will require an apostille. Since the Philippines is a member of the Hague Convention, the apostille replaces the old consulate-legalization process and makes your paperwork valid overseas.

Whether you’re preparing a Special Power of Attorney, school transcripts, a birth certificate, or corporate documents, this guide explains the steps clearly so you know exactly what to expect — and how I can help you get it done correctly the first time.

What Documents Commonly Need an Apostille for the Philippines?

The Philippines frequently requests apostilles for:

• Special Power of Attorney (SPA)

• Affidavits

• Birth, marriage, and death certificates

• School records

• Diplomas & transcripts

• NBI-related documents (U.S. equivalents)

• Employment documents

• Adoption paperwork

• Corporate & business documents

• Travel consent forms for minors

If your document needs to be used for immigration, employment, school enrollment, property matters, or family transactions in the Philippines, it will almost always require an apostille.

Step-by-Step: How the Apostille Process Works (California)

1. Determine what type of document you have For the Philippines:

• Vital records (birth, death, marriage)→ must be certified copies from your local County Clerk or the California Department of Public Health (CDPH).

• Notarized documents→ must be notarized by a California notary using correct California notarial wording.

• School documents→ must be certified by the school registrar AND notarized.

• Corporate documents→ must be signed by an authorized representative and notarized.

2. Submit the document to the California Secretary of State

The Secretary of State verifies:

• the signature

• the public official’s authority

• the notary's commission

• the authenticity of seals/stamps

Then an apostille is attached to your document.

3. Your document is now valid in the Philippines

No consulate visit. No embassy appointment. No additional stamps.

Once apostilled, the document is ready for use anywhere in the Philippines.

How Long Does a Philippines Apostille Take?

California processing times may vary depending on workload, but you can expect:

• Standard mail-in: varies by volume (In 2025 The California Secretary of State has taken around four to six weeks to return mail-in requests)

• Walk-in (Sacramento): same-day or next-day processing

• Facilitated service: I personally review, notarize (if needed), and deliver/return your documents to ensure accuracy and faster turnaround.

If you're on a deadline, I can help you move much faster than doing it alone.

Common Mistakes When Apostilling for the Philippines

Clients often run into delays because of:

• Using an incorrect or outdated vital record

• Notarizations missing required California wording

• Having documents notarized at UPS Stores — these are frequently rejected due to incorrect or incomplete notarial certificates

• Notarizing a document that should not be notarized

• Submitting school documents without registrar certification

• Sending documents to the wrong state

• Staple removal (this voids the apostille)

I review all documents before they go to the state to ensure everything is compliant and prevents delays.

My Apostille Facilitation Service (Philippines)

I help with:

• Document review

• Notarization (if needed)

• County clerk authentication (if required)

• California Secretary of State apostille processing

• Tracking and return delivery

I offer:

✔ Standard Processing

✔ Expedited & rush options

✔ Mobile notary appointments

✔ Personal, direct communication

My goal is to make the process simple, fast, and accurate so your documents are accepted in the Philippines without issues.

When You Should Not Apostille a Document...

If your document was:

• issued in another state

• issued by a federal agency

• issued outside the U.S.

…it must be apostilled by that state or by the U.S. Department of State — not California.I can still guide you with correct instructions.