How to Get a California Death or Birth Certificate Apostilled

If you need to use a California birth certificate or death certificate outside of the United States, the document must be authenticated with an Apostille. California has very specific rules about whose signature can be authenticated, and this is the number one area where people get stuck. Here’s a simple breakdown based directly on the California Secretary of State’s official requirements. see https://www.sos.ca.gov/notary/apostille-faqs

Birth or Death Certificate Apostille in California

Which Signatures Can the California Secretary of State Apostille?

For birth and death certificates issued in California, the Secretary of State can issue an Apostille for signatures from:

• County Clerks and Deputy County Clerks

• County Recorders and Deputy County Recorders

• The State Registrar (California Department of Public Health)

These are the only three categories of officials whose signatures qualify for an Apostille on vital records.

What If Your Certificate Was Signed by a Health Officer or Local Registrar?

Many older or locally issued certificates — especially from hospitals or city health departments — have signatures such as:

• Health Officer

• Local Registrar

• County Registrar of Vital Records

These signatures cannot be directly apostilled.

If your birth or death certificate has one of these signatures, you will need to do one of the following before the California Secretary of State can issue an Apostille:

Option 1: Have It Certified by the County Clerk

Take the original certificate to the county clerk’s office in the county where it was issued and request that they certify the record.

Once the county clerk certifies it, the new signature can be apostilled.

Option 2: Obtain a New Certified Copy

You may request a fresh certified copy directly from:

• The County Recorder in the county where the event occurred, or

• The California Department of Public Health (CDPH)

Certified copies from these offices always carry acceptable signatures.

Where to Look for the Official's Signature

The required signature, printed name, and title of the issuing official are located at the bottom of the birth or death certificate.

Before sending documents for Apostille processing, always check:

• Who signed it

• What their title is

• If their signature is one the Secretary of State can authenticate

If you are unsure, I can review the document for you and let you know exactly what you need.

Need Help Getting a California Apostille?

I assist with:

• Reviewing your vital record to confirm whether it's apostille-ready

• Helping you obtain the correct certified copy if needed

• Completing any required notarizations (if your situation involves other documents)

• Personally submitting your documents to the California Secretary of State for Apostille

• Fast, reliable return delivery

You can reach me directly at (650) 554-0089 or visit: https://www.detailednotary.net/notary-apostille/palo-alto/94301