Apostille: what is it, why do I need it, and do I need State or Federal Apostille?

What is an apostille?

An apostille is sort of like an international notary seal that makes your documents recognizable and trustworthy in other countries. Imagine you’ve got a document, like a diploma or a power of attorney, and you need to use it in a country different from where it was issued. An apostille is a certification that confirms your document is legit, and it’s not just some fancy sticker—it’s recognized by countries all over the world, thanks to this agreement called the Hague Apostille Convention.

So, when you get an apostille for your document, it’s like the government is vouching for you, saying “Yep, this is real,” and putting their stamp on it. That way, when you’re setting up a life, working, or just handling legal stuff in another country, they’ll take your documents seriously without making you jump through hoops to prove they’re genuine. It’s a real time-saver and stress-reducer when you’re dealing with international bureaucracy.

What’s the difference between obtaining a notarization and apostille

Alright, think of a notary public as your local authenticity guru. When you need to prove that the person signing a document is actually who they say they are, you go see a notary. They check your ID, watch you sign the document, and then stamp or seal it to say, “Yes, this person is the real deal, and they signed this paper in front of me.” It’s like having a witness who’s recognized by the law.

Now, an apostille is like the international cousin of notarization. Let’s say you’ve got a document that’s all good in your home country and you need to use it abroad where they don’t know your notary. An apostille comes in and says, “We’ve got you covered.” It’s a special certification that you get from your government, which basically tells other countries, “Hey, we checked this, and we promise it’s official.” It’s a way to make your documents travel-ready and trustworthy around the globe, in all the places that have agreed to this big international treaty known as the Hague Convention.

So in short: a notary makes sure your documents are signed properly at home, while an apostille makes those notarized documents—and other public documents—acceptable overseas.

Do I need a state or federal apostille?

To determine whether you need your document apostilled by the California Secretary of State or the U.S. Department of State, you’ll need to consider the type of document you have and where you intend to use it.

Here’s a simple way to figure it out:

Documents Issued by the State of California:

• If your document is a public state document, such as a birth certificate, death certificate, marriage record, divorce decree, notarized document, or any document issued by a state court, it will typically require an apostille from the California Secretary of State.
• For example, if you have a California birth certificate that you need to use in Spain, the California Secretary of State is responsible for issuing the apostille.

Federal Documents:

• If your document is federal, such as an FBI background check, a naturalization certificate, consular reports of birth abroad, or any document issued by a federal agency, then you will need an apostille from the U.S. Department of State.
• For instance, if you need to provide an FBI criminal background check for a job in Italy, you would seek an apostille from the U.S. Department of State.

Where You Intend to Use the Document:

• The destination country must be a member of the Hague Apostille Convention if you are seeking an apostille. If the country is not a member, then you may need to go through a different process called legalization or authentication.

Special Cases:

• Sometimes, there may be special requirements or exceptions. For example, certain documents may require county clerk certification before the Secretary of State will issue an apostille.

Steps to Take:

• Contact Anshin Mobile Notary and LiveScan. We can help you get the correct type of Apostille.