Key Facts
- The apostille certifies document authenticity for international use, crucial for personal and business documents.
- Common mistakes include submitting ineligible documents like photocopies instead of original or certified copies.
- Documents requiring notarization must be properly notarized to avoid rejection during the apostille process.
- Ensure documents are current as some countries require recent certificates for apostille acceptance.
- Planning ahead and working with a trusted notary service can prevent costly delays and errors in the apostille process.
When documents need to be recognized abroad, the apostille acts as a certification of authenticity. It verifies that the signature, stamp, or seal on a document is genuine and legally acceptable in countries that are part of the Hague Apostille Convention.
At Anshin Mobile Notary and LiveScan, we frequently see clients run into avoidable issues when they attempt the apostille process without proper guidance. These errors often cause delays, additional costs, or even rejection by foreign authorities. By learning about the most common mistakes in advance, you can save valuable time and ensure a smooth, stress-free process.
Why People Need an Apostille
Apostille for Personal Documents
Common documents that require apostilles include birth certificates, marriage certificates, divorce decrees, and educational transcripts. For example, if you are getting married abroad or applying for dual citizenship, your birth certificate may need to be apostilled.
Apostille for Business Documents
Businesses also need apostilles for contracts, corporate documents, and powers of attorney when engaging in international business deals. If you are expanding your company operations overseas, getting the correct apostille is critical.
Common Mistakes to Avoid When Getting an Apostille
Submitting the Wrong Type of Document
One of the most frequent errors is attempting to apostille a document that is not eligible. Only original government-issued documents or certified copies can receive an apostille. Photocopies or self-printed versions will not be accepted.
For example, if you need an apostille for your birth certificate, you must obtain a certified copy from the county clerk or vital records office before beginning the process.
Forgetting to Notarize Certain Documents
Some documents, such as affidavits, power of attorney, or business contracts, must be notarized before they can receive an apostille. Skipping this step will result in rejection.
Anshin Mobile Notary and LiveScan offers professional notary services to ensure your documents meet the proper requirements before submission.
Using Outdated or Incorrect Certificates
Government-issued documents like vital records can expire for apostille purposes. For instance, some foreign authorities require birth or marriage certificates issued within the last six months. Submitting outdated documents can cause significant delays.
Incorrect Signatures or Missing Seals
If the notary’s signature or seal does not match the official records on file with the state, your apostille application may be denied. This is why it’s crucial to work with qualified and experienced notaries who follow all California state requirements.
Submitting Documents to the Wrong Office
A common mistake is sending documents to the wrong apostille authority. In California, apostilles are issued by the California Secretary of State. Sending documents to a county office or federal agency (unless the document requires federal authentication) will waste time and money.
Overlooking Translation Requirements
Foreign authorities may require your document and apostille to be translated into their official language. If you forget to arrange for certified translation, your document may be refused abroad.
Waiting Until the Last Minute
The apostille process can take time, especially if multiple documents are involved. Waiting until the last minute before a deadline, such as travel or a business deal, can create unnecessary stress. It’s always best to begin early and work with a professional service like Anshin Mobile Notary and LiveScan for faster processing.
Quick Chart: Common Apostille Mistakes and How to Avoid Them (Los Angeles)
This chart summarizes the most common apostille problems that cause rejections or delays in California—and the simplest way to prevent them.
| Common Mistake | What Can Happen | How to Avoid It | Best Next Step in Los Angeles |
|---|---|---|---|
| Submitting the wrong type of document (photocopy or self-printed copy) | Rejection because the document is not eligible for an apostille | Use an original government-issued document or a certified copy from the proper vital records/county office | Confirm the document type before submission so you don’t lose days to a rejection |
| Forgetting to notarize private documents that require notarization | Rejection because required notarization is missing | Notarize affidavits, powers of attorney, and business letters/contracts first (when applicable) | Use a qualified California notary to ensure the document is apostille-ready |
| Using outdated or incorrect vital records (birth/marriage certificates) | Delays or refusal abroad if the receiving country requires a recently issued certificate | Verify destination-country rules and obtain a newly issued certified copy if required | Check requirements early—especially if you have travel, visa, or dual citizenship deadlines |
| Incorrect signatures, missing seals, or improper notary wording | Rejection because the notarization doesn’t match California requirements or state records | Ensure the correct notarial certificate is used and the seal/signature are complete and clear | Have your notarization reviewed before submitting to the California Secretary of State |
| Submitting to the wrong office (wrong authority) | Lost time and resubmission delays | California apostilles are handled by the California Secretary of State (unless federal authentication is required) | Confirm whether your document needs California apostille vs. federal authentication before sending |
| Overlooking translation requirements | Refusal abroad if the receiving authority requires a certified translation | Check whether the receiving country/agency requires translation and arrange it ahead of time | Avoid last-minute surprises by confirming translation needs before apostille submission |
| Waiting until the last minute | Missed travel/visa/business deadlines due to processing time | Start early and build in extra time even if you plan to use expedited options | If you’re on a deadline, prep documents first so expedited handling is actually possible |
How to Avoid These Mistakes
Work with a Trusted Notary Service
Partnering with an experienced mobile notary service ensures that your documents are prepared, notarized, and submitted correctly. At Anshin Mobile Notary and LiveScan, we specialize in apostille services in Los Angeles and throughout California, saving clients from costly mistakes.
Verify Requirements with the Destination Country
Each country has its own requirements for accepting apostilled documents. Some may need recent certificates, while others require specific formats. Before submitting documents, confirm the requirements with the foreign authority.
Ensure Proper Notarization and Certification
Always check that your notary is authorized in California, uses the correct seal, and provides the required acknowledgment or jurat certificate. Improper notarization is one of the top causes of apostille rejection.
Keep Copies for Your Records
While originals are submitted for apostille, keeping copies ensures you have backup records if something gets lost in the process.
Plan Ahead and Allow Extra Time
Even with expedited services, apostilles can take several days to process. Planning ahead will help you avoid last-minute panic.
The Role of Anshin Mobile Notary and LiveScan
As a trusted Los Angeles notary and apostille service, Anshin Mobile Notary and LiveScan provides:
- Professional notarization for all documents requiring an apostille
- Assistance in preparing and submitting documents to the California Secretary of State
- Mobile notary services for added convenience
- Guidance on specific requirements for different countries
- Fast and reliable processing to meet urgent deadlines
Whether you need an apostille for a marriage certificate, birth certificate, or business documents, our team ensures the process is handled correctly the first time.
FAQs About Common Apostille Mistakes (Los Angeles)
1. Can I apostille a photocopy or a scanned PDF of my document?
Usually no. Apostilles are issued for eligible originals or certified copies (depending on the document type). A common mistake is submitting a photocopy, scan, or “informational” printout that the Secretary of State won’t accept.
2. What’s the most common “birth certificate” mistake that causes apostille rejection?
Using the wrong version. Many people bring a hospital keepsake, a photocopy, or a non-certified record. Most countries require a government-issued certified copy, and some require it to be recently issued (often within the last 6 months).
3. Do I need notarization before I can get an apostille?
It depends. Vital records (like birth, marriage, or death certificates) are typically apostilled as certified copies and usually do not need notarization. Many private documents (like affidavits, powers of attorney, and business letters) must be properly notarized first.
4. What happens if the notarization is wrong or incomplete?
The apostille request can be rejected or delayed. Common issues include missing notary wording (acknowledgment/jurat), an unclear seal, mismatched names, or the signer not appearing correctly before the notary.
5. Do apostilles expire?
The apostille certificate itself generally does not expire. However, the receiving country, agency, or employer may reject an older underlying document and require a newly issued certified copy.
6. How long does it take to get an apostille in California?
Timing varies based on the California Secretary of State’s workload and whether you submit by mail or use a courier/expedited approach. Standard processing can take several business days (or longer during peak periods), while rush options may be faster.
7. What should I do if my apostille request gets rejected?
Find the exact reason for rejection (document type, certification issue, notarization defect, or submission problem), fix that issue, and resubmit. If the destination country has special requirements (recent issuance, translations, or specific formats), confirm those before resubmitting.
8. Can Anshin Mobile Notary & Live Scan help with urgent apostille requests in Los Angeles?
Yes. We help clients across Los Angeles with document prep, notarization (when needed), and faster submission options. See our Apostille Services in Los Angeles page for details.
9. Do I need a certified translation for an apostille?
Sometimes. Many countries want the underlying document translated (and some want the apostille-related details translated too). A common mistake is waiting until the end to ask about translation requirements—confirm early so you don’t lose time.
10. What’s the fastest way to confirm I’m using the right documents for my destination country?
Ask the receiving agency (or consulate) what they require for your specific purpose (visa, dual citizenship, school enrollment, marriage abroad, business use). If you want help reviewing what you have, contact us here.
Conclusion
Getting an apostille can feel overwhelming, especially when dealing with strict international requirements. Many people make mistakes such as submitting the wrong documents, skipping notarization, or waiting until the last minute. These errors can cause costly delays.
By partnering with Anshin Mobile Notary and LiveScan, you can avoid these common pitfalls. Our team provides expert notarization, guidance on apostille requirements, and fast processing to ensure your documents are accepted abroad without hassle.
