Key Facts
- An apostille is an international certification that verifies documents for use in foreign countries, recognized under the Hague Apostille Convention.
- A notary public verifies identities and witnesses signatures, ensuring documents are signed willingly and legally.
- Documents issued by a state require a state apostille, while federal documents need an apostille from the U.S. Department of State.
- To use U.S. documents abroad, the destination country must be a member of the Hague Apostille Convention for the apostille to be valid.
- Notarization is typically required before obtaining an apostille, as it confirms the authenticity of the document and the notary's authority.
Apostille or Notary?: what is it, why do I need it, and do I need State or Federal Apostille?
Apostille or Notary?
What is an apostille?
Before looking at whether you need an apostille or notary, let’s talk about apostilles. 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.
| Service | Notary (California) | Apostille (California Secretary of State) |
|---|---|---|
| Purpose | Verifies identity and witnesses your signature. | Authenticates the notary’s authority for international use. |
| Used For | Documents staying within the U.S. | Documents traveling to Hague Convention countries. |
| Who Issues It | California Notary Public. | California Secretary of State (state documents). U.S. Department of State (federal documents). |
| Typical Los Angeles Requests | Power of Attorney, affidavits, real estate forms, consent forms. | Marriage abroad, dual citizenship, visa files, academic records, FBI background checks. |
| Is Notarization Required First? | Yes, for most personal and business documents. | Yes. Apostille cannot be issued without proper notarization (unless document is already a certified state record). |
| Turnaround in Los Angeles | Same day, mobile or in-office. | Standard or expedited processing through Sacramento or Los Angeles drop-off services. |
| Where Anshin Helps | Mobile notary, in-office notary (Los Angeles & Beverly Hills). | Apostille submission, expedited processing, international return shipping. |
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.
Apostille or Notary?: 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.
Frequently Asked Questions
What’s the difference between a notary and an apostille in California?
A California notary verifies identity and witnesses signatures. An apostille is an international certification issued by the California Secretary of State confirming the notary’s authority so your document can be used in a Hague Convention country. If you’re in Los Angeles and need both steps completed correctly, our team can handle the entire process. Learn more at our Apostille Services page.
Do I need to notarize my document before getting an apostille?
Yes. Most documents used internationally—powers of attorney, consent forms, letters, affidavits—must be notarized first. Once notarized, we can submit them for apostille processing through the California Secretary of State.
When is an apostille required?
You need an apostille when using a U.S. document in a country that is a member of the Hague Apostille Convention. Common reasons in Los Angeles include visa applications, marriage abroad, dual citizenship, school enrollment, work authorization, and international adoptions.
Can you notarize and apostille my document in the same appointment?
Yes. At our Los Angeles or Beverly Hills offices—or through mobile service—we can notarize your document and submit it for apostille immediately. This reduces errors and speeds up turnaround time.
Which countries require an apostille for U.S. documents?
Any country that is part of the Hague Apostille Convention requires an apostille. Popular destinations for our Los Angeles clients include Mexico, Italy, France, Israel, Japan, Portugal, and Spain. For non-Hague countries, a multi-step embassy legalization process is needed instead.
Can I apostille a notarized power of attorney?
Yes. As long as the power of attorney was notarized correctly by a California notary public, we can submit it for apostille so it is recognized internationally.
What’s the process for obtaining an apostille in Los Angeles?
The typical steps are: (1) notarization (if required), (2) review to ensure the document meets California Secretary of State guidelines, and (3) submission for apostille either in person or by mail. We offer standard and expedited options and can return or ship your documents internationally.
Does every notarized document qualify for an apostille?
No. The document must meet California notarization standards and be intended for a Hague Convention country. We review your document beforehand to avoid rejections.
How do I decide whether I need notarization, an apostille, or both?
If your document stays within the U.S., notarization is usually enough. If it will be used abroad in a Hague country, you typically need notarization plus an apostille. You may reach out anytime and we’ll confirm the exact requirement for your situation.
How much do notary and apostille services cost?
In-office notarization in Los Angeles starts at $20 for the first signature. Apostille pricing varies based on document type and turnaround. You can review our current pricing on our Notary Services page or contact us for an exact quote.