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.
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.
FAQs
What’s the difference between a notary and an apostille?
A notary verifies your identity and witnesses your signature on a document, ensuring it was signed willingly. An apostille, on the other hand, is a certification issued by the Secretary of State that validates the notary’s authority so your document can be legally recognized in another country that is part of the Hague Apostille Convention. Learn more about apostille services.
Do I need a notary before getting an apostille?
Yes, in most cases. For personal and business documents, you’ll typically need to have them notarized first. The notary confirms your identity and signature, and then we can obtain the apostille to authenticate the notary’s commission.
When is an apostille required for my documents?
An apostille is required when you are submitting U.S.-issued documents to a foreign country that is a member of the Hague Apostille Convention. This includes documents used for international adoptions, visa applications, marriage abroad, dual citizenship, and business or academic purposes.
Can Anshin Notary notarize and apostille the same document?
Yes. We offer a streamlined service where we notarize your document and then submit it for apostille processing on your behalf. This saves you time and reduces the chance of errors or delays. Contact us to get started.
What countries require an apostille for U.S. documents?
Countries that are members of the Hague Apostille Convention require an apostille for U.S. documents to be accepted. Examples include Mexico, Italy, France, Israel, Japan, and many others. If your destination country is not part of the convention, a different authentication process may apply.
Can I apostille a notarized power of attorney?
Yes. A notarized power of attorney can be apostilled if it was signed in front of a properly commissioned notary public. The apostille confirms the notary’s authority, so the power of attorney can be used internationally.
What’s the process of getting a document apostilled?
First, your document must be properly notarized (if applicable). Then we submit it to the California Secretary of State or the U.S. Department of State, depending on the document type. We offer both standard and expedited apostille services and can also arrange international shipping.
Do notarized documents automatically qualify for apostille?
No. While notarization is a key first step, the document must meet specific requirements and be intended for use in a Hague Apostille Convention country. We review your document and walk you through the steps to ensure compliance before submission.
How do I choose between notary and apostille services?
If your document is staying within the U.S., you likely only need notarization. If the document is going abroad to a Hague Convention country, you’ll need both notarization and an apostille. We can help you determine which services are required based on your destination and document type.
What are the costs for notary and apostille services?
In-office notary services start at $20 for the first signature and $15 for each additional. Apostille fees vary depending on document type and turnaround time. We offer flat-rate and expedited options. View full apostille pricing and details here.
