What Documents Require an Apostille for International Use?

When dealing with official paperwork that will be used abroad, one term you’ll often encounter is “apostille.” An apostille is a form of authentication issued by a designated authority, certifying that a document is genuine and can be recognized in another country.
The process was established under the Hague Apostille Convention of 1961, which simplifies the legalization of documents for international use between member countries.

If you live in California and need help with notarizing or preparing your documents for an apostille, Anshin Mobile Notary and LiveScan can guide you through every step.

Why Apostilles Are Necessary for International Use

Different countries have varying requirements for accepting foreign documents. Without proper authentication, your paperwork could be rejected, delayed, or even deemed invalid abroad. An apostille ensures:

• The issuing signature is genuine.
• The person who signed the document had proper authority.
• Any official seal or stamp is authentic.

For countries outside the Hague Convention, a more complex process called “consular legalization” may be required, but for member countries, an apostille is sufficient.

Common Categories of Documents That Require an Apostille

Let’s break down the most frequent types of documents that require an apostille when being used internationally.

Personal and Vital Records

Birth Certificates

If you were born in the United States but need to prove your birth abroad—for example, applying for citizenship, enrolling in school, or registering for marriage—you may need a birth certificate with an apostille.

Marriage Certificates

Marriage certificates often require apostilles for spousal visa applications, name changes abroad, or registering your marriage in another country.

Divorce Decrees

For remarriage overseas or legal proceedings involving custody, property division, or financial settlements abroad, an apostilled divorce decree is often necessary.

Death Certificates

If a loved one passes away abroad or you must settle international estates, a death certificate with an apostille may be requested by foreign authorities.

 Educational Documents

Diplomas and Degrees

Many people studying or working overseas must prove their educational qualifications. Universities, employers, and licensing boards abroad often require apostilled diplomas or transcripts.

 Academic Transcripts

Beyond the diploma itself, official academic transcripts may need apostilles to verify authenticity.

 Professional Licenses and Certificates

Professions like nursing, engineering, and teaching may require proof of certification with apostilles before you can work abroad.

Legal Documents

Power of Attorney

If you grant someone legal authority to act on your behalf in another country, the power of attorney document often needs an apostille.

Court Orders

Court judgments—especially those related to child custody, adoption, or debt collection—may require authentication for enforcement abroad.

Affidavits

Sworn statements or declarations intended for legal use in another country usually need apostilles.

Business and Corporate Documents

Articles of Incorporation

If your company operates overseas, you may need apostilled corporate formation documents to register branches or open bank accounts abroad.

Certificates of Good Standing

Foreign business partners and banks often request this document to confirm your business is legally compliant in its home country.

Commercial Invoices and Export Documents

International trade often requires apostilled invoices, certificates of origin, and other commercial documents to clear customs and satisfy regulatory authorities.

The Apostille Process in California

When getting a document apostilled in California, there are typically three main steps:

1. Notarization – Many documents must be notarized before they can be apostilled. At Anshin Mobile Notary and LiveScan, we provide on-site and mobile notarization for your convenience.
2. Submission to the California Secretary of State – The apostille is issued by the Secretary of State’s office.
3. Return of Apostilled Document – Once authenticated, the document is ready for international use.

Some vital records must be certified copies issued by the County Clerk or State Registrar before they can be apostilled.

Apostille vs. Notarization

It’s important to understand the difference:

• Notarization verifies the identity of the signer and their willingness to sign.
• Apostille certifies the authenticity of the notarization or the issuing agency’s signature.

In many cases, you’ll need both steps for your document to be valid overseas.

Countries That Accept Apostilles

Apostilles are only recognized in countries that are members of the Hague Convention. Some examples include:

• United Kingdom
• France
• Germany
• Japan
• Australia
• Mexico

For non-member countries like China, the UAE, or Canada, you’ll likely need embassy or consular legalization instead.

How Anshin Mobile Notary and LiveScan Can Help

We specialize in assisting individuals, businesses, and legal professionals with:

• Notarizing documents prior to apostille submission.
• Providing guidance on whether your document requires county, state, or federal authentication.
• Offering mobile notary services so you don’t have to travel.
• Ensuring you meet all requirements before sending documents to the Secretary of State.

Our expertise reduces the risk of delays, rejections, or costly errors.

Tips for a Smooth Apostille Process

Ensure Documents Are Complete

Foreign authorities will not accept incomplete forms or uncertified copies.

Use Certified Translations

If the document is in another language, provide a certified English translation before apostilling.

Plan for Processing Time

California apostilles can take days or weeks, depending on workload. Always start early.

Conclusion

Getting an apostille is essential for ensuring your U.S. documents are legally recognized abroad. Whether it’s a birth certificate, a diploma, or corporate paperwork, having the correct authentication saves time and prevents legal complications.

With Anshin Mobile Notary and LiveScan, the process becomes faster, easier, and stress-free—especially with our mobile service that comes to you.

FAQs: Apostille for International Use in Los Angeles

How do I know if my document needs an apostille (or legalization)?

If your document will be used in a country that participates in the Hague Apostille Convention, you typically need an apostille so the document is recognized abroad. If the destination country is not in the Convention, you’ll usually need embassy/consular legalization instead of an apostille.

Does my document need to be notarized before I can get a California apostille?

It depends on what kind of document you have. Certified copies of vital records (like birth, marriage, or death certificates) often go through as certified records. Many private documents (like a power of attorney, affidavit, or authorization letter) usually need notarization first so the California Secretary of State can apostille the notary’s signature and seal.

What documents most commonly need an apostille for international use?

The most common categories are: vital records (birth/marriage/death certificates), school documents (diplomas/transcripts), legal documents (powers of attorney, affidavits, court orders), and business paperwork (articles of incorporation, certificates of good standing, corporate resolutions). If you tell us the destination country and document type, we can help you confirm the correct path.

How long does an apostille take in California if I’m in Los Angeles?

Timing varies based on current government workload and whether you submit in person or by mail. In-person submission can be faster, while mailed submissions can take longer because of processing and shipping time.

Can I submit my apostille request in Los Angeles, or do I have to mail it to Sacramento?

You may be able to submit in person at the California Secretary of State’s Los Angeles office, or submit by mail (often to Sacramento). The best choice depends on your timeline, the type of document, and whether you need same-day handling.

I have a California birth certificate — what’s the most common reason it gets rejected for apostille?

The most common issue is using the wrong type of certified copy. For international use, you generally need a certified copy that meets apostille requirements (not a hospital keepsake or an uncertified printout). If you’re unsure your birth certificate copy is acceptable, start here: Apostille of Birth Certificate in Los Angeles.

Do you offer mobile notarization in Los Angeles before the apostille?

Yes. If your document needs notarization first, we can notarize at your home, office, hospital, or another convenient location across Los Angeles, then help you prepare the apostille submission correctly.

Can Anshin Mobile Notary & LiveScan handle the apostille process end-to-end?

Yes. We can help you confirm whether your document needs notarization, notarize it if needed, and guide you through the California apostille submission steps. To get started, use our contact page: Contact Anshin Mobile Notary & LiveScan.

What if my destination country is not part of the Hague Apostille Convention?

Then you typically need embassy or consular legalization instead of an apostille. The steps can change by country and by document type, so the destination country matters a lot when planning your timeline.

What information should I have ready before calling about an apostille in Los Angeles?

Have (1) the destination country, (2) the document type (birth certificate, diploma, power of attorney, etc.), (3) what state issued the document, and (4) your deadline. With those four details, we can usually tell you the correct route quickly and help you avoid rejections.