If you’re planning to work, study, get married, or conduct business in Europe, you may be asked to provide legal documents from the United States. However, for your documents to be recognized abroad, they often require an apostille — a form of authentication accepted in countries that are members of the Hague Apostille Convention.
At Anshin Mobile Notary and LiveScan, we guide clients through the process of getting their documents apostilled quickly and accurately so they can be used seamlessly in Europe.
What Is an Apostille?
An apostille is an official certificate issued by a designated authority (in California, this is the California Secretary of State) that verifies the authenticity of a document. It confirms that:
- The signature on the document is genuine
- The person signing the document had the proper authority
- The seal or stamp on the document is authentic
Once a document has an apostille, it will be accepted by all Hague Convention member countries — including most European nations such as France, Germany, Spain, Italy, and the Netherlands.
Why You Need an Apostille for Europe
European governments, universities, and businesses often require proof that U.S.-issued documents are authentic before they can be used officially. Without an apostille, your document may be rejected, causing delays and complications.
Common reasons for needing an apostille for Europe include:
- Marriage abroad – Apostilling your birth certificate or single status affidavit for marriage in France or Italy
- Study or work abroad – Apostilling diplomas, transcripts, or professional licenses
- Business transactions – Apostilling corporate agreements, powers of attorney, or incorporation papers
- Inheritance matters – Apostilling wills, probate documents, or notarized affidavits
Step-by-Step: How to Apostille a Document for Use in Europe
Step 1: Determine if Your Document Needs an Apostille
Not all documents require an apostille. Typically, the requesting European authority will specify the requirement. Common documents include:
- Birth, marriage, and death certificates
- School diplomas and transcripts
- Adoption papers
- Corporate formation documents
- Notarized powers of attorney
If you are unsure, Anshin Mobile Notary and LiveScan can review your situation and advise you.
Step 2: Prepare the Document Correctly
Documents must be in the correct form before an apostille can be issued. For example:
- Vital records (birth, marriage, death certificates) must be original, certified copies issued by the county or state.
- Notarized documents must be properly notarized by a California notary public (if being apostilled in California).
- Educational documents often require verification by the issuing institution before apostille processing.
Step 3: Choose the Correct Apostille Authority
In California, the Secretary of State issues apostilles. If your document was issued in another state, you must obtain the apostille from that state’s designated authority. Federal documents, such as those issued by the FBI, require an apostille from the U.S. Department of State.
Step 4: Submit the Document for Apostille
You have three main submission options:
1. In-Person Submission
If time is critical, you can visit the California Secretary of State’s office in Sacramento or Los Angeles. This often provides same-day or next-day processing.
2. Mail Submission
You can send documents via USPS, FedEx, or another courier. However, mail processing may take a few days to weeks.
3. Use a Professional Apostille Service
Anshin Mobile Notary and LiveScan can handle the entire process for you, including notarization, document preparation, and secure submission to the correct authority.
Step 5: Receive Your Apostilled Document
Once processed, your document will be returned with the apostille certificate attached. You can then send or present it to the requesting European authority.
Timeline for Getting an Apostille for Europe
Processing times vary:
- In-person – Often same day
- By mail – 1–3 weeks depending on workload
- With our professional service – As fast as 1–3 business days, depending on document type and location
Apostille Requirements by European Country
While the apostille itself is universally recognized in Hague Convention countries, some European nations have additional preferences:
- France – Documents may require a certified French translation after apostille.
- Germany – May require translations to be completed by a sworn translator.
- Spain – Often requests recent (within 90 days) versions of civil documents.
- Italy – For marriage or citizenship, apostilled documents often must also be legalized by an Italian consulate if they predate the Hague Convention membership.
We recommend confirming with the receiving authority before submitting documents.
Common Mistakes to Avoid
- Submitting uncertified copies – Only originals or certified copies can be apostilled.
- Using the wrong notarial wording – The notarial certificate must comply with California requirements.
- Forgetting translations – If the European authority requires the document in their language, arrange for certified translation after the apostille.
- Waiting until the last minute – International processing can take longer than expected.
How Anshin Mobile Notary and LiveScan Can Help
We provide end-to-end apostille services for individuals and businesses needing their documents recognized in Europe. Our services include:
- Mobile notarization at your location
- Document review to ensure eligibility for apostille
- Secure submission to the correct state or federal authority
- Expedited processing options
- Assistance with certified translations if required
Whether you are in Los Angeles, Ventura County, or anywhere in California, we make the process easy, fast, and stress-free.
Related Services You Might Need
If you’re preparing documents for international use, you may also be interested in:
- How to Apostille Your Birth Certificate for Travel
- What Documents Require an Apostille for International Use?
- Apostille Services in Los Angeles
FAQs About Apostilling Documents for Europe
- Do all European countries require an apostille?
No. Only countries that are part of the Hague Apostille Convention require an apostille. Most European countries are members, but it’s important to verify with the requesting authority. - Can I use one apostille for multiple countries in Europe?
Yes. An apostille issued in the U.S. is valid for all Hague Convention member countries, so the same document can be used in multiple countries if requirements are the same. - How long is an apostille valid?
An apostille does not technically expire, but some European authorities require recent documents (often within 3–12 months). - Do I need a translation before or after the apostille?
Typically, you get the apostille first, then have the document translated by a certified translator if required. - Can I apostille a digital document?
In California, only physical documents with original signatures and seals can be apostilled. Digital notarization is not yet widely accepted for apostilles.
Final Thoughts
Getting an apostille for use in Europe can seem overwhelming, especially if you’re unfamiliar with the process. By working with a trusted provider like Anshin Mobile Notary and LiveScan, you can ensure your documents are correctly prepared, processed quickly, and accepted abroad without delays.
If you need help with your apostille request for Europe, contact us today and let our experienced team handle everything from start to finish.
