Key Facts
- An Apostille authenticates documents for international use, confirming the signature and authority of the issuer.
- California's Secretary of State issues Apostilles, with offices in Sacramento and Los Angeles.
- Documents may need notarization before submission, depending on their type and origin.
- Submission methods include in-person, by mail, or through a mobile notary service for convenience.
- Common mistakes include submitting the wrong document type and ignoring processing times, which can delay the Apostille process.
When dealing with international legal matters, you may be required to provide an Apostille to authenticate your documents for use abroad. Whether you’re applying for a visa, getting married overseas, or handling international business contracts, knowing the Apostille process in California is essential.
At Anshin Mobile Notary and LiveScan, we specialize in helping clients navigate the notary and document authentication process, ensuring everything is completed correctly and efficiently. In this guide, we’ll cover what an Apostille is, when you need it, how to get one in California, and how our mobile notary services can make the process easier.
Understanding the Apostille
What is an Apostille?
An Apostille is an official certification that verifies the authenticity of a public document so it can be recognized in other countries that are part of the Hague Apostille Convention. It does not validate the content of the document but rather confirms the signature, seal, or stamp of the official who issued it.
Why Do You Need an Apostille?
You may need an Apostille for a variety of purposes, such as:
- International marriage certificates
- Adoption documents
- Academic transcripts or diplomas
- Power of attorney for use abroad
- Business agreements
- Birth, death, and divorce certificates
If the country where you are submitting your document is not part of the Hague Convention, you’ll need a different form of authentication called consular legalization.
Who Issues Apostilles in California?
In California, Apostilles are issued by the California Secretary of State’s Office. This office confirms that the signature on the document is genuine and that the person who signed it had the authority to do so.
There are two main offices where you can submit documents for Apostille services:
- Sacramento Office – The main processing center.
- Los Angeles Regional Office – Convenient for Southern California residents.
Step-by-Step Guide to Getting an Apostille in California
Step 1: Determine if Your Document Needs Notarization
Some documents, like certified copies of vital records (birth, death, or marriage certificates), can go directly to the Secretary of State. Others, such as contracts, affidavits, or powers of attorney, must first be notarized by a California Notary Public.
Anshin Mobile Notary and LiveScan can notarize your documents at your home, office, or another convenient location.
Step 2: Ensure Your Document Meets the Requirements
- Vital records must be certified by the County Clerk or the California Department of Public Health.
- Notarized documents must use proper California notarial wording.
- Documents issued outside California must be authenticated in the state where they were issued.
Step 3: Choose Your Submission Method
You can obtain an Apostille in California in three ways:
Use this chart to choose the right submission method and avoid the most common delays.
| Topic | What to do | Why it matters (avoid delays) |
|---|---|---|
| Who issues Apostilles in CA | California Secretary of State (Sacramento or Los Angeles regional office) | The Apostille authenticates the notary/official signature for international use. |
| Step 1: Notarization? |
|
Missing/incorrect notarization is a top cause of rejection or delay. |
| Submission method | In person: Sacramento or LA office By mail: Send to Sacramento with cover letter, payment, and prepaid return envelope Courier/mobile notary: Notarize + submit + retrieve handled for you |
Choosing the right method is the biggest lever for speed and convenience. |
| Typical processing time |
|
Helps readers plan for deadlines and reduces “rush panic” mistakes. |
| Fees (CA Secretary of State) | $20 per document (plus notary/courier/postage as applicable) | Cost questions are high-intent; clear pricing improves trust and conversions. |
| Out-of-state documents | Apostille must be obtained in the state where the document was issued | Prevents a very common (and costly) wrong-state submission. |
| Does an Apostille expire? | The Apostille doesn’t expire, but the receiving country may require “recent” underlying documents | Reduces surprises when overseas agencies ask for newly issued records. |
| Most common delay triggers |
|
Directly addresses the “Common Mistakes to Avoid” section to improve outcomes. |
Note: If the destination country is not part of the Hague Apostille Convention, the process may require consular legalization instead.
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In Person
Visit either the Sacramento or Los Angeles office of the Secretary of State. This is the fastest method, often allowing same-day service.
By Mail
Mail your documents to the Sacramento office along with a cover letter, payment, and a prepaid return envelope. Processing times vary but may take several days or weeks.
Through a Mobile Notary & Courier Service
Using Anshin Mobile Notary and LiveScan, you can save time by having us notarize your documents and handle the Apostille submission and retrieval process for you.
Step 4: Pay the Applicable Fees
As of the latest update:
- Apostille fee: $20 per document.
- Additional costs: Notary fees, courier charges, and postage.
Step 5: Receive Your Apostille
Once the Secretary of State processes your document, you’ll receive it back with the Apostille certificate attached. This certificate is usually a separate sheet fastened to the original document.
Common Mistakes to Avoid When Getting an Apostille
Submitting the Wrong Document Type
Make sure you submit certified copies from the appropriate issuing authority.
Missing or Incorrect Notarization
If notarization is required, it must follow California’s specific notarial laws and wording.
Ignoring Processing Times
If you have tight deadlines, plan ahead. Mailing your documents can cause delays.
How Anshin Mobile Notary and LiveScan Can Help
At Anshin Mobile Notary and LiveScan, we make the Apostille process stress-free by:
- Providing mobile notarization at your preferred location.
- Ensuring documents meet Apostille requirements before submission.
- Offering courier and mailing services to the Secretary of State’s office.
- Handling urgent requests for same-day or expedited Apostille services.
We also assist with related services such as Live Scan fingerprinting, which is often needed for background checks in international job applications and immigration processes.
Apostille for Different Document Types
Apostille for Vital Records
Birth, death, and marriage certificates must be issued by the County Clerk’s Office or California Department of Public Health.
Apostille for Business Documents
Articles of Incorporation, bylaws, and business agreements often require notarization before Apostille.
Apostille for Academic Records
Transcripts and diplomas must be signed by an authorized school official and sometimes notarized before submission.
Apostille for International Use
If your document is going to a country that is not a Hague Convention member, you’ll need consular legalization instead. This is a multi-step process involving:
- Notarization
- Authentication by the Secretary of State
- Verification by the U.S. Department of State
- Legalization by the foreign consulate
Anshin Mobile Notary and LiveScan can guide you through both Apostille and consular legalization processes.
Frequently Asked Questions: Apostille Services in Los Angeles, California
How long does it take to get an Apostille in California?
Timing depends on how you submit. In-person submissions to the California Secretary of State are often processed the same day, while mail-in requests can take anywhere from several days to a few weeks depending on current volume. If you’re in Los Angeles and have a deadline, a courier-style submission can reduce delays.
Where do I get an Apostille if I’m in Los Angeles?
California Apostilles are issued by the California Secretary of State. If you’re based in Los Angeles, you can usually use the LA regional office for in-person processing (when available) or submit by mail to Sacramento. If you want help with the full drop-off and pickup process, see our Apostille services page.
Can I Apostille a document that was issued in another state?
No. A document must be Apostilled in the same state where it was issued (for example, a Texas birth certificate must be Apostilled in Texas). If you’re not sure what state issued your document, confirm the issuing authority first before you spend time notarizing or submitting it.
Does an Apostille expire?
An Apostille itself does not expire. However, the receiving country (or the requesting agency overseas) may require that the underlying document be “recent,” such as a newly issued certified copy of a birth certificate or a recently issued background check.
Do I need to notarize my document before getting an Apostille?
Some documents can be Apostilled as certified copies (like many vital records). Other documents—such as powers of attorney, affidavits, and many business letters—often need a California notary acknowledgment or jurat first. If your document needs notarization in Los Angeles before Apostille, start here: Notary Public services.
What’s the difference between an Apostille and notarization?
A notarization verifies the identity of the signer and the notarial act performed. An Apostille verifies the authenticity of the notary’s signature/seal (or an official signature) so the document can be accepted in another country that recognizes Apostilles.
What if my document is going to a country that is not part of the Hague Apostille Convention?
If the destination country does not accept Apostilles, you may need consular legalization instead (a different authentication process). If you’re unsure which path applies, compare the two processes here: Apostille vs. legalization.
How much does an Apostille cost in California?
The California Secretary of State charges an Apostille fee per document (often quoted as $20 per document). Your total cost can also include notary fees (if required), courier/handling (if you want someone to submit and retrieve it), and shipping/postage if you’re mailing it.
Can a mobile notary help me get an Apostille in Los Angeles?
Yes. A mobile notary can notarize eligible documents at your home or office in Los Angeles and then help coordinate submission for Apostille. This is especially helpful when you’re dealing with tight travel deadlines, multiple documents, or you want to avoid mailing delays. To schedule, use our contact page.
What are the most common mistakes that delay Apostille processing?
Delays usually come from (1) submitting an uncertified vital record, (2) using incorrect California notarial wording, (3) trying to Apostille an out-of-state document in California, or (4) sending paperwork to the wrong place or without a clear cover letter and return shipping method. For quick answers on common “gotchas,” visit our Apostille Answers hub.
I need an FBI background check Apostille for a visa—does that change the steps?
Yes. FBI background check Apostilles follow a different (federal) authentication path than standard California documents. If your request is for immigration, residency, work abroad, or study abroad, follow this guide: Step-by-step FBI background check Apostille.
Is there a simple way to know whether I need an Apostille or just a notary?
If the document is staying in the U.S., you usually only need notarization. If the document is going overseas and the receiving country accepts Apostilles, you typically need an Apostille after notarization or after obtaining the correct certified record. For a deeper explanation, see: Apostille vs. notary.
Final Thoughts
Getting an Apostille in California can seem complicated, but with the right guidance, it’s a straightforward process. By working with Anshin Mobile Notary and LiveScan, you can ensure that your documents are notarized correctly, submitted efficiently, and returned quickly with the proper Apostille certification.
Whether you’re preparing for an international move, finalizing a business deal abroad, or submitting educational credentials overseas, we’re here to help every step of the way.
