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:
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.
FAQs About Getting an Apostille in California
1. How long does it take to get an Apostille in California?
In-person requests can be processed the same day, while mail requests may take several days to a few weeks depending on volume.
2. Can I Apostille a document issued in another state?
No, documents must be Apostilled in the state where they were issued.
3. Does an Apostille expire?
An Apostille does not expire, but the receiving country may have rules about the age of the document itself.
4. Can a mobile notary help me get an Apostille?
Yes, Anshin Mobile Notary and LiveScan can notarize your document and handle Apostille submission for you.
5. What is the difference between an Apostille and notarization?
A notarization confirms the identity of the signer, while an Apostille confirms the authenticity of the notarization or official signature for international use.
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.
