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
Need an apostille? We handle apostilles in California and nationwide.
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.
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 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.
Apostille vs. Legalization: Know the Difference
If your destination country is a Hague Convention member, you only need an Apostille. For non-member countries, documents must go through legalization, which includes:
- State authentication
- U.S. Department of State certification
- Embassy or consulate legalization
Anshin Mobile Notary and LiveScan can guide you through both processes.
Requirements for Apostille in California
Certified Copies
For vital records, only certified copies signed by the issuing authority are accepted. Photocopies or uncertified documents will be rejected.
Proper Notarization
Notarized documents must follow California notary laws, including correct acknowledgment or jurat wording, and must bear the notary’s stamp and signature.
Hague Convention Country
Ensure the destination country is a Hague Apostille Convention member. If not, you will need authentication instead of apostille.
Documents With More Than One Signature
If a document carries more than one signature, every signature must be properly notarized or certified. One unnotarized signature is enough to have the whole document rejected.
Documents Not in English
California does not require a translation in order to issue the apostille itself. The authority receiving the document overseas often does, so plan the translation around the destination’s requirements rather than the Secretary of State’s.
Categories of Documents Accepted for Apostille in California
In California, the Secretary of State apostilles documents issued by public authorities or notarized by a commissioned notary public. Below are the major categories:
1. Vital Records
Birth Certificates
Birth certificates issued by the California Department of Public Health (CDPH) or County Recorder’s Offices are eligible for apostille. These must be certified copies signed by the State Registrar or county official.
For example, if you are planning to study abroad or apply for dual citizenship, your California birth certificate will require an apostille.
Death Certificates
Certified death certificates are often required for international inheritance matters or to transfer assets abroad. Only certified copies signed by a county or state registrar are accepted.
Marriage Certificates
Marriage certificates issued in California are commonly required for immigration, spousal visas, and legal recognition of marital status overseas. Certified marriage certificates can be apostilled.
Divorce Decrees
Divorce decrees must be obtained directly from the Superior Court where the divorce was finalized. Once certified by the court clerk, they can be apostilled for international use, often for remarriage or custody issues abroad.
2. Court Documents
Court documents must be certified by the appropriate court official before they are eligible for apostille. Examples include:
- Divorce judgments and decrees
- Custody orders
- Adoption decrees
- Probate records
- Criminal background clearance records
These documents must carry the original court seal and signature to be accepted.
3. Notarized Documents
Many personal and business documents that are not issued by a government authority can still qualify for apostille if a commissioned California notary public notarizes them. Common notarized documents include:
Power of Attorney
If you need to grant legal authority to someone overseas, your notarized power of attorney will require an apostille.
Affidavits and Declarations
Affidavits of support, sworn statements, or legal declarations must be notarized before they can be apostilled.
Permission Letters
Parental consent forms for minors traveling abroad must often be notarized and apostilled.
Business Contracts
International business agreements frequently require notarized and apostilled signatures to be enforceable in other countries.
4. Educational Documents
If you are studying, working, or immigrating abroad, you may need to apostille your academic records. These may include:
- Diplomas and degrees from California universities
- Transcripts issued by schools or universities
- Letters of enrollment or verification of attendance
Typically, these documents must be notarized by the issuing institution or notarized copies must be provided before they are eligible for apostille.
5. Business and Corporate Documents
Companies operating internationally may need to apostille certain corporate records, including:
- Articles of Incorporation
- Certificates of Good Standing
- Bylaws or Operating Agreements
- Board Resolutions
- Business Licenses
These documents must either be issued by the California Secretary of State, a county clerk, or notarized by a notary public.
6. Immigration and Travel Documents
While not all immigration-related documents can be apostilled, the following may qualify when notarized:
- Immigration petitions and forms
- Adoption paperwork
- Passports (copies notarized by a notary)
- Travel consent letters for minors
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.
