Step-by-Step Guide to Getting Your Documents Apostilled in California
If you need to use a document internationally, you may be required to get it apostilled. The apostille process verifies the authenticity of a document for use in countries that are part of the Hague Apostille Convention. If you’re in California and need an apostille, this comprehensive guide will walk you through the entire process step by step.
What is an Apostille?
An apostille is a form of authentication issued by a government authority to certify the legitimacy of public documents. It is necessary for documents that will be used in foreign countries that recognize the Hague Apostille Convention.
Some common documents that require an apostille include:
Birth certificates
Marriage certificates
Divorce decrees
Power of attorney documents
Educational diplomas and transcripts
Corporate documents (articles of incorporation, business licenses, etc.)
California residents and businesses often need apostilles for immigration, business transactions, and legal matters abroad.
Step 1: Identify the Type of Document You Need Apostilled
Before starting the apostille process, determine which document needs authentication. The type of document will dictate how you obtain an apostille, as different agencies handle different document types.
For example:
Vital records (e.g., birth, marriage, death certificates) must be certified copies issued by the California Department of Public Health or the County Clerk’s office.
Academic documents must be notarized by the issuing school before obtaining an apostille.
Business documents may require notarization before submission to the California Secretary of State.
Step 2: Obtain a Certified Copy or Notarized Document
If your document requires a certified copy, ensure you obtain it from the correct issuing authority. If notarization is required, you must have the document signed in front of a California notary public.
How to Get Certified Copies
Birth, marriage, and death certificates: Obtain these from the County Clerk’s office or the California Department of Public Health.
Court documents: Certified copies can be obtained from the clerk of the court where the document was filed.
Corporate documents: Obtain certified copies from the California Secretary of State’s office.
How to Get Documents Notarized
If your document is not a public record, you may need to have it notarized. A notary public will verify your identity and witness your signature on the document.
Step 3: Submit the Document for Apostille Authentication
Once you have the necessary document, you must submit it to the California Secretary of State for authentication.
How to Submit Your Document
You can submit your document for an apostille in person or by mail.
In-Person Submission
Visit one of the two California Secretary of State offices:
Sacramento Office: 1500 11th Street, Sacramento, CA 95814
Los Angeles Office: 300 South Spring Street, Room 12513, Los Angeles, CA 90013
Bring a completed Apostille Request Form
Pay the processing fee ($20 per apostille + additional fees per document)
Processing times vary but can be same-day or within 24 hours
Mail Submission
Send your documents, completed Apostille Request Form, and payment (check or money order) to:
California Secretary of State – Apostille Unit
Address: Noted on their website
Include a self-addressed, pre-paid return envelope for faster return
Processing times typically range from 5-10 business days
Step 4: Receiving Your Apostilled Document
Once your document is processed, you will receive it back with the official apostille attached. Double-check all information to ensure accuracy.
Step 5: Submit the Apostilled Document to the Appropriate Foreign Authority
After receiving your apostilled document, you can submit it to the relevant foreign institution or government agency. Verify that you meet the destination country’s requirements before submission.
Alternative: Using an Apostille Service
For those who don’t have the time to navigate the process, hiring a professional apostille service can simplify the procedure. Services like Orange County Apostille handle document authentication efficiently, ensuring compliance with all legal requirements.
Conclusion
The apostille process in California is straightforward but requires careful attention to detail. Whether you handle the process yourself or use a professional service, ensuring that your documents are properly authenticated is essential for legal use abroad. If you need assistance, Orange County Apostille can help streamline the process, making it hassle-free and efficient.
