What’s the Difference Between Notarization and Apostille?
If you’re preparing documents for use abroad, you may be wondering: what’s the difference between notarization and an apostille? While both processes are used to certify documents, they serve very different purposes. At Orange County Apostille, we help you navigate these procedures with ease and ensure your paperwork is fully compliant—whether it’s for use in the U.S. or internationally.
For expert help, book your appointment with Orange County Apostille today.
Notarization vs. Apostille: Quick Definitions
What is Notarization?
Notarization is the process of verifying the identity of the signer of a document and witnessing the signature. A notary public, appointed by the state government, affixes their seal to certify that:
- The signer is who they claim to be
- They signed willingly and knowingly
Learn more from the National Notary Association.
What is an Apostille?
An apostille is a certificate that authenticates the signature and seal of a public official (such as a notary or state registrar) so that the document can be used in another country that is a member of the Hague Apostille Convention.
Apostilles are issued by the Secretary of State for state-level documents, or the U.S. Department of State for federal documents.
Key Differences Between Notarization and Apostille
| Feature | Notarization | Apostille |
|---|---|---|
| Purpose | Verifies identity and intent of signer | Verifies authenticity of public official’s seal/signature |
| Use | Domestic (U.S.) | International (Hague Convention countries) |
| Authority | Notary Public | Secretary of State / U.S. Dept. of State |
| Result | Notarized document | Apostille certificate attached |
| Required For | Wills, real estate forms, affidavits | Documents used abroad (birth certificates, diplomas) |
When Do You Need Notarization?
You need notarization when dealing with documents such as:
- Power of Attorney
- Real estate deeds
- Affidavits
- Contracts
- Loan documents
Find official resources at the Department of Justice or U.S. Courts.
When Do You Need an Apostille?
You need an apostille for documents used abroad in a Hague Apostille Convention country. Common examples:
- Birth/Marriage/Death certificates – CDC Vital Records
- FBI background checks – FBI Identity History Summary
- School transcripts and diplomas – U.S. Department of Education
- Business licenses and incorporation papers – U.S. Chamber of Commerce
- Court rulings and judgments – U.S. Courts
How the Two Processes Work Together
Often, a document must be notarized before it can be apostilled. For example:
- A Power of Attorney needs notarization first. Then, the notarized version can be apostilled.
- An academic transcript may need to be notarized by a school official before submission to the Secretary of State for apostille.
Who Issues Apostilles and Notarizations?
- Notarizations: Conducted by a notary public, licensed by the state.
- Apostilles:
- State-level documents: California Secretary of State
- Federal documents: U.S. Department of State
Countries That Accept Apostilles
There are over 120 countries in the Hague Convention, including:
- Israel
- France
- Spain
- Italy
- Germany
- Mexico
- Colombia
For countries not in the Hague Convention, documents may require embassy legalization instead. Refer to Embassy World.
Translation Requirements
Some foreign institutions require documents in their native language. Use a translator certified by the American Translators Association.
Why Choose Orange County Apostille?
- Local service in Orange County
- Fast turnaround: same-day and 24-hour processing
- Certified translations available
- Secure international shipping via FedEx and UPS
Book your appointment online today for quick and professional help.
20 Embedded Links for Easy Reference
- U.S. Department of State
- FBI Background Checks
- California Secretary of State Apostille
- CDC Vital Records
- U.S. Department of Education
- U.S. Chamber of Commerce
- American Translators Association
- Embassy World
- U.S. Courts
- U.S. Citizenship and Immigration Services
- National Notary Association
- UPS International Shipping
- FedEx International Shipping
- Internal Revenue Service
- Department of Justice
- Hague Apostille Convention
- SBA – Small Business Administration
- National Visa Center
- U.S. Department of Health & Human Services
- National Center for Health Statistics
Conclusion
Understanding the difference between notarization and apostille is key to getting your documents accepted either domestically or internationally. At Orange County Apostille, we simplify both processes—ensuring your paperwork is valid, recognized, and processed quickly.
Book your appointment today and let us help you handle everything from notarization to international legalization with confidence!
