Apostille Services: What Documents Can Be Apostilled and When Notarization is Required

Apostille Services: What Documents Can Be Apostilled and When Notarization is Required

An apostille is essential for verifying documents used internationally. Whether you’re applying for dual citizenship, studying abroad, getting married in another country, or conducting international business, apostilles ensure your documents are accepted by foreign authorities. At Orange County Apostille, we help individuals and businesses navigate the apostille process, including identifying when notarization is required.

For fast, professional service, book your appointment with Orange County Apostille today.

Understanding Apostilles

An apostille is a certificate that authenticates the origin of a public document. This process is governed by the Hague Apostille Convention of 1961. Countries that are part of the Hague Convention recognize apostilles issued by member states without needing additional consular legalization.

👉 Check if your destination country is a Hague Convention member: Hague Member Countries

Documents That Can Be Apostilled

1. Vital Records (No Notarization Required)

Birth certificates
Marriage certificates
Death certificates

Where to obtain:

California Department of Public Health
CDC Vital Records

These documents must be certified copies issued by the state. Notarization is not required.

2. Court Documents (No Notarization Required)

Divorce decrees
Name change orders
Custody rulings

Where to obtain:

California Courts
Certified by the court clerk

3. FBI Background Checks (Federal Apostille Required)

Used for immigration, employment, or visa applications abroad.

Where to obtain:

FBI Identity History Summary

These do not require notarization but must be authenticated by the U.S. Department of State.

4. Educational Documents (Notarization Required)

Diplomas
Transcripts
Enrollment verification letters

Where to obtain:

University registrar or administration office

These must be notarized by a school official or a public notary before they can be apostilled.

5. Notarized Affidavits and Declarations (Notarization Required)

Power of Attorney
Letters of consent
Affidavits of support

Must be notarized by a commissioned notary public before submission.

Notary resources:

6. Business Documents (Varies)

Articles of Incorporation (No notarization required if issued by the Secretary of State)
Corporate bylaws or agreements (Requires notarization)

Where to obtain:

California Secretary of State Business Portal
Notarization required for contracts or privately issued corporate documents.

7. IRS Tax Transcripts (No Notarization Required)

Used for residency applications or foreign income reporting.

Where to obtain:

IRS Get Transcript Tool

8. Social Security Letters (No Notarization Required)

Proof of income or disability status for international agencies.

Where to obtain:

Social Security Administration

9. Medical Records and Letters (Notarization Required)

Used in adoption, insurance, or long-term care cases abroad.

Must be notarized before being submitted for an apostille.

10. Employment Verification Letters (Notarization Required)

Required for visa applications or overseas job placements.

Must be notarized by the HR department or a public notary.

When Notarization Is Required

Notarization is needed when:

The document is not issued by a government agency.
It is a letter, contract, or declaration.
The document needs a signature to be validated by a notary public.

Steps to Apostille a Document (When Notarization Is Required)

Step 1: Notarize the Document

Use a licensed notary to ensure the document is legally recognized.

Use resources from the National Notary Association

Step 2: Submit to the Secretary of State

For California-issued documents, submit to:

California Secretary of State Apostille Unit

Step 3: Receive Your Apostille

Processing time: 5–10 business days (faster with expedited service)

Federal Apostille vs. State Apostille

Federal documents (FBI, IRS) go to the U.S. Department of State.
State-issued or notarized documents go to the California Secretary of State.

Embassy Legalization for Non-Hague Countries

Some countries are not part of the Hague Convention and require additional steps.

Use Embassy World to verify country-specific legalization requirements.

Why Choose Orange County Apostille?

Expert Guidance: We determine if your document needs notarization.
Fast Service: Same-day and 24-hour apostille options available.
Trusted Processing: We handle state and federal apostilles.
Secure Delivery: Trackable shipping via FedEx and UPS

Frequently Asked Questions (FAQs)

What if I notarize a document that doesn’t need it?

Notarizing a document that already has official certification is unnecessary and can complicate the process.

Do apostilles expire?

No, but some foreign authorities require documents issued within the last 6–12 months.

How can I apostille documents issued in other states?

You must obtain the apostille from the Secretary of State of the issuing state.

Do I need to translate my apostilled document?

If required by the destination country, use a certified translator recognized by the American Translators Association.

Conclusion

Understanding which documents require an apostille—and when notarization is necessary—is essential for successful international submission. At Orange County Apostille, we streamline the process, ensuring your documents are properly prepared and authenticated.

For efficient, expert service, book your appointment with Orange County Apostille today!

Hague Apostille Convention – HCCH

U.S. Department of State Apostille Services

California Secretary of State Apostille Unit

FBI Identity History Summary Checks

U.S. Citizenship and Immigration Services (USCIS)

CDC Vital Records

Social Security Administration

U.S. Courts – Federal Records

IRS – Request Your Transcript

U.S. Patent and Trademark Office (USPTO)

Food and Drug Administration (FDA)