Apostille and Notary: Why You May Need Both Before Sending Documents Abroad

Apostille and Notary: Why You May Need Both Before Sending Documents Abroad

When preparing to send important documents overseas—whether for immigration, education, business, or legal purposes—it’s crucial to understand the roles of notarization and apostille certification. These two steps often go hand in hand to ensure your documents are recognized as legally valid in a foreign country.

At Orange County Apostille, we specialize in both notary services and apostille processing, offering a one-stop solution for international document authentication. For quick and reliable support, book your appointment with Orange County Apostille today.

Understanding Notarization and Apostille Certification

What is a Notarization?

Notarization is the act of a licensed notary public verifying your identity and witnessing the signing of your document. It ensures the signer is who they claim to be and that they are signing the document willingly and knowingly.

Common documents that require notarization:

Power of attorney
Affidavits
Contracts
Parental consent forms
Real estate documents

👉 Learn about notary duties from the National Notary Association.

What is an Apostille?

An apostille is a certification issued by a designated authority (usually the Secretary of State or the U.S. Department of State) that verifies the authenticity of a notarized or official document for international use in Hague Apostille Convention member countries.

Documents that often require apostille certification:

Birth, death, and marriage certificates
Diplomas and school transcripts
Business contracts
Criminal background checks

👉 View the California Secretary of State’s apostille guide.

When Do You Need Both a Notary and an Apostille?

While notarization confirms the authenticity of a signature, apostille certification ensures the document is legally accepted in a foreign country. Many international authorities require both to:

Prevent document fraud
Establish legal recognition abroad

For instance:

A power of attorney for use in Mexico must first be notarized in California, then apostilled by the California Secretary of State.
A contract signed in the U.S. for a business deal in France must be notarized and apostilled.
A sworn affidavit submitted to an embassy requires notarization and an apostille.

👉 Confirm legal requirements with the destination country’s embassy.

Documents That Often Require Both Seals

Document Type	Notary Required	Apostille Required
Power of Attorney	✅	✅
Affidavits	✅	✅
School Transcripts	✅	✅
Real Estate Agreements	✅	✅
Parental Consent Letters	✅	✅
Employment Verification Letters	✅	✅
Articles of Incorporation	✅	✅

👉 Request your academic transcripts from the National Student Clearinghouse.

How to Get a Notary and Apostille in California

Step 1: Get Your Document Notarized

Visit a licensed California notary public.
Bring a valid government-issued ID.
Sign the document in the notary’s presence.

👉 Verify your notary at the California Notary Public Search.

Step 2: Submit the Notarized Document for Apostille

Apostilles in California are issued by the California Secretary of State’s Apostille Unit.
You can submit documents by mail, in person, or via a professional service like Orange County Apostille.

👉 Check the current apostille processing times.

Step 3: Apostille for Federal Documents

If your document was issued by a U.S. federal agency (e.g., FBI background check), it must be apostilled by the U.S. Department of State.

👉 Submit your background check via the FBI’s Identity History Summary Request Portal.

Tips to Speed Up the Process

✅ Use a Certified Mobile Notary

A mobile notary comes to you and ensures documents are signed and ready for apostille submission.
Book through trusted sources like National Notary Association.

✅ Hire a Professional Apostille Service

Services like Orange County Apostille help avoid mistakes, delays, and rejections.
We ensure proper document formatting, notarization, and timely submission.

✅ Choose Expedited Delivery

Use trackable mail services like FedEx, UPS, or USPS Express.

Countries That Accept Apostilles

Documents notarized and apostilled in California are valid in Hague Convention countries, including:

Mexico
Italy
France
Japan
South Korea
Germany
United Kingdom

👉 View the complete list of Hague Apostille member countries.

Frequently Asked Questions (FAQs)

Can I notarize a document and get it apostilled the same day?

Yes, especially with expedited services from Orange County Apostille.

Do I need both if my document is already official?

Yes. Even official documents like birth certificates may need certified copies and notarization before an apostille can be issued.

Can I send a scanned document for apostille?

No. The apostille process requires original or certified hard copies.

What if the destination country is not in the Hague Convention?

You’ll need embassy or consular legalization instead of an apostille.

👉 Start the process with the U.S. Department of State Authentication Office.

Conclusion

If you’re sending documents abroad, you’ll likely need both notarization and an apostille to ensure international acceptance. Avoid costly errors by working with experienced professionals who can guide you through both processes.

For fast, reliable, and accurate notarization and apostille services, 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)