Apostille vs. Notary for International Documents: What You Need to Know
When preparing documents for use abroad, understanding the difference between a notary public and an apostille is critical. Whether you’re dealing with international adoptions, immigration paperwork, dual citizenship, study abroad forms, or overseas business deals, getting your documents accepted in another country depends on following the correct authentication process.
At Orange County Apostille, we streamline both notary and apostille services to ensure your documents are legally recognized worldwide. Let’s dive into the key differences between apostille and notary services and help you determine which one you need — or if you need both.
What Is a Notary?
A notary public is a state-commissioned official who verifies the identity of a signer, confirms their willingness to sign the document, and witnesses the act of signing. A notarized document is often required for legal or financial transactions, including:
In California, notaries are authorized to perform acknowledgments, jurats, oaths, affirmations, and certify copies of powers of attorney. Visit our Orange County notary service page to learn more.
👉 At Orange County Apostille, we offer mobile notary services and in-office appointments to notarize documents before beginning the apostille process.
What Is an Apostille?
An apostille is a form of authentication issued by a designated authority in a country that is a member of the Hague Apostille Convention of 1961. It certifies that a document issued in one member country can be legally recognized in another.
Apostilles are typically needed for:
- Birth, marriage, and death certificates
- Divorce decrees
- FBI background checks
- School transcripts and diplomas
- Corporate documents
- Powers of attorney
👉 California apostilles are issued by the California Secretary of State, while federal apostilles are issued by the U.S. Department of State.
Apostille vs. Notary: What’s the Difference?
| Feature | Notary | Apostille |
|---|---|---|
| Purpose | Verifies identity and signature of document signer | Certifies the origin of a public document for international use |
| Authority | Appointed by the state (e.g., California) | Issued by Secretary of State or U.S. Department of State |
| Accepted In | Domestic use | International use (Hague countries) |
| Common Documents | Power of attorney, consent forms, affidavits | Vital records, diplomas, background checks |
| Required For | Domestic legal and business transactions | International submission of U.S. documents |
When Do You Need a Notary AND an Apostille?
Some documents need to be notarized first, and then apostilled. This is especially common with:
- Power of Attorney for use in Mexico, Italy, or the Philippines
- Affidavits and declarations for international real estate or court cases
- Private contracts or letters required abroad
✅ At Orange County Apostille, we handle both steps in-house — notarizing your documents and immediately processing them for apostille certification.
Countries That Require an Apostille
Over 120 countries are members of the Hague Apostille Convention, including:
If your destination country is not part of the Hague Convention, a different process called consular legalization is required.
Federal vs. State Apostille
Depending on your document, you may need:
✅ State Apostille (California Secretary of State)
Used for:
✅ Federal Apostille (U.S. Department of State)
Used for:
We offer federal apostille processing through our Washington, D.C. office for fast, nationwide coverage.
Common Mistakes to Avoid
- ❌ Not notarizing documents first when required.
- ❌ Submitting uncertified or incorrect document versions.
- ❌ Confusing state and federal apostille requirements.
- ❌ Attempting DIY processing without guidance.
Avoid all of the above by working with Orange County Apostille — your local apostille experts.
How to Get Started with Orange County Apostille
1. Free Document Review
Upload your documents for a complimentary consultation.
2. Notarization (If Needed)
We offer mobile notary services in Irvine, Santa Ana, Anaheim, and all of Orange County.
3. Apostille Processing
- California documents: 1–3 days
- Federal documents: 2–3 weeks
4. Secure Shipping
We provide tracking via USPS or FedEx to return your authenticated documents safely.
Why Choose Orange County Apostille?
✅ One-stop shop – Notary + Apostille
✅ Same-day and rush service available
✅ Experienced in international documentation
✅ Multilingual assistance for Spanish, Korean, and more
✅ Trusted across Orange County and beyond
Final Thoughts: Get It Done Right the First Time
Before submitting your documents internationally, ask yourself:
Do I need notarization, apostille, or both?
Let us take the guesswork out of the process.
🔗 Book now with Orange County Apostille and ensure your documents are properly certified — for any country, any time.
