The Complete Guide to Getting a California Apostille

What is an apostille?

An apostille is a certificate that authenticates the origin of a public document — verifying the seal and signature of the official who issued or notarized it — so it will be accepted in another country that belongs to the Hague Apostille Convention. In California, apostilles are issued only by the California Secretary of State. An apostille does not certify that the contents of a document are true; it certifies that the signature, seal, or stamp on it is genuine.

For any country that is a member of the Hague Convention, an apostille replaces the older, slower process of embassy or consular legalization.

Which documents can be apostilled in California?

California can apostille documents that are either issued by a California public official or notarized by a California notary. The most common include:

• Vital records — birth, death, and marriage certificates (certified copies from the county recorder or CDPH)
• Court records — divorce decrees, judgments, and other certified Superior Court documents
• Notarized documents — powers of attorney, affidavits, single-status statements, parental consent, and copies certified by a notary
• Business documents — articles of incorporation, certificates of good standing, and other filings from the Secretary of State
• Academic documents — diplomas and transcripts, once properly notarized

Federal documents (such as FBI background checks) are apostilled by the U.S. Department of State in Washington, D.C., not by California — but we can guide you through that process too.

County-issued vs. state-issued vital records

A vital record can only be apostilled if it is a certified copy bearing the official seal and signature of the County Recorder or the CDPH State Registrar. A photocopy, a laminated wallet card, or a decorative hospital certificate cannot be apostilled. If you only have an informational copy (often stamped "informational, not a valid document to establish identity"), you will need to order a certified copy first.

The California apostille process, step by step

1. Get the document in apostille-ready form. Obtain a certified copy of a vital or court record, or have your document notarized by a California notary.
2. Review for errors. Check names, dates, and that every required signature and seal is present. Small issues here cause most rejections.
3. Submit to the California Secretary of State. The document is authenticated and the apostille certificate is attached.
4. Add a translation if required. Many countries require a certified translation alongside the apostille.
5. Deliver it for use abroad. Your apostilled document is now ready to present to authorities in the destination country.

Orange County Apostille handles steps 2 through 5 for you — in person at our Irvine office, through mobile service, or by worldwide mail-in.

How long does a California apostille take?

Turnaround depends on the issuing agency and current Secretary of State processing times, plus how quickly you can obtain any certified copies or notarization. Working with a professional service is usually the fastest route because documents are prepared correctly the first time and hand-processed. Contact us for the current timeline on your specific document and whether expedited handling is available.

Common mistakes that cause rejections

• Submitting a photocopy or informational copy instead of a certified copy
• A notarization that is missing the notary's commission details or has an expired commission
• Names that don't match across documents (maiden vs. married name, for example)
• Assuming a California apostille works for an out-of-state document — each state apostilles its own records
• Forgetting the certified translation the destination country requires

Do you need a translation?

It depends entirely on the destination country. Many countries require a certified translation in addition to the apostille, and some require the translation itself to be notarized and apostilled. We can arrange a certified translation so your document is accepted without a second round-trip.

Frequently asked questions

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Other services we offer

Orange County Apostille is a full-service document office. Beyond apostilles, we also handle: