Do Apostilled Documents Need to Be Notarized First? A Complete Guide
If you’re preparing documents for international use, one of the most common questions is: Do apostilled documents need to be notarized first? The short answer is: It depends on the type of document. At Orange County Apostille, we help clients understand these nuances to ensure their documents meet all legal requirements for use abroad.
For personalized assistance and fast service, book your appointment with Orange County Apostille today.
Understanding the Apostille Process
An apostille is an international certification provided under the Hague Apostille Convention that authenticates the origin of a public document for use in another member country.
The apostille certifies the signature and seal of the public official who issued or notarized the document. This allows foreign governments to recognize your document as legally valid.
When Do You Need Notarization Before Apostille?
The need for notarization before obtaining an apostille depends on the nature of your document:
✅ Documents That MUST Be Notarized First
- Power of Attorney
- Affidavits
- Consent Letters
- Business Agreements
- Personal Letters
- Translated Documents
These documents are not official public records and must be notarized before the California Secretary of State or U.S. Department of State will issue an apostille.
❌ Documents That Do NOT Need Notarization First
- Birth Certificates
- Marriage Certificates
- Death Certificates
- Court Judgments
- FBI Background Checks
These are considered official public records and can be apostilled without notarization—as long as you submit a certified copy issued by the relevant agency.
For example:
- Request certified birth certificates through the CDC Vital Records.
- Obtain FBI background checks from the FBI CJIS Division.
Apostille for State-Issued Documents
If your document is issued by a state authority (e.g., California), the apostille must be obtained from the California Secretary of State’s Apostille Unit.
Common State Documents:
- Certified copies of birth, marriage, and death certificates
- Court documents
- Business formation documents (Articles of Incorporation)
Some business documents may require notarization first if they are drafted by a private party (e.g., contracts).
Apostille for Federally Issued Documents
Documents issued by U.S. federal agencies must be apostilled through the U.S. Department of State Office of Authentications.
Common Federal Documents:
- FBI background checks
- Social Security letters
- Naturalization Certificates (from USCIS)
- IRS tax transcripts (IRS.gov)
These documents usually do not require notarization, as they are signed by federal officials.
What Happens if You Notarize a Public Document?
In many cases, adding a notarization to a certified public document can render it invalid for apostille.
Example:
A birth certificate from the California Department of Public Health should be submitted as a certified copy—not notarized. The apostille will verify the signature of the public registrar, not the notary.
How to Know If Your Document Needs Notarization
Ask yourself:
- Is this an original government-issued document? → No notarization needed.
- Is this a document I wrote or printed myself? → Notarization required.
- Is this a translation of a document? → The translator’s affidavit must be notarized.
Working with Orange County Apostille
At Orange County Apostille, we:
- Review your documents
- Advise on notarization requirements
- Provide notarization (if needed)
- Handle apostille certification for state and federal documents
- Offer certified translation services for documents used abroad
Book your appointment today and ensure your documents are processed correctly and quickly.
20 Embedded Government Links for Reference
- U.S. Department of State
- FBI Background Checks
- California Secretary of State – Apostille
- CDC Vital Records
- National Center for Health Statistics
- U.S. Courts
- U.S. Department of Education
- U.S. Chamber of Commerce
- American Translators Association
- USCIS – Immigration Services
- National Notary Association
- IRS – Get Tax Transcripts
- Department of Justice
- U.S. Small Business Administration
- National Visa Center
- Hague Apostille Members
- U.S. Marriage Laws
- Social Security Administration
- California Department of Public Health
- FedEx Shipping Services
Conclusion
Whether your document needs notarization before receiving an apostille depends entirely on its origin and type. At Orange County Apostille, we make the process seamless, guiding you every step of the way and ensuring your documents are ready for international use.
Don’t take chances—book your appointment today and let us take the guesswork out of apostille certification.
