If You Are Sending a Document to Another Country, Please Read This — You May Need an Apostille
If you’re sending a document to another country, you might assume a notarized or certified copy is enough. However, many foreign governments will not accept a U.S. document unless it is properly authenticated—and that usually means obtaining an apostille.
In this comprehensive guide, we’ll explain what an apostille is, why you may need one, which documents require it, and how to obtain it—so you can avoid delays and ensure your international transactions go smoothly.
For professional help, book your appointment with Orange County Apostille today.
What Is an Apostille?
An apostille is a form of document authentication used in countries that are part of the Hague Apostille Convention. It certifies the origin of a public document (e.g., birth certificate, marriage certificate, or diploma), allowing it to be recognized in another member country without the need for further legalization.
View the list of member countries here: Hague Apostille Convention Members
If your document is intended for use in one of these countries, you will almost certainly need an apostille.
Common Scenarios That Require an Apostille
1. International Marriage
You may need to send a certified birth certificate or single status affidavit to a foreign country for marriage registration.
- Get your birth certificate from the CDC Vital Records page.
2. Immigration or Dual Citizenship
Foreign governments often require an apostille on:
- Birth certificates
- Marriage or divorce certificates
- Naturalization records
- Background checks from the FBI
3. Business Transactions Abroad
International business dealings may require apostilles on:
- Power of attorney
- Articles of incorporation
- Contracts notarized in the U.S.
Visit the U.S. Small Business Administration to learn about starting a business internationally.
4. Education and Employment Overseas
If you’re moving abroad for school or work, you may need to authenticate:
- Diplomas and transcripts
- Criminal background checks
- Teaching certifications
Diplomas and transcripts must often be notarized by the school and then apostilled. Contact the U.S. Department of Education for academic credential resources.
What Types of Documents Can Be Apostilled?
Personal Documents
- Birth, marriage, death certificates (California Department of Public Health)
- Divorce decrees (California Courts)
- Adoption records
- Passport copies (must be notarized)
Educational Documents
- Transcripts
- Diplomas
- Degree verification letters
All must be notarized before being submitted for an apostille.
Corporate Documents
- Articles of incorporation
- Certificates of good standing
- Board resolutions
- Business agreements
For business registration help, visit the California Secretary of State.
Legal Documents
- Power of attorney
- Affidavits
- Notarized agreements
Use a trusted notary certified by the National Notary Association.
How Do I Know if I Need an Apostille?
Ask the recipient or organization abroad. If your document is being sent to a Hague Convention country, you likely need an apostille.
If your document is going to a non-member country, it may require embassy or consulate legalization instead.
For details, visit the U.S. Department of State Authentication Services.
How to Get an Apostille in California
Step 1: Obtain a Certified Copy or Have Your Document Notarized
- For vital records, request certified copies from the California Department of Public Health.
- For documents like affidavits or powers of attorney, have them notarized by a California notary public.
Step 2: Submit Your Document to the Secretary of State
The California Secretary of State Apostille Unit handles apostille requests for California-issued documents.
- Mail or drop off the original notarized or certified documents
- Include the required apostille request form and payment
Step 3: Receive the Apostille
Standard processing time is 5–10 business days. If you’re in a rush, use a professional service like Orange County Apostille for same-day or next-day processing.
Do You Need an Apostille for Federal Documents?
Yes. Documents issued by U.S. federal agencies (e.g., FBI reports, IRS records) require authentication by the U.S. Department of State.
Examples include:
- FBI background checks
- Federal court documents
- Social Security records from the Social Security Administration
Countries That Accept Apostilles
Here are just a few countries that are part of the Hague Apostille Convention:
- Mexico
- France
- Germany
- Japan
- Australia
- South Korea
- Italy
- Spain
- Netherlands
- Argentina
For a full list, check the Hague Apostille Member Directory.
What If My Document Is Going to a Non-Hague Country?
If you’re sending a document to a country not in the Hague Convention, you’ll need to follow the embassy legalization process.
Find the appropriate embassy using Embassy World and contact them for specific procedures.
Avoid These Common Apostille Mistakes
- Submitting photocopies instead of certified originals
- Using the wrong notarial language
- Sending documents to the wrong office (state vs. federal)
- Failing to verify the destination country’s requirements
Frequently Asked Questions (FAQs)
How Long Does It Take to Get an Apostille?
- California processing time: 5–10 business days
- Federal documents: Up to 3–6 weeks
- Expedited service: Same-day or 24-hour via Orange County Apostille
Do Apostilles Expire?
Apostilles themselves do not expire, but some foreign entities may request documents issued within the last 3–6 months.
What Documents Cannot Be Apostilled?
- Photocopies that are not notarized
- Documents altered or damaged
- Uncertified records
Conclusion
If you are sending a document to another country, it’s critical to determine whether it needs an apostille. Whether it’s for immigration, marriage, education, business, or personal use, an apostille ensures your documents will be accepted internationally without issue.
Let Orange County Apostille simplify the process for you with fast, professional service.
Book your appointment today and get your documents authenticated with confidence!
