Requirements for Apostille, Notary & Legalization Services
Use this page as your master checklist for working with Orange County Apostille—whether you need a simple notary, a California apostille, a federal authentication, or full embassy legalization.
Below you will find what we typically require for each type of service, how to prepare your documents, and what to expect when sending items to us from California, other U.S. states, or abroad.
At a Glance: What We Usually Need From You
Universal Requirements
- Clear description of which country your documents will be used in.
- Details on the purpose (marriage, work, study, property, court, etc.).
- Originals or certified copies of your documents (no photos-only).
- Service timeline you are working with (ideal completion date).
- Shipping preferences for your completed documents.
We use this information to decide whether your case requires an apostille, federal authentication, consular legalization, or a combination.
Identification Requirements
- Valid, unexpired government-issued photo ID (for notary services in California).
- Name on the ID should reasonably match the name appearing on the document.
- Signer must appear in person for notary work (no remote stand-ins unless allowed by law).
- For minors, parents or legal guardians must provide proof of authority where required.
Acceptable IDs and rules are based on California notary laws and may be different in other states.
Document Condition & Format
- Documents must be complete, legible, and free of major blank spaces or missing pages.
- Vital records often must be recent certified copies from the issuing authority.
- Foreign-language documents may need a certified translation for some destinations.
- Digital PDFs can be used for review, but most apostille/legalization work requires physical originals.
Notary Requirements (California & Mobile Notary)
Many apostille and legalization workflows begin with a properly executed notarization. If we are notarizing documents for you in California, the following requirements generally apply.
Acceptable Identification
- State-issued driver license or identification card (current or within allowable expiration window).
- U.S. passport or U.S. passport card.
- Foreign passport that meets California notary identification standards.
- U.S. military ID, or other qualifying government-issued ID that contains a photo, description, signature, and ID number.
Photocopies of IDs are not sufficient for notarization. The signer must bring the original physical ID.
Personal Appearance & Capacity
- The person whose signature is being notarized must appear in person in front of the notary.
- The signer must be able to communicate, understand the document, and sign willingly.
- For physically unable signers, special accommodation rules apply; advance notice is recommended.
- We cannot proceed if there is any sign of duress, coercion, or lack of capacity.
Document Format for Notarization
- All pages should be present and filled out to the extent possible before the appointment.
- No essential blanks should remain that could be completed after signing, unless clearly marked.
- If your document lacks California-compliant notarial wording, we can attach the correct certificate.
- For powers of attorney or affidavits, any referenced exhibits should be ready at the time of signing.
California Apostille & State-Level Requirements
Apostilles are issued by the state where the document originated. When your document was issued or notarized in California and is destined for a Hague Convention country, we typically obtain a California apostille.
Requirements by Document Category
| Document Type | What We Typically Need | Key Requirements |
|---|---|---|
| California Birth, Marriage, Death Certificates | Certified copy issued by a California County Recorder/Clerk or the California Department of Public Health. | Signature of the local or state official must be on file with the California Secretary of State. Older or unusual certificates may need to be reissued as newer certified copies. |
| California Divorce Decrees & Court Orders | Certified copy from the Superior Court, including the court's seal and clerk’s certification. | Court clerk’s signature must be recognized by the state. Some courts require an additional certification before the Secretary of State will issue an apostille. |
| Notarized Affidavits & Powers of Attorney | Original notarized document with complete California notarial wording and notary seal. | The notary public must be properly commissioned in California and in good standing, with a signature on file with the Secretary of State. |
| Business & Corporate Documents | Certified copies of incorporation documents, good standing certificates, or other records from the California Secretary of State or appropriate state agency. | The issuing officer’s signature and title must match what the Secretary of State can authenticate. Sometimes a fresh certified copy is required. |
| School Records (Diplomas, Transcripts) | Either notarized by a school official in front of a notary or accompanied by a notarized custodian statement. | Public school documents may route through county or state offices; private institution documents usually rely on notarized certification by an authorized representative. |
U.S. Federal Apostille & Authentication Requirements
Certain documents are federal in nature and must be authenticated at the national level before they can be used abroad. When these documents are destined for a Hague Convention country, they may receive a federal apostille; for non-Hague countries, they typically receive a federal authentication for later consular legalization.
Common Examples
- FBI background checks.
- Certificates of naturalization or citizenship (subject to issuing agency rules).
- U.S. Patent and Trademark Office documents.
- U.S. District Court documents and federal court judgments.
- Certain federal agency letters or certifications (FDA, USDA, etc.).
Typical Federal Requirements
- Original or properly issued federal document, not just a scan.
- If notarization is involved, the notarization must comply with the rules of the state where the notary is commissioned.
- Clear indication of your destination country (Hague or non-Hague).
- Any country-specific forms or cover sheets required at the federal level.
After Federal Authentication
- For Hague countries: federal apostille may be the final step for the document itself.
- For non-Hague countries: the document often continues on to the foreign embassy or consulate in the U.S.
- Some countries require additional in-country registration after arrival.
Embassy & Consulate Legalization Requirements (Non-Hague Countries)
When a document is going to a non-Hague country, an apostille alone is not sufficient. Instead, the foreign authority usually requires a chain of authentications ending with its embassy or consulate.
Typical Legalization Workflow
- Proper notarization or certified original document (state or federal level).
- Authentication by the appropriate Secretary of State or U.S. Department of State office.
- Submission to the foreign embassy or consulate with their required forms.
- Payment of consular fees and any courier/shipping arrangements.
- Possible additional verification or registration once the document is in the destination country.
What We Usually Need for Legalization
- The country where the document will be used and the specific purpose.
- Any written instructions you received from your foreign lawyer, school, agency, or court.
- Original document or certified copy meeting the issuing state’s requirements.
- Approval for us to follow the consulate’s preferred filing method (mail-in, in-person, or courier).
Common Consular Requirements
- Completed consular forms and applications, signed where required.
- Copy of the applicant’s passport or ID to match the name on the document.
- Country-specific notarization or translation rules (for example, needing translations in the official language).
- Return shipping label or authorization so the consulate can send documents back after processing.
Each consulate sets its own rules. We follow the instructions in effect at the time of submission.
Translation Requirements
Many foreign authorities require documents to be presented in their official language. This can affect both Hague and non-Hague cases. We work with certified translators and structure translation timing around the apostille or legalization steps.
When Are Translations Required?
- When the foreign authority specifies that documents must be in the local language.
- For court filings, immigration petitions, or school enrollments abroad.
- For marriage, adoption, or inheritance documents handled by foreign civil registries.
Translation Format & Certification
- Certified translation statement signed by the translator or translation company.
- In some cases, the translation certificate must be notarized and then apostilled or legalized.
- Some countries require translations by a court-certified or sworn translator within that country.
Before or After Apostille?
Depending on the country, it may be preferable to:
- Obtain the apostille or authentication on the English original first, then translate both the document and apostille; or
- Translate first, notarize the translator’s statement, then apostille or legalize that notarized certificate.
We help you pick the sequence that meets your foreign authority’s expectations.
Special Requirements by Document Category
Different documents follow different rules. Below is a general guide to help you understand what we typically look for before accepting your file for processing.
Birth, Marriage, Death Certificates
- Recent certified copies from the correct state or county office.
- All security features and seals intact and legible.
- No alterations, erasures, or corrections.
- For out-of-state certificates, we follow that state’s apostille rules.
Court Orders, Divorce Decrees, Adoption
- Certified copies issued by the court clerk with visible seal and certification language.
- Multi-page documents should be bound or clearly marked as a complete set.
- Any confidential information requirements must be considered before filing abroad.
Company Documents
- Certified copies or original certificates from the Secretary of State or corporate registry.
- Up-to-date documents for good standing, incorporation, or authority to transact business.
- For powers of attorney, resolutions, or minutes, proper notarization of the signatory.
Diplomas, Transcripts, Employment Letters
- Signed by an authorized school or HR official.
- Notarized in front of a notary if required by the receiving country.
- Certified translations if used in a non-English-speaking jurisdiction.
POA for Property, Family & Business
- Signer must appear before a notary with valid ID and sign willingly.
- Wording should match the legal requirements of the destination country when possible.
- For non-Hague countries, POAs often require full consular legalization.
Marriage Licenses, Certificates & Affidavits
- Certified marriage certificates for use abroad (not the license alone).
- Single status or capacity-to-marry affidavits notarized with correct notarial wording.
- Additional requirements may apply if the foreign country is issuing a marriage visa or recognition.
Shipping, Handling & Document Safety Requirements
Apostille and legalization work is done on original documents or certified copies. To protect your paperwork, we follow careful handling and shipping practices.
Before You Ship to Us
- Make clear photocopies or scans for your records before mailing originals.
- Use a trackable shipping method with adequate packaging to prevent bending or moisture damage.
- Include a written summary of which documents are enclosed and which countries they will be used in.
- Do not staple originals excessively; state and federal offices may remove and re-staple them.
How We Handle Your Documents
- Documents are routed only to the government offices and consulates required for your case.
- We track major milestones (submission, pick up, mailing) as they move through the workflow.
- We keep copies or scans when appropriate for status updates and recordkeeping.
Return Shipping Requirements
- We recommend a trackable shipping option for the return of your documents.
- If a consulate must mail them back directly to you, we follow their requirements for labels or envelopes.
- Some clients choose to provide pre-paid labels or account information for their preferred carrier.
Frequently Asked Questions About Requirements
1. Do I always need original documents, or can you work from scans?
Scans are useful for initial review, but most apostille, authentication, and legalization work must be done on original documents or certified copies. Government offices and consulates generally will not accept a printed PDF in place of a certified original. We can review scans first and then confirm exactly which originals you should send.
2. How recent do my birth or marriage certificates need to be?
Requirements vary. Some authorities accept older certified copies as long as they remain legible and intact. Others require certificates issued within a certain number of months. When in doubt, it is often safer to order a fresh certified copy, especially for international marriage, citizenship, or immigration cases.
3. Can I notarize and apostille a document that is already signed?
Notaries in California must witness the signer’s signature or receive a proper acknowledgment from the signer. If a document is already signed, the signer must still appear before the notary and confirm the signature. After a proper notarization is completed, we can proceed with the apostille or authentication as needed.
4. What if my ID is expired?
California notary laws are strict about acceptable identification. Some expired IDs may still be acceptable within a defined window; others are not. If your ID is expired, we will discuss alternatives such as renewing the ID, obtaining a new passport, or using credible witnesses where permitted by law and appropriate to the situation.
5. Can you use one document for multiple countries at the same time?
Sometimes a single apostilled document can be used in several Hague Convention countries. However, if you are dealing with a mix of Hague and non-Hague countries, or if different authorities need original documents, we may recommend obtaining multiple certified copies so each can follow its own pathway without risk of loss or conflict in requirements.
6. Do overseas authorities ever require notarization in their own country instead?
Yes. Some procedures require both a U.S. notarization/apostille and a second step in the foreign country, such as registration before a local notary, court, or civil registry. Our role is to prepare the U.S. side properly so the foreign authority can complete its local requirements without rejecting your paperwork.
7. Are there special requirements for adoption or child-related documents?
Adoption, guardianship, and child-travel documents are often subject to heightened scrutiny. Authorities may require specific wording, certified translations, and multiple layers of authentication. We review any instructions from your agency, court, or attorney and align our notarization, apostille, and legalization steps with those written requirements.
8. Can you help if my documents come from multiple U.S. states?
Yes. It is common for a single case to involve records from several states—for example, a birth certificate from one state, a marriage certificate from another, and court orders from a third. We coordinate the necessary apostilles or authentications in each state and then reassemble the complete file for you or for the consulate handling your case.
9. What if my foreign consulate gave me instructions that conflict with what I read here?
This page is a general guide. If written instructions from your consulate, embassy, or foreign lawyer differ, we treat those instructions as controlling for your case. We will review them with you, clarify any ambiguous language, and then tailor our requirements and process so your documents match exactly what the foreign authority is expecting.
10. Do I need to be physically present for apostille or legalization work?
You must be present for any notarization we perform that involves your signature. Once the document is properly notarized or once we receive certified originals, we can usually complete the apostille, federal authentication, and consular legalization without you having to appear in person at government offices or consulates.
11. Can you handle documents that are already partially apostilled or legalized?
In many cases, yes, but we will need to examine the current stamps and certificates to see what has already been done and whether any steps need to be repeated due to changes in requirements, expiration of earlier certifications, or missing intermediary steps. Sending clear scans first is very helpful for this type of review.
12. Are there extra requirements for corporate documents being used to open bank accounts abroad?
Banks often require very specific combinations of corporate documents, resolutions, and signatures. They may also insist on recent dates and certified translations. We encourage you to obtain the bank’s checklist and share it with us so we can align our apostille or legalization work with their exact requirements.
13. How do I know if my country is a Hague (apostille) or non-Hague (legalization) destination?
You can simply tell us the country where your documents will be used. We monitor the official status of the Hague Apostille Convention, including new accessions and changes in practice, and we will confirm whether your case follows an apostille pathway or requires full consular legalization.
14. Can you work with documents that are laminated?
Lamination can be a problem because it may obscure security features or prevent government offices from adding stamps, stickers, or staples. Many authorities strongly discourage or refuse laminated vital records. If your important documents are laminated, we may recommend ordering new certified copies before proceeding.
15. What if my name has changed since the document was issued?
Name changes are common and usually manageable. In some cases, you may need to provide additional supporting documents (such as marriage certificates, court name-change orders, or affidavits) so that foreign authorities can see the connection between your current name and the name on the original document. We help you decide which supporting records to include and how they should be notarized or authenticated.
16. Do you set the requirements, or do the governments and consulates?
All substantive requirements—what must be notarized, apostilled, authenticated, or legalized—are set by the relevant state, federal, and foreign authorities. Our role is to interpret those rules, keep track of changes, and translate them into a clear checklist for you. The information on this page summarizes how those outside rules typically apply in practice.
Requirements for Apostille
In order for your document to be eligible for an apostille, it must meet three essential criteria. These steps ensure that your paperwork will be internationally recognized in all countries that are members of the Hague Apostille Convention, without the need for further embassy or consulate legalization:
Certified Vital Record
If your document is a vital record, such as a birth certificate, death certificate, or marriage certificate, it must be issued by the appropriate state or county government office and bear the official seal and signature of the issuing authority. To learn more about which documents qualify and how to obtain certified copies, visit our page on vital records for apostille.
Properly Notarized Document
If your document is not a vital record (e.g., a power of attorney, affidavit, school transcript, or business agreement), it must be notarized by a commissioned California notary public. A valid notary acknowledgment or jurat must be attached to meet state authentication requirements. You can request notarization directly during the Appointment Checkout process if needed. For more information, visit our guide on notarizing documents for apostille.
Destination Country Must Be a Hague Member/Non-Hague
Apostilles are only valid for use in countries that are members of the Hague Apostille Convention of 1961. If the country where your document will be submitted is not a member, you may require embassy or consulate legalization instead. You can view the official and up-to-date list of Hague Convention countries here.
Certified Vital Records
Birth, Marriage, Death vital records must be certified copies from the County Clerk Recorder Office. For Courthouse Documents, the Deputy Clerk must sign and stamp the back of your court document.
Notarized Documents
Agreements, Contracts, Bylaws, Driver Licenses, Passports, Power of Attorneys, etc. must be properly notarized following California State Notary Laws.
Out of State Vital Records
Out-of-State vital record like a Birth, Death, Marriage certificate must be certified by a California Notary Public.
Hague Convention Countries
Only Countries within the Hague Convention will accept and recognize Apostilled documents.
An apostille certifies the document(s)
Apostilles authenticate the seals and signatures of officials on public documents such as birth certificates, court orders, or any other document issued by a federal agency or certified by a U.S. or foreign consul. An apostille certifies the document(s), so the document can be recognized in foreign countries that are members of the 1961 Hague Convention Treaty. We only issue apostilles for federal documents to use in countries that are members of the 1961 Hague Convention.
Important Pre-Submission Requirements for Apostille Services
Before sending your documents to Orange County Apostille for processing, please ensure the following steps are completed to avoid delays or rejections:
Each Document Must Be Properly Notarized
All documents must be signed in front of a California-commissioned notary public, and the notarial act must include a valid Notary Acknowledgment or Jurat certificate. The notarization must be current and in compliance with California notarial laws. We cannot accept documents that are incomplete, improperly notarized, or missing required seals.
Original Signatures and Seals Required
Every document submitted must contain original, wet-ink signatures and official seals. Photocopies or digital versions are not acceptable unless they meet strict requirements.
Copies Must Be Notarized as “True Certified Copies” (When Allowed)
If you are submitting copies rather than originals, they must be notarized by a notary public as a “true certified copy.” Please note that not all documents are eligible for this type of certification.
Vital Records and Court-Issued Documents Must Be Officially Certified
The following documents cannot be notarized as true copies and must be certified directly by the issuing government authority:
Birth certificates
Marriage certificates
Death certificates
Divorce decrees
Court judgments and other legal orders
FBI background checks and other federally-issued documents
These documents must be obtained as official certified copies from the appropriate County Clerk-Recorder’s Office, Superior Court, or federal agency, depending on the nature of the document. Learn more about how to obtain California certified vital records and how to request federal background checks.
3 Main Apostille Rules
1. Vital Records/Court Documents
Birth Certificates, Marriage Certificates, Death Certificates, Divorce Judgments, Name Change Petitions, etc.
Vital Records and Court Documents must be certified by the County Clerk Office or Courthouse they are issued from
2. Copy Certifications
Diplomas, Passports, Driver Licenses, Transcripts, Bank Statements, Power of Attorneys, Out-of-State Vital Records
Documents being copied and certified by a Notary Public must be properly notarized and must be a copy of the document that is being certified
3. Non-Vital Records/Notarized Documents
Letters, Contracts, Power of Attorneys, Bills of Sale, Applications, Agreeements, etc.
Non-Vital Records/Notarized Documents must be properly notarized by a State of California Notary Public
Vital Record Apostille
Submitting Vital Records for Apostille: What You Need to Know
When preparing vital records for apostille—such as birth certificates, marriage certificates, or death certificates—it is crucial that you submit an original certified copy issued directly by the County Clerk or County Recorder’s Office. Only these government-issued certified copies are eligible for apostille processing. Photocopies, scanned images, or unofficial duplicates will be automatically rejected by the California Secretary of State or other state authorities.
A valid certified copy will include the phrase “Certified Copy of Vital Record” either printed, stamped, or embossed along the bottom or margin of the document. This official certification signifies that the document has been verified and authenticated by the issuing government agency and is legally recognized as a true record.
Key Requirements for Apostilling Vital Records:
• The document must be issued within the United States for it to qualify for U.S. apostille processing under the Hague Apostille Convention.
• The document must be unaltered, clearly legible, and free from damage, tears, illegible stamps, or missing sections.
• Certified copies issued by the California Department of Public Health (CDPH) or any County Recorder’s Office in California are fully acceptable for apostille through Orange County Apostille. You can learn more about CDPH-issued certificates here.
• If your document does not clearly state “Certified Copy of Vital Record,” it likely does not meet the criteria for apostille and will need to be replaced.
What to Do if Your Document Doesn’t Qualify
If you’re uncertain whether your vital record is eligible for apostille, it’s best to contact our office directly for assistance. We can evaluate your document and let you know if it meets the necessary standards. If your record is not acceptable, you will need to request a new certified copy from the appropriate County Clerk or Recorder’s Office to ensure compliance.
Taking this step early helps prevent processing delays and ensures your document will be accepted for international use. At Orange County Apostille, we handle the entire apostille process—from document review and notarization (if needed) to final certification by the Secretary of State—making it easy, secure, and compliant every step of the way.
For additional guidance on submitting vital records for apostille, visit our frequently asked questions page or schedule an appointment online.
Non-Vital Record Documents
Notarization Requirements for Non-Vital Record Documents
Documents not classified as Vital Records—such as academic diplomas, school transcripts, professional licenses, certifications, passports, and out-of-state documents like a New York birth certificate—must be properly notarized by a commissioned Notary Public before they can be submitted for apostille processing in California.
Unlike certified vital records (e.g., birth, death, or marriage certificates issued directly by a government agency), these documents require an additional layer of authentication to confirm their legitimacy. Notarization serves as that essential step, certifying the identity of the signer and the authenticity of the document to meet both state and international standards.
Apostille Acceptance Criteria for Non-Vital Documents
To be accepted for apostille processing by the California Secretary of State, the document must meet all of the following conditions:
Signed in the presence of a California Notary Public
Accompanied by a valid notarial certificate (typically an Acknowledgment or Jurat)
Free from physical damage or alterations that could invalidate its authenticity
Issued in California, or accompanied by a notarized affidavit explaining its origin if it’s an out-of-state document
Intended for use in a Hague Apostille Convention country
If you’re unsure whether your out-of-state document qualifies or requires a notarized affidavit, we can help you prepare and notarize the affidavit to ensure it’s accepted for apostille in California.
Why Notarization Matters
Notarization is not just a formality—it’s a legal safeguard. For documents not issued by a government office, notarization confirms that:
The signer appeared before the notary voluntarily
The signer’s identity was properly verified
The document was reviewed for completeness at the time of notarization
This notarized step allows the Secretary of State or other competent authority to authenticate the document and issue an apostille that complies with the Hague Apostille Convention of 1961, eliminating the need for additional embassy or consulate legalization in participating countries.
Need Help? We’re Here to Guide You
At Orange County Apostille, we provide professional notary, translation, and apostille services all under one roof. If your document is not yet notarized, we can assist with the notarization process during your appointment. Simply request notarization in the Appointment Checkout process and our commissioned notaries will take care of everything on-site.
Unsure whether your document needs notarization or qualifies for an apostille? Visit our FAQs or contact us directly. We’ll review your document, explain your options, and ensure you meet all international document authentication requirements—saving you time, stress, and costly rejections.
Notary Acknowledgement/Jurat
Notarial Certificate Requirements for Apostille Certification
When submitting a document for apostille certification, any document that requires notarization must include a valid notarial certificate—either an Acknowledgment or a Jurat—that has been properly completed and signed by a commissioned notary public. These notarized certificates are not optional; they are essential to ensure that your document will be accepted by the California Secretary of State, the U.S. Department of State, or any foreign authority that recognizes apostilles under the Hague Apostille Convention.
Notarial acts serve as the official, legal confirmation that the signer of the document has appeared before the notary, been positively identified, and either acknowledged the contents or sworn to their truthfulness.
Types of Notarial Certificates Accepted for Apostille
1. Acknowledgment
An Acknowledgment certifies that the signer personally appeared before the notary, was properly identified, and voluntarily signed the document. This is the most common form of notarization and is typically required for:
2. Jurat
A Jurat requires the signer to swear or affirm that the contents of the document are true and correct. The signer must sign the document in the presence of the notary. This form of notarization is typically used for:
Avoid Apostille Rejection: Follow Proper Notarial Guidelines
If your document lacks a properly completed Acknowledgment or Jurat, or if the notary stamp, signature, or date is incomplete, illegible, or improperly formatted, your apostille request will be rejected by the relevant government authority. It’s critical that the notarial wording complies with state-specific legal standards, especially in states like California, where strict formatting rules apply.
You can review official notarial certificate guidelines here:
California Secretary of State – Sample Notarial Certificates
National Notary Association – Understanding Acknowledgments and Jurats
Let Our Experts Help
At Orange County Apostille, we specialize in preparing documents that are apostille-ready. If you’re unsure whether your document has the correct notarial certificate, or you need help adding one, we offer on-site notarization, mobile notary services, and document review prior to apostille submission. We also provide fully compliant notarization during the online appointment checkout process, giving you peace of mind that your documents will not be delayed or rejected.
For assistance or to schedule an appointment, visit our booking page.
Frequently Asked Questions
Common questions you may have.
An apostille is required for public documents that will be used in a foreign country that is a member of the Hague Apostille Convention. Common documents include birth certificates, marriage certificates, death certificates, FBI background checks, school transcripts, diplomas, and powers of attorney. Only original certified copies or notarized documents are eligible for apostille. Learn more at the California Secretary of State Apostille page.
Yes—if your document is not a certified government-issued record (like a birth or death certificate), it must be properly notarized by a California notary public. Documents like affidavits, letters, or authorizations require a valid notarial certificate, such as an Acknowledgment or Jurat, in order to be apostilled.
No. The California Secretary of State only issues apostilles for original certified copies or notarized originals. Photocopies, scans, or emailed PDFs cannot be apostilled unless the copy is first notarized as a true copy (which is limited to specific document types). Learn more on the California Apostille Requirements.
A certified document is issued by a government agency (like a vital record from the county registrar or state health department). A notarized document is a document signed in front of a notary public, who verifies the signer’s identity. Both types can be apostilled, but they must meet different eligibility standards. See more at the CDC Vital Records Directory.
Yes. We handle both state-level apostilles (issued by the California Secretary of State) and federal apostilles (issued by the U.S. Department of State in Washington, D.C.). Federal apostilles are typically required for documents like FBI background checks, naturalization certificates, and federal court records. For federal requirements, visit the U.S. Department of State Apostille page.
To apostille a California birth or marriage certificate, you must provide a certified copy issued by the County Clerk or the California Department of Public Health (CDPH). It must be signed by an official whose signature is on file with the Secretary of State. For ordering certified copies, visit the CDPH Vital Records page.
Yes, but it depends on the document type. If the document is in another language and requires notarization, a qualified notary fluent in that language must perform the notarization. For vital records in other languages, certified translations may be required. We also offer translation services to ensure compliance.
Standard processing through the California Secretary of State can take 2–3 weeks by mail. However, Orange County Apostille offers expedited apostille service with faster turnaround times, often within 1–3 business days, depending on document type and location. Check current timelines at the California Apostille Authentication page.
Over 125 countries accept apostilles under the Hague Apostille Convention. Countries like Mexico, Spain, Italy, France, Japan, Brazil, and South Korea are members. For a full list, visit the HCCH official site.
If the destination country is not a party to the Hague Apostille Convention, your document will require consular legalization, which involves additional steps including notarization, certification by the Secretary of State, authentication by the U.S. Department of State, and legalization by the foreign consulate. For help with this process, contact Orange County Apostille.
No, apostilles do not expire, but the validity of the underlying document may affect acceptance. For example, some countries require that birth certificates or background checks be issued within the last 90 days. Always check with the requesting agency in the destination country for time-sensitive requirements. Learn more from the U.S. Department of State FAQ.
Yes. Orange County Apostille offers in-person appointments and mobile notary apostille service in Irvine, Anaheim, San Juan Capistrano, and surrounding areas. We are available 7 days a week by appointment. Book your visit at https://orangecountyapostille.org or call us to schedule a drop-off or house call.
What is an apostille?
An apostille is a certificate issued by a competent authority that authenticates the origin of a public document for use in countries that are members of the Hague Apostille Convention of 1961. It confirms the signature, the capacity of the person signing, and the seal or stamp on the document. This process ensures that the document will be accepted in another country without further authentication.
Which countries accept apostilles?
Only countries that are parties to the Hague Convention of 1961 accept apostilles. These include major destinations like Mexico, Italy, France, Spain, Japan, South Korea, Australia, and over 120 others. If your destination country is not a member, you will need consular legalization instead.
What kinds of documents can be apostilled?
You can apostille:
•Vital records (birth, marriage, death)
•Divorce decrees
•Power of attorney
•School transcripts
•FBI background checks
•Naturalization certificates
•Corporate documents
Each document type must be properly issued or notarized depending on the requirements of your state or federal office.
Who issues apostilles in the United States?
Apostilles are issued by:
•The Secretary of State for state-issued or notarized documents
•The U.S. Department of State for federal documents (e.g., FBI, USCIS)
Who issues apostilles in the United States?
Apostilles are issued by:
•The Secretary of State for state-issued or notarized documents
•The U.S. Department of State for federal documents (e.g., FBI, USCIS)
What’s the difference between an apostille and notarization?
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Do I need a translation before getting an apostille?
If the document is in a foreign language, the translation may need to be notarized and apostilled separately. For international submission, translations must usually be certified and accurate.
Can I apostille a marriage certificate?
Yes, but it must be a certified copy issued by the County Clerk or State Registrar. Photocopies or church-issued certificates are not acceptable.
Can I use an apostille more than once?
No. Apostilles are single-use documents intended for submission to a specific foreign country or agency.
Can someone else submit my document for an apostille?
Yes, you can authorize a third party, such as a friend, attorney, or professional apostille service provider like Orange County Apostille.
How do I know if I need a state or federal apostille?
If your document is issued by a state or notarized by a state-commissioned notary, it requires a state-level apostille. If it is a federal document, like an FBI background check or a certificate of naturalization, it must be authenticated by the U.S. Department of State.
Can I apostille a notarized document?
Yes, but it must have a valid notary acknowledgment or jurat. Incomplete or improperly notarized documents will be rejected. The notary must use the exact language required in their state.
Can I apostille a photocopy?
Only if it’s:
•A certified copy from the issuing authority (e.g., certified birth certificate)
•Or a copy notarized by a licensed notary public
Plain, unnotarized photocopies cannot be apostilled.
Can I get an apostille for a document issued in another state?
No. Each state’s Secretary of State only processes documents issued or notarized in that state. For example, a Texas birth certificate must go to the Texas Secretary of State.
What is the Hague Apostille Convention?
The Hague Apostille Convention of 1961 simplifies the process of legalizing documents for international use. It replaced the lengthy and costly consular legalization process with a single form of authentication called the “apostille.”
Do I need to send original documents?
Yes, apostilles require original notarized or certified documents. Copies are typically not acceptable unless notarized.
Can I apostille an FBI background check?
Yes. First request the FBI report, then send it to the U.S. Department of State for a federal apostille. Processing takes several weeks unless expedited.
Can I apostille a diploma or transcript?
Yes, but requirements vary by school and state. Typically:
•Get a certified copy from the registrar
•Notarize if required
•Submit for apostille
Can I apostille a document for use in a non-Hague country?
No. Countries not part of the Hague Convention require embassy or consulate legalization, not an apostille.
What happens if my apostille is rejected?
Rejections occur due to:
•Incorrect notarization
•Wrong document type
•Issued in the wrong jurisdiction
You’ll need to correct the issue and resubmit.
