Orange County Apostille Service
Orange County Apostille Service provides fast, reliable apostille and document authentication services for state and federal documents. Located in Southern California, we specialize in processing documents through the California Secretary of State and the U.S. Department of State in Washington, D.C. Whether you need to apostille personal, legal, or corporate documents for international use, we ensure a smooth, accurate, and hassle-free experience from start to finish.
Requirements
The Document Must Originate from the Correct Jurisdiction
For state-level apostilles, the document must be issued or notarized in the USA. For federal apostilles, the document must originate from a U.S. federal agency (e.g., FBI, IRS, USCIS). We ensure it is routed to the appropriate authority—either the California Secretary of State or the U.S. Department of State in Washington, D.C.
The Document Must Be Properly Certified or Notarized
Public documents must be originals or certified copies issued by the appropriate agency. Notarized documents must include a complete, correct notarial certificate with a wet signature and notary seal. We review all documents to ensure they meet official apostille standards before submission.
The Destination Country Must Be a Member of the Hague Apostille Convention
Apostilles are only issued for documents being used in countries that are members of the Hague Apostille Convention. If the country is not part of the convention, your documents will need embassy or consulate legalization instead. We can help determine the correct authentication process based on your destination.
You Must Schedule an Appointment
To ensure fast and personalized service, all clients are required to book an appointment with Orange County Apostille. This allows us to review your documents in advance, confirm eligibility, and streamline processing. Appointments are available in-person, by phone, or virtual for your convenience. Book your appointment here.
Types of Apostilles: Vital Records vs. Notarized Documents
Apostilles are issued for different types of documents, and it’s important to know the difference. Vital records—such as birth, death, marriage, and divorce certificates—must be certified copies issued by the state, typically from the county clerk or state health department. In contrast, notarized documents—like powers of attorney, affidavits, and business letters—must be properly notarized by a commissioned notary public before they can be apostilled. Each type follows a unique process for authentication, and we ensure your documents are handled correctly based on their category.
Vital Records
Vital records include government-issued documents such as birth certificates, death certificates, marriage certificates, and divorce decrees. These documents must be certified copies issued by the county or state registrar, typically the California Department of Public Health or County Clerk’s Office. You cannot notarize a vital record—you must obtain an official, certified version with a registrar’s seal and signature. Once certified, these records are eligible for a state apostille from the California Secretary of State. These documents are commonly required for immigration, dual citizenship, or marriage abroad.
- Birth Records
- Death Records
- Marriage Records
- Certified Court Documents
Notarized Documents
Notarized documents are typically personal, legal, or business documents that have been signed in front of a commissioned notary public. Examples include affidavits, powers of attorney, corporate resolutions, permission letters, and declarations. The notary must include proper California-compliant wording, a valid stamp, and a wet signature. Once properly notarized, these documents can be submitted for an apostille through the California Secretary of State. Notarized documents are often used for business transactions, travel consent, property matters, and legal representation abroad.
- Letters/Agreements/Contracts
- Power of Attorneys
- Travel Consent Forms
- Wills/Trusts/Estate Documents
Important Note
Please make sure your vital records (birth, death, marriage certificates) are original, certified copies, and please make sure your Notary documents are properly notarized by a valid, licensed Notary Public
Notary Acknowledgment
Copy Certification By Document Custodian
Certified Vital Record
Certified Vital Record
Frequently Asked Questions
Find answers to your most common questions here.
An apostille is an official certificate issued by a government authority that verifies the authenticity of a public document for use in another country. It confirms that the signature, seal, or stamp on the document is valid and recognized by the issuing authority. You need an apostille if you’re using U.S. documents in a country that is part of the Hague Apostille Convention. This applies to personal, legal, academic, and corporate documents used internationally. Without an apostille, your document may not be accepted abroad for immigration, marriage, business, or legal purposes.
You can get an apostille in Orange County through Orange County Apostille, your trusted local expert in document authentication. While the Secretary of State doesn’t have a public walk-in office in Orange County, we handle the entire process for you—no need to travel to Sacramento or mail documents yourself. Our office is conveniently located for in-person appointments, and we also accept mail-in and drop-off submissions. We’re here to help individuals, families, and businesses get their documents apostilled quickly and correctly. Schedule your appointment here.
Yes, apostille requests can be submitted by mail to our Irvine office: 17875 Von Karman Avenue, Suite 150, Irvine, CA 92614. We handle the apostille process for you, ensuring your documents are complete and compliant before mailing them out or submitting them by courier. We also offer local drop-off options for clients who prefer not to mail their sensitive documents. This reduces the chance of rejection and saves valuable time.
We can apostille a wide range of documents including birth certificates, marriage certificates, death certificates, divorce decrees, diplomas, transcripts, notarized letters, powers of attorney, corporate bylaws, certificates of good standing, and more. The document must either be a certified original issued by a California or federal agency, or a properly notarized copy. If you’re unsure whether your document qualifies, we offer a free document review. We also handle federal apostilles for documents like FBI background checks through our Washington, D.C. office.
Yes, you can apostille a notarized document as long as it was notarized by a California notary public and includes a complete notarial certificate. The notarization must follow California’s legal standards, with a visible seal and the correct wording. If your document is missing any required elements, it may be rejected. At Orange County Apostille, we offer notary services in-house to ensure your documents meet all requirements. We’ll also verify your notarized documents before submitting them for apostille.
Got other questions?
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Additional FAQs
Your questions answered simply and clearly.
Yes, you can. For visa applications in countries like Spain, Portugal, Italy, and South Korea, an FBI background check is often required and must be apostilled by the U.S. Department of State. First, request your background check directly from the FBI’s official Identity History Summary portal. Once you receive the digital or hard copy, we can submit it for federal apostille processing in Washington, D.C. The apostille certifies the document for international legal use under the Hague Apostille Convention. Processing time typically ranges from 4–7 business days.
Yes, the Philippines requires a Special Power of Attorney (SPA) to be notarized by a California Notary Public before it can be apostilled. Once notarized, we submit it to the California Secretary of State for apostille certification. This is a common requirement for individuals granting authority to family members for legal matters, real estate, or bank transactions in the Philippines. If the SPA will be used for non-Hague countries, it may require consular legalization instead. With Orange County Apostille, we ensure your SPA is properly prepared and meets Philippine requirements for legal recognition.
For use in Mexico, Italy, or Colombia, your Special Power of Attorney must first be notarized by a California Notary Public. After notarization, we submit it for apostille at the California Secretary of State. These countries are part of the Hague Apostille Convention, so once apostilled, the document is legally recognized abroad without needing further legalization. SPAs are frequently used for property transactions, inheritance, or immigration-related matters. We help ensure your document is compliant, properly notarized, and processed quickly for international use.
A Single Status Affidavit is a sworn statement confirming that you are legally free to marry. It’s often required if you’re planning to marry abroad in countries like Italy, Mexico, or the Dominican Republic. First, the affidavit must be notarized by a California Notary Public, and then we can submit it for apostille certification with the California Secretary of State. Some countries may also request the affidavit be translated and certified. Orange County Apostille ensures the affidavit meets formatting and notarization standards to avoid rejection by foreign marriage authorities.
Yes, we can. Certified court documents such as divorce judgments, custody orders, or legal name changes can be apostilled, but they must be certified by the court clerk from the issuing California court. We then submit them to the California Secretary of State for apostille processing. These documents are often required for immigration matters, remarriage, or child custody cases abroad. Make sure the certified copy is recent and bears the original court seal or certification. We’ll guide you through obtaining the correct version and apostilling it quickly and efficiently.
To apostille a Power of Attorney for Italy, it must be first notarized in California. Then, we submit it to the California Secretary of State for apostille certification. Italy is part of the Hague Apostille Convention, so the apostille replaces the need for consular legalization. These powers of attorney are often used for property sales, inheritance, or visa applications. Our team ensures the notarial act is properly completed and the document is processed promptly for legal use in Italy.
Yes. To use a school diploma or transcript in Spain or South Korea, it must be issued by an accredited institution and accompanied by a notarized declaration or school registrar certification. Once notarized, we can submit it for apostille to the California Secretary of State. These countries accept apostilled educational documents for student visa applications, job contracts, and university enrollment. Make sure the document is an original or certified true copy. We help ensure your education documents meet international requirements for recognition.
While the apostille itself is issued in English, many countries—such as Colombia or South Korea—require an official translation of your apostilled documents into their native language. The apostille authenticates the document’s origin, but the receiving authority may not process it unless it’s properly translated. We recommend working with a certified translation service that includes a notarized affidavit of accuracy. Once translated, both the original and translated versions are usually submitted together abroad. Orange County Apostille can refer you to reputable translators and guide you through this extra step.
California documents such as birth certificates or notarized affidavits are typically apostilled in 1–2 business days through the California Secretary of State. In contrast, federal documents like FBI background checks must go through the U.S. Department of State in Washington, D.C., which can take 12 to 13 business days or longer. We expedite both state and federal apostille processes, and our D.C. office handles all federal submissions. Turnaround times may vary depending on urgency, shipping, and volume, but we offer express options for clients needing faster service.
Yes, we can apostille Medical Device Certificates issued by a U.S. manufacturer or distributor, provided the document is properly notarized or certified by the appropriate government agency. These certificates are often required when exporting medical devices to countries under the Hague Apostille Convention. If the certificate originates from a federal agency like the FDA, it may require federal apostille processing through the U.S. Department of State. Orange County Apostille will review your document and guide you through the correct submission and authentication steps.
Yes. If your FDA Certificate of Free Sale or Certificate to Foreign Government (CFG) is issued directly by the U.S. Food and Drug Administration, it must be apostilled at the federal level by the U.S. Department of State in Washington, D.C. We offer expedited federal apostille services through our D.C. office to help streamline this process. Simply send us your original certificate, and we’ll take care of the rest.
Absolutely. Partnership agreements, business contracts, and corporate documents can be apostilled as long as they are properly notarized in California or certified by the California Secretary of State. These types of documents are often needed for forming joint ventures, opening international bank accounts, or complying with foreign business regulations. We ensure they meet all requirements for use abroad.
Yes, but with conditions. IRS forms (such as Form 1040 or W-2) must be either notarized copies or certified by the IRS (you can request a stamped copy directly from the IRS). Bank statements must be printed on official bank letterhead and notarized by a California notary. Once properly prepared, we can process them through the California Secretary of State or, if federally certified, through the U.S. Department of State. These documents are commonly required for international loan applications, immigration cases, or proof of income abroad.
• Afghanistan
• Algeria
• Angola
• Bangladesh
• Benin
• Bhutan
• Burkina Faso
• Cambodia
• Cameroon
• Canada
•China (Mainland)
• Cuba
• Egypt
• Ethiopia
• Ghana
• Haiti
• Indonesia
• Iran
• Iraq
• Jamaica
• Jordan
• Kenya
• Kuwait
• Laos
• Lebanon
• Libya
• Malaysia
• Mali
• Morocco
• Myanmar (Burma)
• Nepal
• Nigeria
• North Korea
• Pakistan
•Philippines (joined in 2019, but some entities may still require consular legalization)
• Qatar
•Russia (suspended from the convention as of 2022 due to geopolitical reasons)
• Saudi Arabia
• Senegal
• Sierra Leone
•Singapore (joined in 2021, but requires verification of apostille acceptance)
• South Sudan
• Sri Lanka
• Sudan
• Syria
•Taiwan (not a UN member, but accepts apostilles under special procedures)
• Tanzania
• Thailand
• Togo
• Tunisia
• Uganda
• United Arab Emirates (UAE)
• Vietnam
• Yemen
• Zambia
• Zimbabwe
Vital Record Apostille
All Vital Records (Marriage, Birth or Death Certificates) that are being Apostilled must be a certified copy issued by the County. The Vital Record will have in writing “Certified Copy of Vital Record” on the bottom of the document if its a certified copy.
When dealing with the authentication of vital records for use abroad, the importance of adhering to strict guidelines cannot be overstated. If you need to apostille marriage, birth, or death certificates, it’s crucial to ensure that these documents are properly prepared and certified before submission. Here’s a more detailed explanation of the process and requirements:
Understanding Vital Records Apostille
An apostille is a form of certification provided under the Hague Convention of 1961, which is recognized by countries that are participants in the agreement. It serves to authenticate the seals and signatures of officials on public documents such as marriage, birth, and death certificates, so they can be recognized in foreign countries that are members of the Hague Convention.
Requirement for Certified Copies
For a vital record to be eligible for an apostille:
• Certified Copy Requirement: The document must be a certified copy issued by the County Clerk or the State Registrar. It is not sufficient to have a notarized copy made by a notary public. A certified copy is an official government-issued copy of the original document, which guarantees that it has been copied and issued by an authorized department, maintaining its legal status.
Identifying a Certified Copy
• Certification Mark: To confirm that your vital records are suitable for the apostille process, look for a specific mark or statement. A true certified copy will typically bear a stamp or an inscription that reads “Certified Copy of Vital Record.” This annotation is usually located at the bottom of the document.
• Signatures and Seals: The document should have a signature from the registrar or the issuing authority, along with the official seal of the issuing agency. This seal and signature are what the apostille will authenticate.
Common Uses for Apostilled Vital Records
• Marriage Certificates: Often used for proving legal marital status abroad, changing names, or settling estates.
• Birth Certificates: Required for school enrollment, passport applications, and eligibility for citizenship or residency in a foreign country.
• Death Certificates: Used to settle estates, claim life insurance, and for other legal purposes after the death of an individual abroad.
Non-Vital Record Documents
Documents (Certifications, Diplomas, Licenses, Passports, Transcripts) that are not Vital Records that are being Apostilled must be certified by a Notary Public.
When it comes to securing an Apostille for documents that fall outside the realm of vital records (such as birth, death, and marriage certificates), the process involves several nuanced steps. These documents, typically including certifications, diplomas, licenses, passports, transcripts, power of attorneys, letters, agreements, and contracts, require notarization prior to the Apostille certification. Here’s a detailed look at each step involved in preparing non-vital record documents for an Apostille:
Understanding Non-Vital Record Documents
Non-vital record documents are those that do not register life events with governmental authority but are still critical for various personal and professional reasons. Common types include:
• Educational Documents: Diplomas, degrees, transcripts, and educational certificates that evidence one’s academic achievements.
• Professional Documents: Licenses, certificates of accreditation, and qualifications that are essential for practicing various professions.
• Legal Documents: Power of attorneys, contracts, agreements, and letters that are often used in legal, business, and personal transactions.
Step-by-Step Process for Apostille of Non-Vital Records
1. Document Preparation:
• Ensure that all documents are complete and accurate. Any errors or omissions can cause delays in the Apostille process.
• For documents such as agreements, contracts, and letters, make sure they are on company letterhead if applicable and contain all necessary signatures.
2. Notarization:
• The document must be certified by a Notary Public as a true copy or must be signed in the presence of the Notary.
• For documents like Power of Attorney, the principal must sign the document before a Notary.
• It’s important to ensure that the Notary includes all required notarial language and seals, as the absence of these can lead to rejection at the Apostille stage.
Notary Acknowledgement
Documents that require notarization that are being Apostilled must have the valid Notary Acknowledgment or Jurat attached to the document.
1. How do I apostille a birth certificate in California?
To apostille a California birth certificate, it must be an original certified copy issued by the California Department of Public Health (CDPH) or the county recorder’s office. The certificate must be signed by an authorized official whose signature is on file with the California Secretary of State. You can then submit it with a cover sheet to the California Secretary of State’s office. Photocopies or hospital-issued documents are not accepted. We can help verify your document and assist with same-day processing.
2. Can I apostille a marriage certificate issued in California?
Yes, a California marriage certificate is eligible for apostille as long as it is a certified copy issued by a county clerk or recorder. The signature of the official must be verifiable by the Secretary of State. The document must be submitted with an Apostille Request Cover Sheet, which can be found on the California Secretary of State’s website. You cannot use a photocopy or a keepsake marriage certificate. We also assist couples who are recently married and need fast document authentication.
3. What documents are needed to apostille a death certificate?
To apostille a California death certificate, you’ll need a certified copy from the California Department of Public Health (CDPH) or county vital records office. The document must be signed by a public official whose signature is recognized by the California Secretary of State. You cannot apostille a photocopy or funeral home-issued certificate. Submit the certificate with the required apostille cover sheet to Sacramento or Los Angeles. We offer document pickup and delivery for family members managing affairs internationally.
4. Can I apostille divorce papers?
Yes, divorce decrees and judgment documents issued by a California court can be apostilled if they are certified copies. These must be issued directly by the court clerk and bear the official seal and signature. You cannot use scanned copies or attorney-issued paperwork. If your divorce was finalized in California, submit your court-issued copy to the California Secretary of State. We also help retrieve court documents if you need assistance locating certified copies.
5. How do I apostille my diploma or transcript?
You must first have your diploma or transcript notarized by a California notary public. Typically, this involves contacting your school and requesting they issue a notarized letter verifying the document’s authenticity. Once notarized, it can be submitted for apostille through the California Secretary of State. Many foreign universities and employers require apostilled educational credentials. We can coordinate directly with schools and notarize academic documents on your behalf.
6. How do I apostille articles of incorporation in California?
Your Articles of Incorporation must be certified by the California Secretary of State – Business Programs Division to qualify for apostille. You can request a certified copy from the Secretary of State’s office, which will include an official seal and authorized signature. Once you receive the certified copy, it can be submitted to the Notary and Apostille Unit for apostille processing. This is essential for international business registration or contract filings. We help corporations prepare and submit these documents correctly and efficiently.
7. Can I apostille a certificate of good standing?
Yes, a California Certificate of Status (Good Standing) is eligible for apostille if it’s certified and issued by the Secretary of State. This document confirms your business is active and in compliance with state law. It is commonly requested for foreign banking, mergers, and contract approvals. The certified document can be submitted directly to the California Secretary of State Apostille Office. We can assist you in obtaining the certificate and apostilling it the same day if needed.
8. How do I apostille a commercial invoice or shipping document?
A commercial invoice or bill of lading must be notarized first before it can be apostilled. The notary must include proper notarial language and complete the acknowledgment with a signature and seal. Once notarized, you can submit it to the Secretary of State for apostille. Some international shipments or customs authorities may also request a certificate of origin, which follows the same process. Learn more about notarization requirements here.
9. What business documents require an apostille for international use?
Common business documents that require apostilles include articles of incorporation, certificates of good standing, bylaws, board resolutions, powers of attorney, commercial invoices, and international contracts. These are often requested when a company is doing business, forming partnerships, or opening bank accounts overseas. The destination country must be part of the Hague Apostille Convention. We specialize in assisting corporations in preparing these documents for global use.
10. Do corporate resolutions need to be notarized before apostille?
Yes, a corporate resolution must be notarized before it can be apostilled, unless it is already certified by a California agency. A company officer must sign the resolution in front of a notary who completes the acknowledgment properly. After notarization, the document can be apostilled through the California Secretary of State. If your business does not have a notary, we can provide mobile notarization and apostille services in one visit.
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.
Before submitting documents to us, you must:
1) Notarize each document in front of a notary public:
- Using a notary commissioned by the county? Certify your document at the clerk of court then the secretary of state.
- Using a notary commissioned by the state? Certify your document at the secretary of state.
If you do not have the correct notarization(s) before you submit your documents, we will not be able to process your request.
2) All seals and signatures must be originals
- We cannot accept copies unless they are “true certified copies” from a notary public. Birth, marriage, and death certificates, divorce decrees, court documents, and federally-issued documents cannot be certified by a notary public as “true copies.” These documents must be certified by the secretary of state.
3) All documents in a foreign language must be translated into English by a certified translator and notarized as a true translation.
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An Apostille is a certificate that authenticates the signature of a public official on a document for use in another country. An Apostille certifies:
- the authenticity of the signature of the public official who signed the document,
- the capacity in which that public official acted, and
- when appropriate, the identity of the seal or stamp which the document bears, e.g. a notary public seal.
The Apostille does not validate the contents of the document.
For birth and death certificates, the California Secretary of State can issue an Apostille for the signatures of:
- county clerks and their deputies,
- county recorders and their deputies, and
- the State Registrar (California Department of Public Health).
If your birth or death certificate was issued by a city- or county-level agency and has the signature of a Health Officer or County Registrar (e.g. Local Registrar, Registrar of Vital Records), prior to presenting to our office for authentication, one of the following may be required:
- have that birth or death certificate certified by the county clerk’s office in the county in which it was issued, or
- obtain a certified copy of that birth or death certificate from the county recorder or State of California Department of Public Health.
The signature, name, and title of the public official can be found at the bottom of a birth or death certificate.
Any individual can request an Apostille on behalf of themselves or on behalf of anyone else. Additionally, the requester does not need to be related to any person(s) named in the document.
For example, Louise is Alfred’s neighbor, and they are not related in any way. Alfred can remain at home while Louise takes Alfred’s document to the Secretary of State’s office and submits the request on Alfred’s behalf.
Apostilles can only be issued for documents to be used outside the United States of America. Accordingly, we do not issue Apostilles for Puerto Rico, Guam, United States Virgin Islands, Northern Mariana Islands, American Samoa, or any other American territories or possessions. Generally, the notarial act is sufficient for use in any American territory or possession.
If the notarization of the document is in English, the California Secretary of State can issue an Apostille. The rest of the document can be in any other language.
Additional Information:
“The ABCs of Apostilles” (PDF) brochure provides basic information about the Apostille Convention and the Convention’s operation that has been prepared by the Permanent Bureau (Secretariat) of the Hague Conference on Private International Law and is provided with the Permanent Bureau’s permission.