The Apostille Process is a Lengthy Process—Let Us Help You Get Through That
When it comes to preparing legal documents for international use, one of the most overlooked—but absolutely essential—steps is the apostille certification. Whether you’re planning to study abroad, get married overseas, conduct business internationally, or apply for dual citizenship, you’ll likely encounter this daunting phrase: “This document needs to be apostilled.”
But what does that mean, and why is it such a long process?
In this blog post, we’ll walk you through the entire apostille process in detail, explain why it takes so long, and show how Orange County Apostille can simplify it for you. From document preparation and notarization to authentication and international delivery—we handle it all. Book your appointment now at https://orangecountyapostille.org/ and let our experts take the stress off your shoulders.
What Is an Apostille?
An apostille is a certificate of authentication issued for documents to be used in countries that are members of the Hague Apostille Convention of 1961. The apostille confirms the validity of the signature, seal, or stamp on a document so that it will be recognized internationally.
You can learn more directly from the U.S. Department of State, which outlines how this process works for federal and state documents.
Why the Apostille Process Is So Lengthy
While the idea behind the apostille system is to simplify cross-border document recognition, the process itself can be surprisingly complex. Here’s why it often takes several days or even weeks:
1. Document Eligibility and Verification
Before your document can be apostilled, you need to make sure it is eligible. For example:
- Birth and marriage certificates must be certified copies issued by the appropriate authority.
- Educational records must be issued by accredited institutions.
- Business documents often require notarization and California Secretary of State authentication first.
If your document isn’t properly issued or notarized, it will be rejected.
🗂️ Refer to California Secretary of State’s Apostille Requirements for more on this.
2. Notarization or Certified Copies
Documents such as powers of attorney, affidavits, and business agreements must be notarized before they are eligible for apostille. This involves scheduling a notary appointment, which may take time depending on availability.
You can find notary requirements and verification tools from the National Notary Association.
3. Submission to the Correct Authority
Each type of document must be sent to a specific office:
- State-issued documents (e.g., California birth certificates) go to the California Secretary of State.
- Federal documents (like FBI background checks) must be sent to the U.S. Department of State.
This can be confusing, and mailing the document to the wrong place adds weeks of delay.
Visit the U.S. Office of Authentications to see processing instructions.
4. Processing Time and Mailing Delays
Even after submission, processing time can range from:
- 1–3 weeks for state-level apostilles
- 2–4 weeks for federal apostilles
This timeline doesn’t include mail delivery to and from the agencies, which can be affected by USPS delays or document rejections.
Track mailing timelines at USPS Tracking.
Types of Documents That Require Apostille
At Orange County Apostille, we help clients navigate the apostille process for a wide range of documents. Common examples include:
📄 Vital Records
- Birth certificates
- Death certificates
- Marriage certificates Learn how to obtain certified copies at the California Department of Public Health.
🧾 Legal Documents
- Power of Attorney
- Adoption papers
- Divorce decrees
📚 Educational Records
- Diplomas
- Transcripts
- Teaching credentials
Information about public education documents in California can be found at California Department of Education.
🏢 Corporate and Business Documents
- Articles of incorporation
- Board resolutions
- Corporate bylaws
Review state business filing information at the California Secretary of State Business Programs Division.
👮 Background Checks and Federal Records
- FBI background checks
- Social Security Administration letters
- IRS tax transcripts
You can request FBI records at https://www.edo.cjis.gov.
Common Mistakes That Delay the Apostille Process
Even the smallest error can set your request back by weeks. Here are the most frequent mistakes we’ve seen:
- Submitting uncertified or photocopied vital records
- Skipping notarization for personal documents
- Using a notary not commissioned in California
- Sending federal documents to the state-level authority and vice versa
- Omitting payment or using the wrong payment method
- Failing to include a self-addressed stamped envelope (SASE) when required
For state-specific guidelines, review the California Notary Handbook.
Why Work With Orange County Apostille?
We’ve helped thousands of clients avoid delays, confusion, and rejections. Here’s how we make the process easy:
✅ Same-Day Service Options
In many cases, we can notarize your documents and submit them to the California Secretary of State on the same day. We also overnight federal documents directly to our Washington, D.C. office for expedited service.
📍 Our D.C. office: 400 8th Street NW, Suite 1104, Washington, DC 20004
✅ All-Inclusive Service
We handle:
- Notarization
- Certified translations (if needed)
- Walk-in service to government offices
- Apostille for both state and federal documents
- Overnight shipping back to your address
✅ Transparent Timeline Tracking
From drop-off to delivery, we give you real-time updates on where your documents are and when you can expect them back.
✅ Multilingual and International Support
We serve clients preparing documents for over 100 countries—including Mexico, Brazil, Spain, South Korea, Italy, and the Philippines—and understand their specific embassy or consulate requirements.
📌 Need dual citizenship help? Check requirements for Mexico at https://consulmex.sre.gob.mx.
Our Clients: Real Stories, Real Solutions
🌍 Daniel’s Journey to Italy
Daniel, a teacher in Orange County, was applying for Italian dual citizenship. He needed 9 separate documents apostilled—including birth, marriage, and death certificates of ancestors. He was overwhelmed by the paperwork, but our team handled everything in under 3 weeks.
👶 International Adoption Case
A couple from Anaheim needed apostilles for a stack of notarized adoption documents to finalize the adoption of their child from Colombia. Our team navigated both California and federal requirements, translated documents into Spanish, and coordinated delivery to the Colombian embassy.
📝 Embassy information: Embassy of Colombia
Frequently Asked Questions (FAQs)
How long does it take to get a document apostilled?
Typically:
- California documents: 5–10 business days
- Federal documents: 10–20 business days
We can expedite both processes when you work with us.
Can I get an apostille for a document in Spanish?
Yes, as long as the signature and notary are in English and from the U.S., we can apostille foreign-language documents. Translation is available if needed.
What countries accept apostille?
Any country that is a member of the Hague Apostille Convention will accept your apostilled document.
Book Your Appointment Today
Whether you’re applying for dual citizenship, getting married abroad, adopting internationally, or moving overseas for work—we’ve seen it all. The apostille process is a long and bureaucratic road—but you don’t have to walk it alone.
Let Orange County Apostille be your guide. Book your appointment today at
👉 https://orangecountyapostille.org/
High-Quality Government Backlinks Used in This Post
Here are 10 high-quality, embedded government resource links featured in this post:
- California Secretary of State Apostille Page
- U.S. Department of State Authentication Overview
- U.S. Office of Authentications
- National Notary Association
- California Notary Handbook
- California Department of Public Health – Vital Records
- California Department of Education
- California Secretary of State Business Programs
- FBI Criminal History Check
- Hague Apostille Convention Country List
