At Orange County Apostille, we know how frustrating it can be to have your apostille request rejected—especially when time is critical and the document is needed overseas. Whether you’re sending a birth certificate for dual citizenship, a Power of Attorney to Mexico, or school records for study abroad, a single mistake can delay your process by weeks. In this guide, we’ll explain:
- The top reasons documents get rejected at the apostille office
- How to properly notarize a document for apostille
- Steps to ensure your document is accepted the first time
- How we can help you avoid costly delays
Common Reasons a Document Gets Rejected at the Apostille Office
There are specific state and federal requirements your document must meet to be accepted for apostille. Even one small error can result in outright rejection by the Secretary of State or the U.S. Department of State.
1.
Improper or Missing Notarization
This is one of the most common reasons for rejection. Many people assume that a document just needs to be signed—but for notarization, California requires a valid notarial act (like an acknowledgment or jurat) to be attached.
If your document:
- Is signed but not notarized,
- Lacks a valid notary acknowledgment,
- Uses outdated or incorrect notary wording, It will be rejected.
➡️ California Secretary of State – Notary Public Section
2.
Photocopies Instead of Originals
Another common issue is submitting a photocopy of a vital record instead of a certified original.
The Secretary of State only accepts:
- Certified copies of birth, marriage, or death certificates issued by the County Clerk or California Department of Public Health
- Certified academic records signed by a registrar or school official, not scanned copies
- Original notarized documents, not faxes or scans
➡️ California Vital Records – CDPH
3.
Improper Document Source
Certain documents must come from specific authorities to be valid for apostille.
Examples:
- An FBI background check must come directly from the FBI and be signed by an authorized official
- A California background check (DOJ) must be requested properly with a “No Live Scan” form
- A County marriage certificate must be issued by the County Clerk-Recorder, not a church or religious official
➡️ FBI Background Check Information
4.
Notary Commission Problems
If a California notary’s stamp is:
- Expired
- Illegible
- Missing required elements (e.g., commission number or expiration date) …your document will be rejected.
California law requires:
- A full notary seal
- Proper acknowledgment or jurat wording
- Clear identification of the signer
5.
Foreign Language Without Translation
If your notarized document includes text in a foreign language but the notarial wording is not in English, the apostille office may reject it.
Solution: Ensure the notarial certificate is in English, and consider a certified translation if the receiving country requires it.
We offer certified translations in over 90 languages, accepted by consulates, embassies, USCIS, and more.
➡️ Orange County Apostille – Certified Translations
6.
Unacceptable Signatures or Incomplete Forms
Any document that:
- Has missing fields
- Is unsigned
- Includes whiteout, edits, or crossed-out text …is at risk of rejection.
You should never alter a notarized document after it’s been sealed. If a mistake is found, the entire document should be redone and re-notarized.
7.
Sending the Wrong Document Type for Apostille
Federal documents require a federal apostille, while state documents require a state-level apostille.
Examples:
- A Certificate of Naturalization needs a federal apostille from the U.S. Department of State
- A California birth certificate needs a California state apostille from the Secretary of State
➡️ U.S. Department of State Apostille Services
How to Properly Notarize a Document for Apostille
If your document is not a certified government record and needs notarization (like a letter, affidavit, or Power of Attorney), follow these steps to ensure it’s accepted for apostille:
Step 1: Choose a Licensed California Notary Public
The notary must be:
- Active and commissioned in California
- Able to identify the signer properly
- Using California-compliant notary wording
We offer mobile notary appointments across Orange County—including at your home, office, or local coffee shop.
Step 2: Attach the Correct Notary Certificate
California law requires that notarized documents include:
- Either a California Acknowledgment OR Jurat
- The notary’s full seal and signature
- The signer’s name as shown on ID
Acknowledgment (Common Uses):
Used when someone signs a document willingly—like a Power of Attorney or agreement.
Jurat (Sworn Statement):
Used for affidavits or declarations. Signer swears the document’s contents are true.
➡️ CA Acknowledgment & Jurat Forms
Step 3: Ensure Proper Identification
California notaries must check the signer’s ID. Acceptable forms of ID include:
- California driver’s license
- U.S. passport
- Permanent resident card
- Foreign passport (must be current and have a photo + signature)
IDs must be current or issued within the last 5 years.
Step 4: Do Not Pre-Sign or Alter the Document
The document must be signed in front of the notary (unless it’s an acknowledgment), and must not be modified after notarization. Do not use white-out, tape, or handwritten corrections on notarized pages.
Step 5: Submit for Apostille with Confidence
Once your document is properly notarized, Orange County Apostille can:
- Submit to the California Secretary of State (Sacramento or Los Angeles)
- Complete the apostille processing
- Return your document via FedEx or hand delivery
How Orange County Apostille Helps Prevent Rejection
We’ve helped thousands of clients successfully obtain apostilles for:
- Dual citizenship
- Foreign visas
- Marriage abroad
- School enrollment
- Overseas real estate
- International legal matters
Our Services Include:
✅ Document review before submission
✅ Certified translations in over 90 languages
✅ Notarization appointments anywhere in Orange County
✅ Federal and state apostilles
✅ Embassy and consular legalization for non-Hague countries
Don’t Let Your Apostille Be Rejected — Let Us Help
Having your documents rejected can result in missed deadlines, lost money, and legal headaches—especially when dealing with international processes.
At Orange County Apostille, we handle every step with accuracy and attention to detail. From notarization to submission to translation, we are your one-stop resource for reliable, compliant, and fast document authentication.
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Visit: OrangeCountyApostille.org
📍 Locations in Irvine, Anaheim/Orange, San Juan Capistrano, and Century City
🕐 Appointments Available 7 Days a Week — Including Holidays
Helpful Government Resources
- California Secretary of State – Apostille Services
- U.S. Department of State – Authentications Office
- FBI Identity History Summary Checks
- CDPH Vital Records
- National Notary Association – California Resources