Why You May Need a Notary Before Getting an Apostille – Complete Guide
If you’re preparing to have your documents apostilled for international use, there’s an important step you might be missing: notarization. Many documents that require an apostille also require notarization before the apostille can be issued. In this comprehensive guide from Orange County Apostille, we’ll explain when and why notarization is necessary, how the apostille process works, and how you can streamline both steps in one appointment.
📍 Book your appointment today at https://orangecountyapostille.org for fast, reliable service in California.
🔎 What Is an Apostille?
An apostille is a certificate that authenticates the origin of a public document. It’s issued by the Secretary of State and used for documents that need to be recognized in another country that is a member of the Hague Apostille Convention of 1961.
The apostille proves the authenticity of:
- The signature on the document
- The capacity in which the person signing the document acted
- The identity of the seal or stamp placed on the document
📚 Learn more about apostilles on the U.S. Department of State website.
✅ What Types of Documents Need an Apostille?
You might need an apostille for:
- Birth, death, and marriage certificates
- Divorce decrees
- Adoption dossiers
- Power of attorney documents
- Diplomas and school transcripts
- Corporate documents for international business
- Background checks (FBI or state-level)
- Passport copies for visa applications
- Affidavits and sworn statements
🖋 Many of these documents must be notarized first unless they are issued directly by a government agency and signed by an authorized official.
✍️ Why You May Need a Notary First
Here’s the general rule: if a document is not issued by a government agency or court, it likely needs to be notarized before it can be apostilled.
Examples of documents requiring notarization before apostille:
| Document Type | Notary Required? | Additional Notes |
|---|---|---|
| Power of Attorney | ✅ Yes | Must be signed before a notary |
| School Transcripts | ✅ Yes | Usually notarized by registrar |
| Affidavits | ✅ Yes | Must include notary seal |
| Business Letters | ✅ Yes | Must include notary acknowledgment |
| Passport Copy | ✅ Yes | Notary certifies true copy |
Without notarization, the Secretary of State will reject these types of documents for apostille.
🛂 Government-Issued Documents That Typically Don’t Need Notarization
Some documents don’t require notarization because they are already signed by an official. These include:
- Birth Certificates issued by the California Department of Public Health
- Marriage Certificates issued by the County Recorder
- FBI Background Checks issued on official letterhead
- Court documents with an original seal or judge’s signature
Check official state resources like the California Secretary of State for exact guidance on which documents qualify.
📜 What Happens If You Skip Notarization?
Skipping notarization when it’s required leads to delays, rejections, and extra expenses.
⚠️ Common problems caused by skipping notarization:
- Your apostille request is denied.
- You must return to the notary and resubmit everything.
- Additional waiting time with Secretary of State or D.C. office.
- Your foreign application or visa process is delayed.
👉 Avoid the hassle by working with a professional like Orange County Apostille who can verify and notarize documents on the spot.
🕵️ Apostille Process With and Without Notary
If Notary Is Required:
- Document is signed in front of a notary.
- Notary acknowledgment is attached.
- Submit notarized document for apostille.
- Apostille is issued and attached to the notarized doc.
If No Notary Is Required:
- Document is signed by an official (e.g., court, county).
- Signature is verified directly by the Secretary of State.
- Apostille is attached.
📎 Download California’s official apostille guidelines here: https://www.sos.ca.gov/notary/apostille
💼 Why Choose Orange County Apostille?
At Orange County Apostille, we simplify the entire process. We offer:
- Mobile and in-office notary services
- Same-day or next-day apostille services
- Pickup and delivery options
- Help with notarization and document review
- Federal apostille processing through our Washington, D.C. office
📍 Schedule your appointment at https://orangecountyapostille.org and let our professionals handle the paperwork for you.
🌐 Countries That Require Apostille
Over 120 countries are members of the Hague Apostille Convention. Some examples include:
- Mexico
- Italy
- France
- Brazil
- Philippines
- Spain
- Germany
- Colombia
- Japan
To see the full list of countries, visit the Hague Conference official website.
📑 How to Know If Notarization Is Needed for Your Document
Ask yourself:
- Was this document issued by a public agency?
- Does it already bear an official seal?
- Was it signed in front of a notary?
- Is it a personal, academic, or business record?
If you’re not sure, use this checklist from the California Notary Public Handbook or ask our experts at Orange County Apostille.
🧾 Government Resources on Apostilles and Notaries
Here are 10 trusted government resources for apostille and notary requirements:
- U.S. Department of State – Apostille Guide
- California Secretary of State – Apostille
- California Notary Public Handbook
- National Notary Association – Apostille vs. Notarization
- FBI Background Checks for Apostille
- U.S. Citizenship and Immigration Services (USCIS)
- U.S. Department of Justice – Apostille for Criminal Records
- U.S. Embassy Apostille Info
- U.S. Courts – Authentication of Judicial Documents
- Hague Conference on Private International Law
🛠 Pro Tips for Fast Apostille and Notary Success
- Bring valid ID when signing in front of a notary.
- Use certified copies of vital records issued by the state.
- Confirm your destination country is a member of the Hague Convention.
- Don’t remove staples or seals from certified documents.
- Work with a professional apostille service to avoid mistakes.
📅 How to Book Both Notary and Apostille in One Appointment
You don’t have to book multiple services separately. At Orange County Apostille, we:
✅ Notarize your document
✅ Review it for apostille eligibility
✅ Submit it for apostille (California or federal)
✅ Return the completed documents to you
📆 Book online now at https://orangecountyapostille.org to get started.
📝 Frequently Asked Questions
1. Can I notarize my own documents for apostille?
No. A notary cannot notarize their own signature or act as both the signer and notary.
2. Does every apostille require notarization?
No. Only documents that are not already signed by a public official or court may require notarization first.
3. Can I get a document notarized and apostilled on the same day?
Yes. Orange County Apostille provides same-day notary and expedited apostille services.
4. What if my document is from out of state?
We help with out-of-state documents, but apostilles must be obtained from the issuing state.
5. What if my destination country is not in the Hague Convention?
In that case, you need authentication instead of an apostille. We help with that too.
📌 Final Thoughts
Getting an apostille isn’t always straightforward—but it’s easier when you have the right team behind you. Many people overlook the need for notarization, and that mistake can cost them time, money, and missed opportunities abroad.
At Orange County Apostille, we make the process seamless, fast, and legally compliant from start to finish. Whether you’re sending documents to Mexico, France, or Japan, we’ll ensure they are properly notarized and apostilled the first time.
📍Book your appointment today at https://orangecountyapostille.org
