What Is an Apostille?
An apostille (pronounced ah-poh-STEEL) is an official certification issued by a government authority — in California, the Secretary of State — that authenticates a public document for use in foreign countries. The apostille certifies the authenticity of the signature, stamp, or seal on the document. It does not verify or certify the content of the document itself.
Apostilles are recognized by countries that are members of the Hague Convention of October 5, 1961, which currently includes more than 120 countries. If the country where your document will be used is not a Hague member, a different authentication process — sometimes called legalization or consular authentication — may be required. The consulate or embassy of the destination country can advise on their specific requirements.
Common Situations Where an Apostille May Be Requested
The institution or government body requesting your document is the appropriate party to advise whether an apostille is required for your specific situation. Common situations where an apostille is often requested include:
- International adoption documentation
- Immigration and visa applications involving California-issued documents
- Working or studying abroad when California credentials are involved
- International business transactions involving California documents
- Marriage abroad when California records are part of the process
- Use of California birth, marriage, or death certificates in a foreign country
Which California Documents Can Receive an Apostille?
The California Secretary of State can apostille documents that bear the signature or seal of a California official. These generally include:
- Documents notarized by a California-commissioned notary public
- Certified copies of California vital records (birth, marriage, death certificates) issued by a county clerk or state registrar
- Documents signed by certain California state and county officials
- California court documents certified by a court clerk
- Academic credentials certified by authorized school officials
Federal documents and foreign documents cannot receive a California apostille. Federal documents that require apostille certification go through the U.S. Department of State.
The California Apostille Process — Step by Step
Some documents must be notarized by a California notary before apostille. Others — such as certified vital records from a county clerk — may qualify directly. The requesting party or institution abroad can advise on what form your document must be in before submission.
If your document requires notarization first, a California-commissioned notary must witness and notarize it. A Great Notary LLC provides mobile notarization throughout Sacramento County and surrounding areas — we come to you.
The notarized or certified document is submitted to the California Secretary of State — either in person at their Sacramento or Los Angeles office, or by mail. The Secretary of State verifies the notary's commission or official's credentials and attaches the apostille certificate.
Once the apostille is attached, your document is recognized in all Hague Convention member countries. Processing timelines and fees are set by the California Secretary of State — check their website for current information before submitting.
The California Secretary of State's apostille processing times change frequently. Walk-in service at their Sacramento or Los Angeles offices is typically faster than mail-in service. Always check the Secretary of State's official website for current wait times and fees before submitting your documents, particularly if you have an international deadline.
What A Great Notary LLC Does in the Apostille Process
A Great Notary LLC provides the notarization portion of the apostille process for documents that require it. We come to you in Sacramento County and surrounding areas, notarize your document properly, and ensure it is ready for Secretary of State submission.
The submission to the California Secretary of State is completed separately — by the client, by an attorney, or through a document retrieval service. We do not submit documents to the Secretary of State on behalf of clients, and we do not provide legal advice on whether an apostille is appropriate for your specific document or situation.
Frequently Asked Questions About California Apostille Services
The information in this article is provided for general educational and informational purposes only and does not constitute legal advice. A Great Notary LLC is a notary public service. Notaries public are not attorneys and are prohibited by California law from providing legal advice, advising on the legal sufficiency of documents, or determining whether an apostille is appropriate for a specific situation. For guidance on your specific documents and international requirements, consult a licensed California attorney or contact the requesting institution directly. A Great Notary LLC verifies identity and witnesses signatures only.