Apostilles and Certifications: Essential Information for Notaries Public
If someone brings you a document they need to use in another country, they may ask you to notarize it first. After that, they will need an apostille or a certification, depending on the country. Here is what you need to know.
What Is an Apostille?
An apostille is a certificate that authenticates a notarized document for use in countries that belong to the 1961 Hague Convention. It verifies the notary’s signature, commission status, and seal. Over 120 countries accept apostilles, including Mexico, the UK, Germany, France, Spain, South Korea, Japan, and Brazil.
The apostille itself is a single page attached to your notarized document. It contains specific fields: the country of issuance, the name of the notary, the capacity in which the person signing acted, the seal or stamp, the date, and a unique identification number. It is signed and stamped by the issuing authority.
Notaries do not issue apostilles. In California, the Secretary of State handles apostille requests. The notary’s role is to notarize the document properly so the customer can then submit it to the SOS.
What Is a Certification?
For countries that are not part of the Hague Convention (such as China, Canada, and most Middle Eastern countries), documents need a certification instead of an apostille. This process is longer and involves the state authority, the U.S. Department of State, and sometimes the foreign embassy or consulate.
How the Process Works
For an apostille (Hague Convention countries):
- You notarize the document.
- The customer submits the notarized document to the California Secretary of State.
- The SOS verifies your commission and attaches the apostille.
For a certification (non-Hague Convention countries):
- You notarize the document.
- The customer submits it to the California SOS for state-level authentication.
- The customer then submits it to the U.S. Department of State in Washington, D.C.
- The customer may also need to submit it to the foreign embassy or consulate for final legalization.
Common Documents That Need Apostilles
Customers come to notaries with a range of documents that need authentication for foreign use. The most common include:
- Powers of attorney for property or business transactions abroad
- Birth, marriage, and death certificates (these go directly to the county or state and do not always need notarization first)
- Diplomas and transcripts for people studying or working overseas
- FBI background checks for employment or visa applications
- Corporate documents like articles of incorporation for international business
- Adoption paperwork for international adoptions
- Divorce decrees recognized in another country
What Notaries Need to Know
- You do not issue apostilles or certifications. Your job is to notarize the document correctly.
- Make sure your seal and signature are clear and legible. The SOS will reject documents with smudged or incomplete notarizations.
- The customer needs to know which country the document is going to. That determines whether they need an apostille or a certification.
- Processing times vary. The California SOS typically processes apostilles in 2 to 3 business days for mail-in requests, or same day for walk-in service in Sacramento and Los Angeles.
- Some documents require a certified copy from the county recorder before the apostille can be issued. The customer may need to obtain that copy before coming to you.
Apostille Facilitation as a Service
Many notaries offer apostille facilitation as an add-on service. You notarize the document, then handle the submission to the Secretary of State on behalf of the customer. This saves the customer a trip to Sacramento or Los Angeles.
Typical fees for this service: $75 to $200 per document on top of the $20 SOS fee and your notarization fee. Some notaries charge rush fees for same-day or next-day turnaround. If you live near Sacramento or Los Angeles, this can become a steady income stream because walk-in processing is same day.
To get started, you need a completed SOS apostille request form from the customer, the notarized document, and the $20 fee per document (plus your service charge).
For more on how documents get notarized, see our related guide. For common errors to watch for, check our post on the top 10 mistakes California notaries make.
Frequently Asked Questions
Can a California notary issue an apostille?
No. Apostilles are issued by the California Secretary of State. The notary only notarizes the document. The customer then takes or sends the notarized document to the SOS.
How much does an apostille cost in California?
The California Secretary of State charges $20 per apostille. This is separate from your notarization fee. If you offer facilitation, your total charge might be $95 to $220 per document.
What countries accept apostilles?
Over 120 countries that are members of the Hague Convention accept apostilles. Common destinations include Mexico, the UK, Germany, France, Spain, and South Korea. China and Canada do not accept apostilles and require certifications instead.
What if the destination country does not accept apostilles?
The customer will need a certification instead. This requires additional steps through the U.S. Department of State and possibly the foreign embassy. The full process can take several weeks.
How long does the apostille process take?
Walk-in service at the California SOS offices in Sacramento and Los Angeles is same day. Mail-in requests typically take 2 to 3 business days plus mailing time.
Where are the California SOS apostille offices?
Walk-in service is available at the Secretary of State office in Sacramento (1500 11th Street) and the Los Angeles office (300 South Spring Street). Both accept documents Monday through Friday.
