How to Get an Apostille in California

Home › Apostille › California Apostille Guide

By the notaries at Mar Vista Cheap Mobile Notary, commissioned by the California Secretary of State · Updated October 26, 2026 · Sources: California Secretary of State: Apostille, Hague Apostille Convention status table

• Every notary NNA certified
• $100,000+ E&O insurance per notary, plus the $15,000 state bond
• 4.9★ on Google, 115 reviews
• 12,000+ documents notarized

What an apostille is

An apostille is a certificate that authenticates the signature and seal of the official on a public document, so that it will be accepted in another country that belongs to the 1961 Hague Apostille Convention. It doesn’t vouch for what the document says; it confirms that the notary, registrar or clerk who signed it is real and was authorized to sign. More than 120 countries belong to the Convention, including Mexico, Canada, China, most of Europe, Japan, South Korea, India, Australia and much of Latin America (current list).

For countries that don’t belong, the process is different: authentication followed by legalization at that country’s embassy or consulate. See apostille vs. authentication.

Who issues it: state or federal?

Document	Who apostilles it
Notarized by a California notary	California Secretary of State
Certified copy of a California birth, death or marriage record	California Secretary of State
Certified copy of a California court record	California Secretary of State
California Secretary of State business filings (articles, certificates of status)	California Secretary of State
FBI background check or other federal agency document	U.S. Department of State (see federal apostilles)
Document from another state (birth certificate, notarized document)	That state’s Secretary of State

The rule of thumb: the apostille comes from the authority of the official who signed the document. A California notary’s signature is authenticated by California; an FBI official’s by the U.S. Department of State; a Texas registrar’s by Texas.

Step by step

1. Confirm the destination country and what it wants. Ask the receiving authority, university, court or employer exactly which document they need, how recently it must have been issued, and whether they also need a translation. Check that the country belongs to the Hague Convention.
2. Get the right version of the document. For vital records, an authorized certified copy from the county or state (not a photocopy, not an informational copy). For personal documents such as powers of attorney, affidavits and consent letters, sign them in front of a California notary. For copies of documents like diplomas or passports, a sworn copy certification by document custodian may work if the destination accepts it.
3. Check the notarization. The notarial certificate must be complete, with California wording and a clear seal. A defective notarization gets rejected.
4. Submit to the Secretary of State. In person at the Los Angeles office (300 South Spring Street; walk-in, first come, first served) or Sacramento, or by mail with the request form and fee. The state fee is $20 per apostille; in-person requests carry an added handling fee. Check sos.ca.gov for current fees and processing times.
5. Translate if needed. Many countries want the document and the apostille translated into their language. See certified translation.

Why apostille requests get rejected

• Wrong kind of copy. A photocopy of a birth certificate, an informational copy, or a hospital “souvenir” certificate can’t be apostilled.
• A notary certifying a vital record. California notaries can’t notarize or certify birth, death or marriage certificates, and an apostille request built on one will fail.
• A federal document sent to the state. California can’t apostille an FBI background check or other federal document.
• Problems with the notarial certificate: missing venue, incomplete certificate, illegible seal, or out-of-state wording.
• Document signed by an official whose signature isn’t on file, such as some older county records. Ordering a new certified copy usually fixes it.

How we help

We handle the whole process: notarizing what needs notarizing (at your home, office or hospital), checking every document before submission, taking it through the Secretary of State, and returning it to you. For time-sensitive requests, same-day service is often available but can’t be guaranteed, since it depends on the government office. Read about our apostille service or call (424) 484-9268.

Common questions

How long does an apostille take in California?

In-person requests at the Secretary of State’s Los Angeles office can often be completed the same day. Mail requests take longer and vary with the office’s workload; check the Secretary of State’s current processing times.

Can I get an apostille on a photocopy?

Not on a plain photocopy. You need an official certified copy, or a sworn copy certification signed before a notary if the destination country accepts it.

Can a notary give me an apostille?

No. Notaries notarize; the Secretary of State issues the apostille on top of the notarization. We do both steps for you.

Does an apostille expire?

An apostille itself doesn’t expire, but many countries and institutions only accept documents issued or apostilled within a recent period (often 3 to 6 months). Ask the receiving authority.

Can California apostille a document from another state?

No. Each state apostilles its own officials’ signatures. A Texas birth certificate needs a Texas apostille.