How to Get an Apostille in California: A Step-by-Step Guide

If you need to use a California document overseas—whether for work, immigration, study, marriage, business, or property—you may be required to obtain an apostille. This article explains what an apostille is, when you need one, and exactly how to get an apostille in California.

What Is an Apostille?

An apostille is an official certificate issued under the Hague Apostille Convention that authenticates the origin of a public document. It confirms that the signature, seal, or stamp on the document is genuine, so the document can be legally recognised in another member country of the Convention.

If the destination country is not a Hague Convention member, a different process—known as consular legalisation—is required.

Who Issues Apostilles in California?

In California, apostilles are issued by the California Secretary of State.

The Secretary of State can apostille:

California-issued public documents, and
Notarised documents that were notarised by a California Notary Public.

Common Documents That Require an Apostille

You may need an apostille for documents such as:

Birth, marriage, or death certificates
FBI background checks (once properly notarised or certified)
University degrees and transcripts
Powers of attorney
Affidavits and statutory declarations
Corporate documents (Articles of Incorporation, Certificates of Good Standing)
Court documents

Step 1: Check the Destination Country

Before starting, confirm whether the country where the document will be used is a Hague Apostille Convention country.

If yes → You need an apostille.
If no → You will need consular legalisation instead.

This step is critical, as an apostille is only valid for Hague countries.

Step 2: Prepare the Document Correctly

Public Records

Documents such as birth or marriage certificates must be:

Certified copies issued by a California county clerk or state registrar
Bearing an official signature that is already on file with the Secretary of State

Photocopies are not accepted.

Notarised Documents

Private documents (e.g. affidavits, powers of attorney) must be:

Signed in front of a California Notary Public
Properly notarised with a compliant notarial certificate

Errors in notarisation are one of the most common reasons for apostille rejection.

Step 3: Submit the Apostille Request

You can request an apostille in California in three ways:

1. In Person (Fastest)

You may attend a Secretary of State office in person.

Offices are located in Los Angeles and Sacramento
Same-day processing is often available for walk-ins
Appointments may be required depending on demand

This is the fastest option if you are in California and need the apostille urgently.

2. By Mail (Most Common)

You can mail your documents to the Secretary of State.

Include:

The original document
A completed apostille request cover sheet
Payment (cheque or money order)
A self-addressed return envelope

Processing times are longer due to mailing and handling delays.

3. Through a Professional Service

Many people choose to use:

Apostille service providers
Mobile notaries and legal professionals

This is helpful if:

You are overseas
Time is critical
You want to avoid rejections due to technical errors

Step 4: Pay the Fees

As at the time of writing, California charges:

USD $20 per apostille certificate
Additional fees may apply for in-person special handling

Courier, mailing, or service provider fees are separate.

Step 5: Receive and Use the Apostilled Document

Once issued, the apostille is either:

Attached to the document, or
Issued as a separate certificate referencing the document

You can now use the document directly in the destination Hague Convention country without further authentication.

Common Mistakes to Avoid

Using a notary from another state
Submitting uncertified copies of public records
Incorrect or incomplete notarial wording
Assuming an apostille works for non-Hague countries
Laminating documents (this invalidates them)

How Long Is an Apostille Valid?

An apostille does not expire, but:

The underlying document might (e.g. police checks)
Some countries impose their own time limits

Always check the destination authority’s requirements.

California Apostilles