Both processes do the same basic job – proving to a foreign authority that a US document and the official who signed it are genuine. Which one applies depends entirely on the destination country, and there is no overlap: a country accepts one or the other, never both.
The difference in one table
| Apostille | Authentication / legalisation | |
|---|---|---|
| Applies to | Hague Convention countries | Non-member countries |
| Steps | One: the Secretary of State | Two or more: Secretary of State, then that country's embassy or consulate, sometimes the US Department of State in between |
| Typical time | Days | Weeks, occasionally months |
| Typical cost | Lower, fixed | Higher, with consular fees that vary by country |
| Translation | Sometimes required | Very often required, and sometimes by a consulate-approved translator |
Where most people go wrong
- Assuming an apostille covers everything. It is the better-known word, so people ask for one by default. If the destination is outside the Convention, the apostille is simply not recognised there.
- Translating before the certificate is issued. The apostille or legalisation stamps get attached to the document, and the receiving country usually wants those translated as well. Do the certification first, then translate the whole thing.
- Not checking the consulate's own rules. Individual consulates add their own requirements – document age limits, specific forms, appointment-only submission, approved translators. Those rules are theirs and are not negotiable through the Secretary of State.
- Using the wrong state. Documents must be certified by the state that issued them. A Nevada corporate record cannot be apostilled in California.
- Federal documents sent to a state office. FBI background checks, IRS letters and other federal records go to the US Department of State, not to Sacramento.
How to check which one you need
- Identify the destination country exactly – not just “the Middle East” or “Asia”.
- Check whether that country is a party to the Hague Apostille Convention. The Hague Conference on Private International Law publishes the current list, and it changes as countries join.
- Ask the receiving body what they want, in writing where possible. A university, a court and an employer in the same country can want different things.
- Check whether a translation is required, and whether it must come from a particular translator.
Or just tell us the country and the document, and we will tell you which route applies before you spend anything.
Plan for the slower route if you are unsure. An apostille that turns out to be enough is a pleasant surprise. Discovering three weeks before a deadline that you need consular legalisation is not.
What we handle
We handle California apostilles end to end, including the notarization beforehand. For consular legalisation we do the notarization and the Secretary of State authentication, and tell you honestly what the consulate stage will involve – including when going direct to the consulate yourself is the cheaper and faster option. See apostille services or call (858) 888-8060.
Related questions
How do I find out if a country accepts apostilles?
The Hague Conference on Private International Law maintains the authoritative list of member states, and it is updated as countries accede. Tell us the country when you call and we will confirm it for you.
Can you do the consulate part too?
We handle the notarization and the California Secretary of State authentication. For the consular stage, requirements vary enormously by country and many consulates deal only with the applicant directly. We will tell you exactly what that stage involves so there are no surprises.
Which is faster?
An apostille, by a wide margin. One office, a few days. Consular legalisation involves at least two offices and frequently takes weeks, with the consulate's own queue being the part nobody can speed up.
Need this done in San Diego?
Call or text (858) 888-8060, or send a request. We cover the whole county, 24/7.