An apostille is a standardised certificate that confirms a public document is genuine, so that another country will accept it without further checks. It was created by the 1961 Hague Convention to replace a slow chain of consular stamps with a single piece of paper.
What an apostille does and does not certify
It confirms the authenticity of the signature, seal and capacity of the official who signed the document – the notary, the county clerk, the registrar. It says: this signature is real, and this person held the office they claimed.
It does not certify that the contents are true, accurate or legally effective. An apostille on a diploma does not confirm you attended the course; it confirms the registrar's signature is genuine. This distinction matters when a receiving body asks for something an apostille cannot give them.
When you need one
When a government, court, university, employer or bank outside the United States asks for a US document and that country is a party to the Hague Convention. Typical cases:
- Marrying abroad – birth certificate, single-status affidavit
- Dual citizenship applications – birth, marriage, naturalisation records
- Working or studying abroad – diplomas, transcripts, police clearance
- Adopting from another country
- Registering or operating a company abroad – articles of incorporation, certificates of good standing, powers of attorney
- Managing property or an estate in another country
When you do not
- For USCIS and US immigration. Foreign documents filed with USCIS need a certified translation, not an apostille. People are told the opposite surprisingly often.
- For use within the United States. A notarized document is valid in all fifty states without any apostille.
- For countries outside the Hague Convention. Those require consular legalisation instead – see apostille versus authentication.
- On a document from another state. Only the issuing state can apostille its own documents.
Which documents qualify in California
The California Secretary of State can apostille documents that are already public records of California, or documents notarized by a California notary public. In practice:
| Document | What is required first |
|---|---|
| Birth, marriage or death certificate | A certified copy from the county recorder or the State Registrar – not a photocopy or hospital souvenir certificate |
| Divorce decree or court order | A certified copy from the court clerk |
| Diploma or transcript | Usually a notarized copy or a notarized statement from the registrar |
| Power of attorney, affidavit, consent letter | Notarization by a California notary public |
| Corporate records | A certified copy from the Secretary of State, or notarized company originals |
| FBI background check | A federal apostille from the US Department of State, not California |
The one question that determines everything: which country is this going to? It decides whether you need an apostille or a consular legalisation, whether a translation is required, and sometimes whether the document needs to be in a particular form. Always start there.
How long it takes and what it costs
The California Secretary of State's own processing time varies with workload. Through us, a standard apostille runs about 5–7 business days end to end at $195 for the first document, with travel and the mobile notary visit included, and a roughly 3-business-day expedited option at $250 per document. Additional documents in the same batch are $150 each. Full detail on our apostille page.
No one can process an apostille at a weekend, because the Secretary of State's office is closed. Treat a promise of a Saturday apostille as a warning sign.
Related questions
Does an apostille expire?
The apostille itself has no expiry date. However, the receiving authority often requires that the underlying document be recent – many consulates will not accept a birth certificate copy or police clearance issued more than three or six months earlier. Check their rule before you order anything.
Can I apostille a document myself?
Yes. You can submit directly to the California Secretary of State by post or in person. People use a service for speed, for the notarization that often has to happen first, and to avoid the common rejections – wrong copy type, missing fee, wrong office.
My document is from another country. Can California apostille it?
No. An apostille must come from the country or state that issued the document. A Mexican birth certificate needs a Mexican apostille. What you will usually need in the United States is a certified translation instead.
Need this done in San Diego?
Call or text (858) 888-8060, or send a request. We cover the whole county, 24/7.