What Is an Apostille and Do You Need One?

If you have ever needed to use an official document in another country you may have heard the word apostille. But what exactly is an apostille and why might you need one? In this guide we break down everything you need to know about apostilles in simple straightforward terms.

What Is an Apostille?

An apostille is a form of international document authentication established by the Hague Convention of 1961. It is an official certificate that verifies the authenticity of a public document so that it can be legally recognized in another country.

Think of an apostille as an official stamp of approval that tells foreign governments this document is real, properly issued and legally valid in the country where it was created.

The word apostille comes from French and means certification. When a document has been apostilled it means a government authority has verified that the signature, seal or stamp on the document is genuine.

Which Countries Accept Apostilles?

Apostilles are recognized by countries that are members of the Hague Convention. There are currently over 120 member countries including:

•      Mexico

•      United Kingdom

•      Germany

•      France

•      Spain

•      Italy

•      Australia

•      Japan

•      South Korea

•      Brazil

•      Canada

•      India

If the country where you need to use your document is NOT a member of the Hague Convention a different process called legalization or embassy authentication may be required. Contact us to confirm which process you need based on your destination country.

Why Might You Need an Apostille?

There are many situations where you might need an apostille. Here are the most common:

•      Getting Married Abroad: If you are planning to get married in another country you will likely need an apostille on your birth certificate and possibly your single status certificate to prove you are legally free to marry.

•      Adopting a Child Internationally: International adoption requires extensive documentation including apostilled birth certificates, marriage certificates and background check records.

•      Working or Studying in Another Country: Many countries require apostilled academic transcripts, diplomas and background check records before granting work visas or student visas.

•      Applying for Dual Citizenship: If you are applying for citizenship in another country based on your heritage you will likely need apostilled birth certificates and other vital records.

•      Conducting International Business: Business contracts, corporate documents and powers of attorney often require apostilles before they can be used in international business transactions.

•      Retiring or Relocating Abroad: Many countries require apostilled documents as part of the residency or retirement visa application process.

•      Dealing With an Inheritance Abroad: If you are involved in an inheritance or estate matter in another country apostilled documents may be required by foreign courts or government agencies.

•      Submitting Legal Documents to a Foreign Court: Court orders, judgments and legal affidavits often require apostilles before they can be submitted to foreign courts.

What Documents Can Be Apostilled?

Not all documents can be apostilled only official public documents qualify. Here are the most common documents that can receive an apostille:

•      Birth certificates

•      Marriage certificates

•      Divorce decrees

•      Death certificates

•      Academic diplomas and transcripts

•      Background check and FBI records

•      Power of attorney documents

•      Corporate documents and business licenses

•      Notarized affidavits and sworn statements

•      Court orders and judgments

•      Adoption documents

Personal documents like letters, emails or private contracts generally cannot be apostilled. However if a private document is notarized by a commissioned notary public it may then be eligible for an apostille.

How Does the Apostille Process Work in California?

In California apostilles are issued by the California Secretary of State. Here is how the process works:

•      Step 1, Determine What Documents Need to Be Apostilled: Contact us and tell us what documents you need apostilled and which country they will be used in. We will confirm what is needed and give you a clear quote.

•      Step 2, Document Review and Preparation: We review your documents to determine whether they need to be notarized before submission. Some documents like birth certificates issued by the county are already certified and can go directly to the Secretary of State. Others like notarized affidavits need to be notarized first.

•      Step 3, Notarization if Required: If your document needs to be notarized before submission we handle that first. We come to your location to notarize the document or the accompanying certification.

•      Step 4, Submission to the Secretary of State: We prepare and submit your document package to the California Secretary of State office for apostille processing.

•      Step 5, Apostille Issued and Returned: The Secretary of State attaches the apostille certificate to your document. Because we submit your documents in person at the California Secretary of State in Sacramento, processing is typically completed within a few business days. Your apostilled document is then returned to you ready for official use in the destination country.

How Much Does an Apostille Cost in California?

At LDE Ink Notary Services LLC our apostille fees are as follows:

•      First document: $200

•      Each additional document in the same order: $100

•      Notarization fees apply if your document needs to be notarized before submission: $15 per signature

•      Travel fees apply based on location

Why Choose LDE Ink Notary Services for Your Apostille?

As a certified apostille agent LDE Ink Notary Services handles the entire apostille process for you from start to finish. Instead of navigating complex government procedures on your own we manage everything: document review, notarization, submission and return.

We serve clients throughout Contra Costa, Alameda, Solano, San Francisco and San Mateo counties and are available 7 days a week.

Ready to Get Your Apostille?

Contact LDE Ink Notary Services today to get started.

Call or text: 415-214-5684

Email: info@ldeinknotary.com

Book online: Click here to book

LDE Ink Notary Services LLC is not a law firm and does not provide legal advice. For questions about your specific documents please consult a licensed attorney.