How to Prepare Your Documents for Apostille in California

Preparing your documents for an apostille in California might seem complicated, but it is easy once you understand the requirements. If you wish to study abroad, marry, or conduct business in another country, an apostille will legally accept your California documents. This article will explain which documents can be apostilled, how to prepare them, and how to get certified copies so that you can complete the California apostille smoothly.

Documents that get an apostille in California:

It's vital to ensure that all documents fulfill the legal requirements set by the California Secretary of State before submitting them for an apostille in California. Some key guidelines to follow are:

• Documents that need an apostille must be issued within the past 5 years.
• The official seal and signature of the issuing authority must appear on all documents.
• Only originals or certified copies are accepted; photocopies are invalid for an apostille.
• If your document requires notarization, it must follow all California notary rules.
• Documents originating from a local agency require certification by the county clerk before use.
• An apostille request form is necessary. Use the California apostille request form for the Sacramento office if you must submit the request by mail.
• If you want to complete the apostille in person, complete the California apostille request form for Los Angeles or Sacramento, depending on your location.
• The payment for an apostille is accepted via check or money order.
• Please include a complete payment receipt with your application.
• Add a self-addressed return envelope, including the correct address and phone number when using the mailing option.
• Verify that all details are entered correctly to prevent delays.

In California, you can obtain a certified copy of a birth or death certificate from the California Department of Public Health (CDPH), Vital Records Office, County Clerk's Office, or County Recorder's Office. 

• The California Department of Public Health, the County Clerk's Office, or the County Recorder's Office can issue a marriage or divorce certificate. For it to be eligible for an apostille, marriage certificates must be signed and certified by public officials.
• The documents must be certified, and the marriage certificate must have the correct signatures from public officials. The California Department of Public Health only provides the cover sheet for divorce records, which contains essential information like the parties' names, filing date, county, and case number.
• If you want a complete divorce decree, request it from the Superior Court or the family courts where the divorce was initiated. Some divorce records may be available online or at local county courts, such as in Los Angeles, so check with the authorities for more information.

In California, certain documents need notarization before being submitted for an apostille. Here are some common documents:

• Power of Attorney and Affidavits: Documents that give legal authority to another person, and written statements completed under oath or for legal proceedings, must be notarized before getting an apostille.
• Business Records: Documents such as official letters, agreements, and corporate resolutions need to be notarized before being submitted for an apostille.
• Wills, Deeds, and Other Property Records: Notarization is required for trust documents, deeds assisting in the transfer of ownership, and wills distributing property after death.
• Educational Documents: Degrees, diplomas, transcripts, and verification letters from colleges and universities must be notarized for use abroad before receiving an apostille.
• Other Personal Documents: Personal documents like passport copies, visa documents, or driver’s licenses may also require notarization before apostille.

In California, only official California Notary Publics are authorized to notarize documents. Lawyers or advocates are not permitted to perform notarization unless they are licensed notaries.

To ensure the notarized document is eligible for an apostille, the Notarial Certificate must include:

• The notary’s name, signature, and commission number
• The date of notarization
• The venue (place) where the notarization occurred
• A complete notarial certificate, such as an Acknowledgment or Jurat
• To be accepted for apostille processing, notarization must be performed per California Notary laws.

Completing the apostille in California is simple once you know all the documentation. Some documents can be obtained as certified copies from official authorities, while others require notarization.