The Ultimate Guide to Getting a California Apostille in 2025

Do you want to use a document from the state of California in another country? You'll likely need a California apostille. It's an official certificate that proves your document is authentic. Whether you're apostilling a birth certificate, a driver's license copy, or a marriage record, the process may seem complicated and overwhelming, mainly because it involves multiple steps and legal requirements. But with a clear understanding of what's needed, this becomes manageable. 

When a public authority signs a document, its signature is verified by a California apostille for use abroad. This certification is required for documents being used in countries that have signed the Hague Convention.

An apostille is not going to change or authenticate the contents of the document. It only certifies the signature or stamp. Once a document has an apostille, there is no need for embassy legalization unless you plan to use the document in a non-Hague Convention country.

An apostille may be necessary for various professional, academic, and legal reasons for individuals and businesses. Here is the list of documents:

There are many situations where obtaining a California Secretary of State apostille is essential. Whether you're moving abroad, expanding your business internationally, or planning to marry in another country, an apostille helps verify the authenticity of your U.S.-issued documents for use overseas. Below are the most common instances where apostilling your documents is required:

• Dual Citizenship: If you’re applying for dual citizenship, the foreign government will typically request apostilled documents such as your birth certificate, marriage certificate, and naturalization papers. These records serve as proof of lineage and legal status and must be authenticated to be recognized outside the United States.
• International Marriages: Getting married abroad? Most countries will require apostille certification of key documents like your birth certificate, single status affidavit, and sometimes divorce decrees. This ensures that your marriage is legally recognized both overseas and in the U.S.
• International Adoption: Adopting a child from another country often involves extensive documentation. You'll likely need to apostille vital records, including your birth certificate, marriage certificate, and home study reports. These documents help validate your eligibility under both U.S. and foreign adoption laws.
• Studying Abroad: If you're a California student planning to attend a school or university abroad, you'll need to apostille educational documents such as your diploma, academic transcripts, and letters of enrollment or recommendation. Many foreign institutions require these documents to verify your academic background.
• Employment Abroad: Professionals working overseas must often present apostilled background checks, professional licenses, certifications, and even degree certificates. These documents are typically required for employment visas, credential evaluations, or international licensing boards.
• Business Expansion Overseas: Companies looking to expand or establish operations abroad must apostille various business documents, including Articles of Incorporation, partnership agreements, board resolutions, and business licenses. Apostilling ensures that these corporate records are accepted as legally valid in foreign jurisdictions.
• Immigration and Visa Applications: Whether you're sponsoring a relative, applying for residency, or pursuing a visa, many countries require apostilled public records like birth certificates, marriage licenses, or criminal background checks to process your immigration or visa application. Apostilling these documents streamlines the approval process and ensures compliance with foreign legal standards.

Only the California Secretary of State issues apostilles. This office checks California-issued documents for public official and notary public signatures. California has two major Secretary of State offices: one in Sacramento and one in Los Angeles.

Additionally, the California Secretary of State organizes Apostille Pop-Up Shops in collaboration with county offices. These events provide access to apostille services at various localities.

It's essential to verify that all requirements are met before submitting documents for an apostille in California. Here's what you must verify:

• Documents need to be current, preferably issued within the last five years.
• The authorized public official from the issuing agency must sign and seal the document.
• If notarization is necessary, all documents must follow the correct notarization guidelines.
• Notarized documents should display all the notary public's details, like the notary's name, the signing date, the venue, and a current notarial certificate.
• The California Department of Public Health, or any County Vital Records Office, can provide certified document copies of vital records upon request. They must contain the signatures of officials, such as a county clerk, recorder, or state registrar.
• The county clerk must certify a document issued by a local authority.
• Before submitting, the apostille application form must be complete with all the proper details and signatures.
• Always include a self-addressed envelope and the correct mailing address for mail-in service.

For more information about documentation, read our blog "How to Prepare Your Documents for Apostille in California."

You can apply for a document apostille in California in four different ways.

1. By Mail: The Sacramento office is the only Secretary of State office providing an apostille by mail. Your documents must be appropriately certified by the authority or notarized by a California notary public, if required. Along with your documents, you must include the official California apostille request form for the Sacramento office, which requires you to provide your name, mailing address, contact number, and the country name where the apostilled document will be used. Include a check or money order payable to the California Secretary of State for the applicable fee and a self-addressed, stamped return envelope for the return of your completed apostille. When everything is prepared, send it via mail to:

Notary Public Section

2. In Person: In-person apostille services are available at the Secretary of State's Los Angeles and Sacramento offices in California. Before visiting, all documents must be appropriately certified or notarized, depending on the type. The correct apostille request form must be completed for Los Angeles and Sacramento. The applicable fee should be prepared at the time of submission. Immediately after the documents have been submitted in person, they will be processed, and the apostille will be issued.

3. Apostille Pop-Shops: The California Secretary of State occasionally hosts apostille pop-up shop events in collaboration with nearby county offices. By bringing apostille services to various cities throughout the state, these events increase public accessibility to the procedure. People can submit their documents for an apostille at a pop-up event without traveling to Los Angeles or Sacramento. Documents must still be certified appropriately or notarized, among other standard requirements. Future pop-up shop dates, submission methods, locations, and registration information are available on the Secretary of State's website. This option benefits those seeking a local, convenient way to obtain apostille services.

4. Third Party Services: One of California's fastest and easiest ways to get an apostille is to use a third-party service. Companies like Globeia handle the entire apostille processing, from start to finish, on your behalf. All you need to do is complete a simple application form and pay the applicable fee. Globeia works closely with the California Secretary of State's office and has trusted partners in different cities to help speed up the process. This option is ideal for those looking for a stress-free, efficient way to get their documents apostilled without visiting an office in Person.

• By Mail: A nominal fee is required to apostille a document when using the mail to the California Secretary of State's Sacramento office. There are extra charges for mailing and prepaid postage.
• In Person: If you choose to submit your documents in person, there is a specific fee per document. Also, there may be extra special handling fees for each signature from different public officials.
• Apostille Pop-Up Shops: Costs might change depending on the occasion or venue. For the most recent information, visit the Secretary of State's website or the county offices in your area.
• Third-Party Services: Costs will vary depending on the service provider and whether you select expedited apostille or standard processing. These services are convenient and take care of everything for you; you don't have to go to any offices, but they might cost more.

The time it takes to get a California apostille depends on how you submit your documents:

• By Mail: Standard apostille by mail takes about 5–10 business days, not including shipping time. Delays may happen if forms are incomplete or if extra document verification is needed.
• In Person: Visit the Secretary of State office in Sacramento or Los Angeles, and most requests are handled within 1–2 business days, sometimes the same-day service.
• Third-Party Services: For urgent apostille requests, third-party providers offer expedited apostille options with a 24–48 hour turnaround. These are ideal for time-sensitive documents like visa applications or international jobs. Expect to pay an extra apostille fee depending on urgency.

Timing can also vary depending on the document requirements, like birth or marriage certificates may need county clerk stamps, while other documents have their own guidelines. Processing times can also be longer during busy periods. If your documents are ready and properly notarized, using a third-party apostille service can save time, especially when speed matters most.

The California apostille begins with "State of California - State Secretary." Just below this, it clearly states that this certificate is not valid for use within the United States or its regions. After this, it was mentioned that the document had been released according to the Hague Convention of October 5, 1961. 

At first, obtaining a California apostille may seem overwhelming, but it becomes easy once you understand the authentication process. Whether for birth certificate apostille, marriage certificate apostille, or other time-sensitive documents, the apostille issuance ensures your paperwork is accepted globally.