The Ultimate Guide to Getting a California Apostille in 2025

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 Apostille 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.

Here are common scenarios where apostilles are required:

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

Only the California Secretary of State issues apostilles. This office checks California-issued documents for public official and notary 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 Shop service events, in which team members collaborate with county offices to provide apostille services at various locations. These pop-up events, which are frequently updated on the official website, offer easy access to apostille services.

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 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 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 of the California Secretary of State is the only location that provides mail-in apostille service.. 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:

2. In Person

In-person apostille services are available at the Secretary of State offices in Los Angeles and Sacramento, 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, 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 process 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 return shipping.
• In Person: If you choose to submit your documents in person, there is a specific fee per document. Also, there may be extra charges for handling 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 office in your area.
• Third-Party Services: Costs will vary depending on the service provider and whether you select expedited 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.

• By Mail: Processing time typically takes around 2 weeks, excluding mailing time.
• In Person: Most apostilles are processed within 1 to 2 business days, sometimes even on the same day.
• Third-Party Services: These companies work directly with the Secretary of State and can often expedite the process. Depending on the service level chosen, they can sometimes deliver results within 24 to 48 hours.

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. 

It includes the country's name, the signing officer, capacity, location, date, official seal or stamp, certificate number, and authorized signature. The document is marked with the California State Seal and printed with multilingual instructions—interpret the purpose of the apostille for international use in English, French, and Spanish.

At first, obtaining a California apostille in 2025 might seem complicated, but it gets much simpler once you know how to do it. The apostille guarantees that your documents are formally accepted in other nations, whether you use them for legal, marriage, employment, or educational purposes.