What Is An Apostille?

​

An Apostille is a certificate issued by the Secretary of State that proves the authenticity of a notary’s signature and seal. Typically, Apostilles are required for documents destined for use in a foreign country which abides by the Hague Convention. The document is the proof that the notary public or public official who witnessed the signer’s signature is legitimate and is in good standing with the state government.

​

The Apostille or Certification does not validate the contents of the document. Apostilles and Certifications only certify to the authenticity of the signature of the official who signed the document, the capacity in which that official acted, and when appropriate, the identity of the seal or stamp which the document bears.  The Apostille itself is a full page embossed certificate.  It is permanently attached to the notarized document. Removing the staples is forbidden.

The country of destination determines whether the authentication is an Apostille or a Certification.

​

The California Secretary of State authenticates signatures only on documents issued in the State of California signed by a notary public or the following public officials and their deputies:

​

• County Clerks or Recorders

• Court Administrators of the Superior Court

• Executive Clerks of the Superior Court

• Officers whose authority is not limited to any particular county

• Judges or Executive Officers of the Superior Court

• State Officials

​

Generally speaking, official signatures must be “wet ink” (or written in pen).  Photocopied signatures and faxed or stamped signatures are notacceptable for authentication.

​

​

The most common types of documents include:

​

• Marriage Licenses, Divorce agreements, Divorce Decree

• Birth Certificates, Marriage Certificates, Death Certificates

• Single Status to Marry, No record of a Marriage

• Criminal Record – Criminal Background Check

• Local Police, Sherriff’s Department, etc…

• Power of Attorney – General, Special, Finance, Real Estate etc.

• Notarized copies of Passport, Affidavits, and other documents

• Papers for Adoption purposes

• Transcripts (High School, College, University, or any other issuing agency)

• Diploma, Degree Certificates, Graduation Records

• Permission to Travel, Consent by Parent(s) to travel with Minor Children

​

*Note:  Some documents require a certified copy

​

​

Corporate documents, such as:

​

• Articles of Incorporation, Certificate of Incorporation

• Merger Agreements

• Authorization letter for Bank, Finance, Office, and related company matters

• Certificates of Amendment

• Certificate of Good Standing

• Certificate of Status

• Power of Attorney

• Certificate of Incumbency

• Corporate Resolution

• Certification of Free Sale

• Certificate of Origin

• Certificate of Analysis

• Corporate Forms

• Joint Venture Agreements

• Stock Purchase Agreement in Foreign Companies

• Business Letter of Invitation

​

For vital records such as birth certificates, marriage certificates and death certificates, it must be a “certified” letter size pink-and-blue certificate provided by the local county clerk registrar recorder’s office where the certificate originated.

​

Your birth, marriage or death certificate should be a letter-size, pink-and-blue document with a blue State of California heading and signed at the bottom of the certificate by a California County Clerk registrar recorder (not a doctor, for birth certificates).

​

If it is a non-vital record, such as a power-of-attorney document or an affidavit attached to something like a copy of a diploma, 99% of the documents will need to be notarized first. If it was already notarized, we will need to review your document to make sure it was notarized properly for approval with the California Secretary of State and the destination country.

​

​