How to Get an Apostille in California: Step by Step

Here's how the process works from start to finish. We handle the steps for you, but knowing them helps you avoid mistakes.

Step 1: Identify the Document and the Destination

Two questions decide everything: what kind of document is it, and which country will receive it? A certified birth certificate and a signed power of attorney follow different routes, and the destination decides whether you need an apostille or embassy legalization.

Step 2: Confirm the Destination's Requirements

  • Country in the Hague Apostille Convention: an apostille is enough.
  • Country outside the Convention: California issues an authentication certificate, and the document generally needs legalization by that country's embassy or consulate as well.

Some countries also require a certified translation, or don't accept documents older than a set number of months. Check with the receiving office.

Step 3: Get the Document Into the Right Form

  • Vital records (birth, marriage, death): order an official certified copy from the issuing California authority. Do not take a photocopy to a notary.
  • Private documents (powers of attorney, affidavits, declarations): sign them in front of a California notary, using the correct notarial certificate. Need a notary? Gale Ranch Notary can meet you in the Tri-Valley.
  • Educational and business documents: the route depends on who signed them. We tell you which applies.

Step 4: Submit to the Correct Authority

California public documents go to the California Secretary of State. Federal documents go to the U.S. Department of State. We make sure yours goes to the right one.

Step 5: Embassy or Consulate Legalization (Only If Needed)

Some countries don't accept an apostille. For those, California issues an authentication certificate instead, and the document usually also needs to be legalized by that country's embassy or consulate. We'll tell you whether your destination requires this and what the embassy or consulate will ask for.

Step 6: Return and Final Check

We return your completed document by pickup, mail, or courier, including international shipping. Before it goes out, we check that every page and attachment is intact.

What You Need to Provide

  1. 1 The document type and the county or agency that issued it
  2. 2 The destination country
  3. 3 Your deadline
  4. 4 A clear scan or photo for review

Request an Apostille Quote

Tell us about your documents and we'll confirm requirements and turnaround. Fast, reliable service in San Ramon, CA.