When dealing with international paperwork, a notarized document may not be enough. Many countries require an apostille to confirm the authenticity of a notarized document. This certification makes documents legally valid in countries that are part of the Hague Apostille Convention.
Getting an apostille in Los Angeles, CA, involves multiple steps, from notarization to submission. The process must be followed correctly to avoid delays, whether you need it for business, legal matters, or personal use. To avoid unnecessary rejections, you must also ensure that your paperwork meets all state requirements before applying for an apostille.
So, how do you get one? Below is a step-by-step guide to ensure your documents are processed smoothly.
Step 1: Determine If Your Document Needs an Apostille
Not all documents require an apostille. It is typically needed for:
- Legal documents – Birth certificates, marriage licenses, divorce decrees
- Business records – Power of attorney, corporate documents, contracts
- Educational certificates – Diplomas, transcripts, academic records
- Personal documents – Passports, background checks, affidavits
If the country where you’re sending the document is part of the Hague Apostille Convention, you will need an apostille instead of embassy legalization.
Step 2: Get Your Document Notarized
Before obtaining an apostille, the document must be notarized by a licensed notary public in California.
💡 Important Notes:
- Some documents, like birth and marriage certificates, must be certified by the County Clerk or State Registrar, not a notary.
- A notary public must witness your signature for affidavits and power of attorney documents.
Once the notarization is done, your document is ready for the next step.
Step 3: Submit Your Document to the California Secretary of State
The California Secretary of State is responsible for issuing apostilles. You can submit your notarized document in one of two ways:
✉ By Mail
- Complete an Apostille Request Form
- Include the notarized document
- Provide a self-addressed return envelope
- Pay the processing fee (check the Secretary of State's website for updated costs)
🚶 In Person
- Visit the Los Angeles Regional Office or Sacramento Office
- Bring a valid ID and your document
- Pay the fee and receive a tracking number
Processing times can vary. Mailed requests take longer, while in-person submissions may offer same-day or next-day service.
Step 4: Check for Errors Before Submission
Mistakes can delay your apostille request. Here’s what to check:
- The notary’s signature and stamp are clear and valid
- The correct document type is submitted
- The country of use is listed correctly on the form
- Fees are paid in the correct method
If any detail is incorrect, your request may be rejected, causing delays.
Step 5: Receive Your Apostilled Document
Once the California Secretary of State verifies the document, they attach an apostille certificate. This confirms the authenticity of the notarization, allowing the document to be used internationally.
📌 Delivery Options:
- If submitted by mail, it will be returned using the envelope you provided.
- If requested in person, you may receive it the same day, depending on office workload.
Now, your document is ready to be presented in the required country.
Additional Tips for a Smooth Apostille Process
- Verify document requirements – Some countries have additional translation or formatting requirements.
- Use a professional service – If you are unsure about the process, a document processing company can handle it.
- Plan ahead – Processing can take days or weeks, so allow extra time before travel or deadlines.
Getting an apostille in Los Angeles, CA, can seem complicated, but following these steps ensures your document is accepted without issues. Whether for business or personal use, proper certification prevents legal roadblocks when using documents abroad.
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