The Apostille Process in California: Timeline & Steps

What Is an Apostille?

An apostille is a certificate issued by a designated government authority — in California, the Secretary of State — that authenticates a document for use in another country. It was established by the 1961 Hague Convention, and it is recognized by over 120 member countries. Think of it as an international notarization: it confirms that the signature and seal on your document are legitimate. Without an apostille, many countries will not accept U.S. documents as valid, even if they have already been notarized. If you are moving abroad, conducting business overseas, getting married in another country, or enrolling in a foreign university, you will likely need an apostille on one or more documents.

Which Documents Qualify for an Apostille?

In California, the Secretary of State can apostille documents that originate from or are processed within the state. This includes notarized documents where the notary holds a California commission, certified copies of vital records (birth, death, and marriage certificates) issued by a California county, and documents bearing the signature of a California state or county official. Federal documents — such as FBI background checks or documents notarized by a federal employee — need to be apostilled by the U.S. Department of State in Washington, D.C., not the California Secretary of State. This is a common point of confusion that I help clients navigate regularly.

• ●Documents notarized by a California-commissioned notary public
• ●Certified copies of California birth, death, and marriage certificates
• ●Court documents certified by a California court clerk
• ●Documents signed by California state or county officials

Step-by-Step: Getting an Apostille in California

The process is straightforward but requires attention to detail. Missing a step or submitting the wrong type of document is the most common reason for delays and rejections. Here is the process I walk my clients through when they need an apostille.

Timeline: How Long Does It Take?

Processing times vary depending on how you submit and current volume at the Secretary of State's office. Standard processing by mail takes approximately 5 to 10 business days from the date your documents are received, not from the date you mail them. In-person processing at the Sacramento or Los Angeles office is typically same-day or next-day, but you should check current wait times as they can fluctuate. During peak periods — particularly in spring and summer when people are planning international moves and weddings — processing times can extend beyond the standard window. If your situation is time-sensitive, walk-in processing is the safest bet, even if it requires a trip to Sacramento or LA.

Apostille Costs in California

The California Secretary of State charges $20 per apostille certificate. This is a flat fee regardless of the document type. On top of that, you will need to factor in the cost of notarization if your document requires it ($15 per signature in California) and any mailing or courier costs. If you use a mobile notary service like mine for the notarization step, add the travel fee as well. So the total cost for a single document might break down as follows: $15 notarization fee plus $35 travel fee plus $20 apostille fee plus $10 for shipping, totaling roughly $80. For multiple documents, the notarization and apostille fees multiply but the travel fee stays the same, making it more economical to batch your documents.

Common Mistakes That Cause Delays

I have seen clients run into the same issues repeatedly, and most of them are avoidable with a little preparation. The most frequent problem is submitting a document that was not notarized by a currently commissioned California notary — if the notary's commission has expired or is from another state, the apostille request will be rejected. Another common mistake is sending a photocopy of a vital record instead of a certified copy. Some clients also forget to include the processing fee or the return envelope, which adds days to an already time-sensitive process. Finally, documents headed to countries that are not part of the Hague Convention require a different authentication process called a certificate of authentication, which involves an additional step through the U.S. Department of State.

• ●Submitting a document notarized by a non-California or expired-commission notary
• ●Sending a photocopy instead of a certified copy of a vital record
• ●Forgetting the $20 processing fee or prepaid return envelope
• ●Confusing federal documents (which go to the U.S. Department of State) with state documents
• ●Not checking whether the destination country is a Hague Convention member