Notary vs. Apostille: What's the Difference?

If you need to use a document in another country, you may have heard the terms "notarization" and "apostille" and wondered how they differ. While both involve authenticating documents, they serve different purposes and operate at different levels of authority. This guide clears up the confusion.

What Is Notarization?

Notarization is the process where a notary public verifies the identity of the person signing a document and witnesses the signature. The notary applies their official seal and signature, confirming that the signer appeared in person and acted voluntarily. Notarization is used primarily for domestic transactions such as real estate closings, powers of attorney, and affidavits.

What Is an Apostille?

An apostille is a certificate issued by a designated government authority that authenticates the origin of a public document for use in another country. In California, apostilles are issued by the Secretary of State. The apostille verifies the signature, seal, and authority of the notary or public official who signed the document.

The apostille system was established by the Hague Convention of 1961 and is recognized by over 120 countries worldwide. It simplifies the process of using documents internationally by providing a single, universally recognized form of authentication.

Key Differences

• Purpose: Notarization authenticates the signer's identity. An apostille authenticates the notary's (or other public official's) authority.
• Scope: Notarization is primarily for domestic use. An apostille makes a document valid internationally.
• Who issues it: A notary public performs notarizations. The California Secretary of State issues apostilles.
• Cost: Notarization costs $15 per signature in California. An apostille costs $20 per document from the California Secretary of State.
• Process: Notarization can be done in a single appointment. Getting an apostille requires mailing or hand-delivering your notarized document to the Secretary of State's office.

When Do You Need an Apostille?

You need an apostille when you plan to use a document in a country that is a member of the Hague Apostille Convention. Common scenarios include:

• Adopting a child from another country
• Getting married abroad
• Transferring property in a foreign country
• Enrolling in a university overseas
• Conducting business transactions with international partners
• Handling immigration paperwork

When Do You Need Only Notarization?

For domestic transactions, a simple notarization is usually sufficient. Examples include:

• Transferring property within the United States
• Signing trust documents or wills
• Executing business contracts
• Filing healthcare directives
• Completing vehicle title transfers

The Apostille Process in California

Getting an apostille in California involves these steps:

1. Get the document notarized: First, have your document notarized by a California notary public. The notary must have an active commission on file with the Secretary of State.
2. Prepare your submission: Complete the apostille request form and include the original notarized document.
3. Submit to the Secretary of State: You can mail the document to the Sacramento office or hand-deliver it to the Los Angeles or Sacramento office. Include the $20 fee per document.
4. Receive the apostille: Processing times vary from a few business days for in-person requests to several weeks for mailed submissions.

For countries that are not part of the Hague Convention, you may need embassy or consulate legalization instead of an apostille. This process is longer and more involved. See our guide on foreign document authentication for more details.

Apostille Services in Los Angeles

Many notaries in Los Angeles offer apostille assistance as part of their services. They can notarize your document and handle the apostille submission on your behalf, saving you the trip to the Secretary of State's office. Fees for this service typically range from $50 to $150 per document, including the state fee.

If your document involves translations, you may also need a certified translation before notarization and apostille. Many Los Angeles notary services offer all three steps in one package.

Find a notary in your area who offers apostille services through our free Los Angeles notary directory.