How to Get an Apostille in California: A Step-by-Step Guide (2026)

If you need to use a California-issued document in another country — a birth certificate for immigration, a diploma for studying abroad, a power of attorney for an international property transaction — you almost certainly need an apostille in California before any foreign government accepts it. The apostille is the internationally recognized certificate that authenticates the signature of the public official on your document. Without it, most foreign governments reject your paperwork outright.

At Wet Ink Notary LLC, we help clients throughout Los Angeles, San Bernardino, Riverside, and Orange Counties navigate every step of the apostille process — from notarization and county clerk authentication to final Secretary of State submission. In this guide, we walk through exactly how the process works in 2026, what it costs, how long it takes, and where people most commonly run into problems.

Have questions before you read on? Call or text (626) 248-0349) and we will walk you through your specific situation right now.

What Is an Apostille?

The 1961 Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents created the apostille as a streamlined authentication method. Before the Hague Convention, getting a document recognized abroad required a lengthy chain of verifications involving multiple government offices and often a foreign consulate. The apostille replaced that entire chain with a single, standardized certificate.

In California, the Secretary of State issues every apostille. The certificate authenticates three things: the genuineness of the public official’s signature, the capacity in which that official acted, and the identity of any seal or stamp on the document. Importantly, an apostille does not validate the contents of the document — it only confirms that the signing official held proper authority.

Which Countries Accept a California Apostille

As of 2026, over 125 countries participate in the Hague Convention. Member nations include the Philippines, India, Italy, Spain, Mexico, Germany, the United Kingdom, Canada, Japan, South Korea, Brazil, and Australia. If the country where you need to present your document is a member, an apostille in California is the authentication method you need.

If your destination country is not a Hague member, you may need an authentication and legalization instead. That process routes through the U.S. Department of State and the destination country’s embassy. Call us at (626) 248-0349 and we will confirm which process applies to your situation.

Step 1: Confirm Your Document Qualifies for an Apostille in California

The California Secretary of State apostilles only documents that originate in California and carry the signature of a California public official. Consequently, confirming eligibility is the essential first step before you invest time and money in the process.

Documents That Typically Qualify

Vital records — birth certificates, death certificates, marriage licenses, and divorce decrees — generally qualify. So do educational documents such as diplomas, transcripts, and degree certificates. Legal documents including powers of attorney, affidavits, sworn statements, and court orders also qualify. Additionally, business documents such as articles of incorporation, certificates of good standing, and corporate resolutions are eligible. Any document that a commissioned California notary public has properly notarized qualifies as well.

An Important Note on Vital Records

If your birth or death certificate came from a city- or county-level agency and carries the signature of a local Health Officer or County Registrar rather than the State Registrar, you may need county clerk certification first — or a new certified copy from the California Department of Public Health — before the Secretary of State processes the apostille.

Federal documents such as FBI background checks, IRS certificates, or federal court records do not qualify for an apostille in California. Those must go through the U.S. Department of State Office of Authentications in Washington, D.C.

Step 2: Get Your Document Notarized If Required

Many documents that need an apostille in California must first be notarized. This requirement applies especially to personal documents that do not already carry a recognized public official’s signature — affidavits, declarations, consent letters, translations, and certain corporate documents all fall into this category.

California Notarization Requirements

The notarization must come from a California-commissioned notary public. A notarization from another state cannot receive an apostille through the California Secretary of State — each state apostilles only its own documents. Furthermore, the notarial certificate must be in English, even if the underlying document is in another language.

How Wet Ink Notary Helps at This Step

This is where Wet Ink Notary adds the most value for apostille clients. Our mobile notaries travel to your home, office, hospital, or any convenient location throughout the Inland Empire and San Gabriel Valley — including Ontario, Chino Hills, Upland, Rancho Cucamonga, Corona, Fontana, Arcadia, Diamond Bar, and Anaheim Hills. We ensure every notarization meets all requirements for an apostille in California so nothing triggers a rejection downstream.

Before your appointment, make sure you have acceptable identification ready. California enforces strict ID requirements, and bringing the wrong document is the most common cause of delays. Our guide on how to prepare for a notarization appointment covers everything you need to know. You can also call us at (626) 248-0349 to ask questions before your appointment.

Step 3: Obtain County Clerk Authentication for Notarized Documents

If your document has been notarized, one intermediate step comes before Secretary of State submission: county clerk authentication. The county clerk in the county where the notary holds their commission verifies that the notary’s commission was valid at the time of notarization. This step bridges the gap between the notary’s signature and the Secretary of State’s apostille.

How County Clerk Authentication Works

County clerk authentication is typically straightforward. You bring the notarized document to the clerk’s office, pay the authentication fee — generally $15 to $25 per document depending on the county — and receive a certificate attached to your document. Processing times vary. Some county offices offer same-day or next-day service, while others take one to two business days.

How We Handle This Step for You

When you work with Wet Ink Notary LLC, we handle the county clerk authentication on your behalf. As a result, you never need to visit the clerk’s office yourself. This is especially helpful for clients in our Rancho Cucamonga apostille service area and Corona apostille service area who want a fully managed process.

Note that county clerk authentication is not required for all documents. Vital records issued by the State Registrar, court documents signed by a court clerk, and certain other documents bearing a recognized state official’s signature may go directly to the Secretary of State without this step.

Step 4: Submit Your Document to the California Secretary of State

The California Secretary of State holds sole authority to issue an apostille in California. Three submission methods are available.

In-Person Submission — Fastest Option

The Sacramento office sits at 1500 11th Street, 3rd Floor, Sacramento, CA 95814. The Los Angeles office is in the Ronald Reagan State Building at 300 South Spring Street. Both offices offer same-day service — in-person submissions typically process within 30 minutes. No appointment is necessary at either location, but arrive by 4:30 PM to guarantee same-day service.

Mail-In Submission — Slowest Option

The Sacramento office handles all mail-in requests. Send documents via USPS to: Notary Public Section, P.O. Box 942877, Sacramento, CA 94277-0001. For FedEx, UPS, or DHL, use: Notary Public Section, 1500 11th Street, 2nd Floor, Sacramento, CA 95814. As of late April 2026, Sacramento processes mail-in requests received approximately four weeks prior. Check the Secretary of State’s website for current processing times before mailing anything.

Apostille Pop-Up Shops — A Lesser-Known Option

Throughout the year, the Secretary of State partners with local county offices to bring in-person apostille services directly to communities across California. These pop-up events offer same-day processing without traveling to Sacramento or Los Angeles. San Bernardino County has hosted these events — great news for Inland Empire clients. Check the Secretary of State’s Pop-Up Shop schedule for upcoming dates.

What to Include With Your Submission

Regardless of your submission method, include your original document or certified copy, a completed apostille request cover sheet from the Secretary of State’s website, the required payment, and — for mail-in requests — a self-addressed return envelope with prepaid postage.

Step 5: Apostille Fees in California for 2026

The Secretary of State sets apostille fees and keeps them consistent year to year. The base fee is $20.00 per apostille regardless of submission method. An additional $6.00 special handling fee applies to in-person submissions only, charged per public official’s signature. Mail-in requests do not carry the special handling fee.

Payment options include Visa, Mastercard, check, or money order payable to “Secretary of State.” The Sacramento office accepts cash; however, the Los Angeles office does not.

A Practical Fee Example

For a single notarized affidavit submitted in person at the Los Angeles office, you pay $20.00 for the apostille plus $6.00 for special handling — a total of $26.00. Mailing that same document to Sacramento costs only $20.00 because the special handling fee does not apply to mail-in submissions.

Step 6: Receive Your Apostille and Use It Abroad

Once the Secretary of State processes your request, the apostille certificate attaches directly to your document. The certificate carries the California Secretary of State’s seal and follows the Hague Convention’s standardized format. Your document is then ready for international use in any member country — no further authentication or legalization is necessary.

The California Secretary of State issues one apostille format for all destination countries. You do not need to specify the receiving country on the apostille itself, although the request cover sheet does ask for the country of destination.

Timeline Summary: How Long Does an Apostille in California Take?

Total processing time depends on your submission method and whether your document first needs notarization and county clerk authentication.

In person at Sacramento or Los Angeles — Same-day processing, typically within 30 minutes of submission. If your document also needs notarization and county clerk authentication, plan for one to three additional business days depending on your county clerk’s turnaround time.

By mail through Sacramento — Approximately four to six weeks total from the day you mail your documents to the day you receive them back. The current backlog runs about four weeks on the Sacramento end, plus transit time each direction.

Through an Apostille Pop-Up Shop — Same-day processing at the event location. Availability depends on the Secretary of State’s published schedule, so check dates early.

Through Wet Ink Notary LLC — We typically complete the full process — notarization, county clerk authentication, and Secretary of State submission — within one to two weeks, with expedited options available for urgent deadlines. Call (626) 248-0349 to discuss your timeline.

How Wet Ink Notary LLC Simplifies the Apostille Process

Getting an apostille in California involves multiple steps, multiple offices, and specific requirements at every stage. Missing a single detail — an incomplete notarial certificate, a skipped county clerk authentication, an incorrect payment — can add weeks to your timeline. That is exactly where Wet Ink Notary LLC steps in.

What We Handle For You

We manage the complete apostille process for clients throughout Southern California. Specifically, we provide document review and preparation to confirm your paperwork meets all apostille requirements before submission. We also provide mobile notarization at your location — your home, office, hospital, or care facility. Additionally, we handle county clerk authentication at the appropriate office and submit directly to the Secretary of State with tracking and status updates throughout.

Our International Experience

We have specific experience processing apostilles for documents headed to the Philippines, India, Italy, Spain, Mexico, Germany, the United Kingdom, South Korea, and many other Hague Convention countries. Each destination can have its own quirks — some countries require a certified translation in addition to the apostille, and others hold specific formatting expectations for affidavits or declarations. Our experience with these requirements helps you avoid rejections that cost weeks of additional delay.

If you are an attorney handling international matters, our mobile notary services for law firms integrate smoothly with your existing workflow, including apostille coordination.

Common Documents We Apostille for California Clients

Clients frequently bring us birth certificates for immigration applications, dual citizenship claims, or international adoption proceedings. Marriage certificates for spousal visa applications or civil registry filings abroad also come through regularly. Academic credentials including diplomas, transcripts, and degree verifications for international university enrollment are another common request.

Powers of attorney for international property transactions, estate matters, or financial management across borders represent a significant portion of our apostille work. Corporate documents such as articles of incorporation, resolutions, and certificates of good standing for overseas business operations are equally common. Finally, single-status affidavits, identity declarations, and personal statements for foreign civil registries round out the most frequent requests we handle.

If your document involves a trust signing or a certified copy of a power of attorney, we handle both the notarization and the apostille coordination in a single engagement. Call (626) 248-0349) and tell us what you have — we will tell you exactly what the process looks like for your document.

Frequently Asked Questions About Getting an Apostille in California

Can someone else submit my document for an apostille?
Yes. Any individual can submit documents and pick them up on behalf of the person named in the document. You do not need to be present or related to the document holder. This is precisely why professional services like Wet Ink Notary LLC can manage the entire submission process for you.

Can I get an apostille in California for a document notarized in another state?
No. Each state apostilles only its own documents. If another state notarized your document, you need that state’s Secretary of State to issue the apostille. Only documents that a California-commissioned notary notarized — or that a California public official signed — qualify for an apostille in California.

Does my document need to be in English?
The document itself can be in any language. However, the notarial certificate must be in English for the Secretary of State to process the apostille. If the receiving country requires a translation, you can arrange that before or after the apostille depending on the country’s requirements.

What if my country is not part of the Hague Convention?
If your destination country is not a Hague Convention member, you need an authentication and legalization instead of an apostille. This process requires Secretary of State authentication, then U.S. Department of State authentication, and finally legalization by the destination country’s embassy or consulate. It is a longer process — call us and we will guide you through it.

How do I check the current mail-in processing time?
Visit the Secretary of State’s Current Processing Times page. The page updates regularly and shows the date of the most recently processed mail-in requests. As of late April 2026, the office processes requests received approximately four weeks prior.

Is there a same-day apostille option in California?
Yes. Both the Sacramento and Los Angeles Secretary of State offices offer same-day walk-in service, typically processing submissions within 30 minutes. You pay the $20 apostille fee plus the $6 special handling fee per public official’s signature. The Secretary of State also runs Apostille Pop-Up Shop events at county locations throughout the year for same-day processing closer to home.

Get Started With Your Apostille in California Today

Whether you need a single birth certificate apostilled for an immigration filing or a full set of corporate documents authenticated for an international business deal, Wet Ink Notary LLC manages the entire process from start to finish. We serve clients throughout Ontario, Chino, Chino Hills, La Verne, Claremont, Upland, Rancho Cucamonga, Eastvale, Corona, Riverside, Fontana, Arcadia, Diamond Bar, Anaheim Hills, and the greater Southern California region.

Call or text (626) 248-0349 for a free consultation on your apostille needs. We walk you through every step, handle the paperwork, and make sure your documents arrive properly authenticated for international use.

Brent Hernandez
Wet Ink Notary LLC
Notary Commission #2446864 | Process Server Registration #2006
Licensed • Bonded • Insured
Serving Los Angeles, San Bernardino, Riverside, and Orange Counties