A lot of my apostille clients live in Southern California but were born somewhere else. They need a birth certificate apostille for a foreign residency, dual citizenship, marriage abroad, or a visa, and they assume the California Secretary of State can do it. It cannot. A birth certificate can only be apostilled by the state that issued it. The Idaho apostille in the photo below is a good example: the client lives here, but the certificate had to go through Idaho.
Born in another state? I can handle it from here.
I help Southern California residents get out-of-state birth certificates apostilled without traveling back to their birth state.
Why California Can’t Apostille an Out-of-State Birth Certificate
An apostille certifies the signature of the official who signed the document. On a birth certificate, that is the state or county registrar in the state where you were born. Only that state’s Secretary of State (or its equivalent office) has the records to verify that signature. So a Texas birth certificate goes to Texas, a New York certificate goes to New York, and an Idaho certificate goes to Idaho, even if you have lived in California for decades.
The Process, Step by Step
1. Order a new certified copy from your birth state
The apostille goes on a certified copy issued by the vital records office, not a photocopy or a hospital certificate. Some states only apostille copies signed by a specific official or issued recently, so it is often safest to order a fresh copy. Many vital records offices let you order by mail, and some require your signature on the application to be notarized when you order that way. I can notarize that application for you at your home or office.
2. Send it to that state’s apostille office
Each state has its own request form, fee, and mailing address. Processing times vary by state. Include a prepaid return envelope so the finished document comes back to you.
3. Check whether the destination country needs an apostille or an authentication
Apostilles are for countries that belong to the Hague Apostille Convention. If the country is not a member, the document may need a different authentication process, which can include the U.S. Department of State and the country’s embassy or consulate.
4. Get a translation if the country asks for one
Many countries want a certified translation of the birth certificate and the apostille. Ask the receiving agency what they require before you translate anything.
Born in California? The Process Is Simpler
If you were born in California, your certified birth certificate is apostilled by the California Secretary of State. Depending on the copy, some certificates issued by a city or county need a county clerk certification first. I cover that in How to Apostille a California Birth Certificate.
How Wet Ink Notary Helps
- Figure out which office has to apostille your document and what it requires
- Notarize any application or affidavit the out-of-state office asks for
- Prepare the request and return envelope so it is done right the first time
- Handle any California documents in the same packet, such as a notarized power of attorney or a notarized affidavit that needs a California apostille
Learn more on the apostille services page.
Let’s get your birth certificate apostilled
Send me the state you were born in and the country the document is going to, and I will outline the steps and give you a quote.
Frequently Asked Questions
Can the California Secretary of State apostille a birth certificate from another state?
No. A birth certificate can only be apostilled by the state that issued it, even if you live in California now.
Do I need a new copy of my birth certificate for an apostille?
It has to be a certified copy from the vital records office. Some states only apostille copies with a certain official’s signature or issued recently, so ordering a fresh copy often avoids a rejection.
Do I have to travel to my birth state?
Usually not. Most states accept apostille requests by mail, and we help you prepare the request from Southern California.
What if the country is not part of the Hague Apostille Convention?
Then the document may need an authentication instead of an apostille, which can involve the U.S. Department of State and the country’s embassy or consulate.
Last updated October 2026.
Wet Ink Notary LLC is not a law firm and cannot give legal advice. Fees and procedures are set by the agencies named above and can change, so check with them or ask us before you send anything.