California Apostille Guide: How to Get It Fast

Need a document apostilled in California quickly and without confusion? Whether you’re handling personal, legal, or business paperwork for international use, this guide will walk you through the process step by step. From understanding what an apostille is, to avoiding common mistakes that cause delays, we cover everything you need to know to get your California apostille fast.

What Is an Apostille and Why You Need One

An apostille is a form of international document authentication issued under the 1961 Hague Convention. It verifies the legitimacy of signatures, stamps, and seals on public documents, allowing them to be recognized in other participating countries without further legalization. In essence, it’s your document’s passport for international travel.

If you’re planning to study abroad, get married overseas, apply for dual citizenship, or expand your business internationally, chances are you’ll need an apostille. The process is different in every U.S. state, and California has its own rules and procedures. Countries that accept apostilles include France, Italy, Mexico, Brazil, and over 100 others. You can find the full list of Hague member countries here.

Which Documents Can Be Apostilled in California?

Not all documents are eligible for apostille. It’s essential to know whether your paperwork qualifies before submitting it to the California Secretary of State.

Personal Documents

The most commonly apostilled personal documents include:

• Birth certificates
• Marriage certificates
• Divorce decrees
• Death certificates
• Academic diplomas and transcripts

These documents must be issued in California and must either be original or certified copies. In most cases, vital records must be issued by the California Department of Public Health or the local County Clerk.

Business and Legal Documents

Business owners and attorneys may also need apostilles for:

• Power of attorney
• Articles of incorporation
• Certificates of good standing
• Affidavits and notarized letters
• Trademark or patent filings

Before requesting an apostille, ensure that any notarization has been properly completed in accordance with California notarial laws. You can verify current notary rules at the California Secretary of State Notary Public page.

How the California Apostille Process Works

The California Secretary of State is the only authority that issues apostilles in the state. They process requests submitted either by mail or in person, depending on your location.

Secretary of State Apostille Office (CA SOS)

California has two main offices that handle apostilles:

• Sacramento (Main Office): 1500 11th Street, Sacramento, CA 95814
• Los Angeles Regional Office: 300 South Spring Street, Los Angeles, CA 90013

These offices operate Monday through Friday, excluding state holidays. Current processing times can vary depending on the volume of requests and are updated regularly on the official CA SOS website.

Steps to Get an Apostille in California

1. Prepare your document (original or properly notarized)
2. Fill out the required Apostille Request Cover Sheet
3. Choose mail-in or walk-in submission
4. Pay the processing fee ($20 per apostille)
5. Receive your completed apostille by mail or same-day if in person

How to Get a California Apostille Fast

Speed is often critical – especially when working with strict international deadlines. Fortunately, there are ways to accelerate the process.

Walk-In Service vs. Mail-In vs. Courier

• Walk-In: Available only in Sacramento and Los Angeles. Often the fastest method – same-day service in some cases.
• Mail-In: Takes several business days, depending on backlog and USPS delivery times.
• Courier Service: Faster than mail but more expensive. Must be coordinated with an authorized provider.

If you’re not near one of the Secretary of State offices or simply don’t want to risk a delay, using a professional service is your best bet.

Using a Professional Apostille Service

At One Source Process, we help you get a fast and secure California apostille without visiting government offices. We handle the paperwork, ensure compliance, and track every step so you don’t have to.

“Mistakes in notarization or submitting the wrong version of a document are the biggest causes of delays. A professional apostille service can eliminate these risks.”  –  One Source Process Team

Common Mistakes That Delay Apostilles

Even small errors can lead to rejected apostille requests. Avoid these common pitfalls to ensure fast processing:

Submitting Incorrect Documents

• Sending photocopies instead of originals
• Using outdated or unofficial copies
• Submitting documents not issued in California

Always double-check the document source. For example, a birth certificate must come from the California Department of Public Health – Vital Records or the county where the event occurred.

Ignoring Signature & Notary Requirements

• Notarial certificates must include the correct California-specific wording
• Notary stamps must be clear and up to date
• Expired notary commissions result in automatic rejection

Apostille Fees and Processing Times in California

Apostille costs and timelines depend on the method of submission and whether you’re using a service provider.

Standard Fees

• $20 per apostille (as of 2025)
• Additional fees for notarization or certified copies (if needed)
• Mailing costs (if applicable)

How Long Does It Take?

• Mail-in requests: 5–10 business days (plus mailing time)
• Walk-in requests: Same-day or next-day service (subject to queue)
• Professional service: As fast as 24–72 hours with tracking and support

Special Cases: Apostilles for Foreign Use

Some countries do not recognize apostilles and require embassy or consular legalization instead. If your destination country is not a Hague Convention member, you’ll need a different process.

Countries That Do NOT Accept Apostilles

Examples include:

• China
• United Arab Emirates
• Egypt
• Vietnam

In such cases, we recommend our Legalization Services to assist with embassy-level document authentication.

Federal vs. State Apostille

• State apostilles are for documents issued by California agencies or notarized in California.
• Federal apostilles (e.g., FBI background checks) are issued by the U.S. Department of State. Learn more at the official site.

Frequently Asked Questions (FAQ)

Q1: Can I apostille a scanned or digital document?

A: No. The California Secretary of State only accepts original documents or certified copies for apostille.

Q2: How do I apostille a document issued in another state?

A: It must be apostilled by that state’s Secretary of State. California only handles documents issued or notarized in California.

Q3: Do I need to translate my document first?

A: No, but some foreign governments may require translations afterward. We recommend checking with the destination authority.

Q4: Can I walk into the LA office without an appointment?

A: Yes, but we recommend arriving early. Processing is first-come, first-served.

Q5: What if I need both notarization and apostille?

A: We can handle both for you. Our team ensures your document is notarized correctly before submitting it for apostille.

Q6: Do apostilles expire?

A: Apostilles do not expire, but some foreign entities may have time limits for document validity.

Q7: What’s the fastest way to get an apostille in California?

A: Using a professional apostille service like One Source Process for 24–72 hour turnaround.

Q8: Can I apostille a federal document in California?

A: No. Federal documents (e.g., FBI reports) must be apostilled by the U.S. Department of State.

Q9: Is notarization always required?

A: Only for certain documents. Certified copies (e.g., birth certificates) usually don’t need notarization.

Q10: What if my document is rejected?

A: You’ll receive a rejection notice explaining why. We can help you fix the issue and resubmit correctly.

Conclusion: Get Your California Apostille the Right Way – Fast

Navigating the apostille process in California doesn’t have to be complicated or time-consuming. By understanding the requirements, preparing your documents properly, and partnering with professionals, you can save valuable time and avoid costly mistakes.

Let One Source Process take care of it for you. We offer fast, secure, and reliable California apostille services so you can focus on what matters most.

Get in touch with us today to start your apostille request.