If you have been told your document needs to be “authenticated” for use in another country, you have probably heard three different words: notarization, apostille and legalization. They are related, but they are not interchangeable, and mixing them up is one of the most common reasons documents get delayed. Here is how they fit together.
Notarization: someone confirms who signed
A notary public confirms the identity of the person signing a document and records that in a notarial certificate. In California, a notary does not confirm that the contents are true, and cannot give legal advice. Notarization applies to documents you sign yourself, such as a power of attorney, an affidavit, a parental consent letter or a business resolution.
Documents issued by an agency, such as a birth certificate or a court judgment, usually do not need a notary at all. They are already signed by a public official.
Apostille: the state or federal government confirms the official
An apostille is a certificate attached to your document that confirms the signature, seal and capacity of the official who signed it, whether that was a notary, a county recorder or a court clerk. It does not say the document is accurate or that the destination country must accept it. It simply proves the signer is who they claim to be.
- California documents (state-issued records, county records, notarized documents signed in California) are apostilled by the California Secretary of State.
- Federal documents (such as an FBI background check or a federal court document) are apostilled by the U.S. Department of State.
One apostille is enough for any country that belongs to the 1961 Hague Apostille Convention. See our country list.
Legalization: the longer chain for other countries
Countries that are not part of the Convention do not recognize an apostille. They want each step verified by the next, ending at their own embassy or consulate in the United States. The state or federal government certifies the document, the destination’s embassy or consulate legalizes it, and in some cases an additional federal step comes in between. This takes longer and every embassy has its own rules and fees. Read more about embassy legalization.
How they stack
| Step | Who does it | When you need it |
|---|---|---|
| Notarization | A notary public | Documents you sign yourself |
| Apostille | California Secretary of State, or U.S. Department of State | Destination country is in the Hague Convention |
| Legalization | Destination country’s embassy or consulate | Destination country is outside the Convention |
For a document you sign yourself, the order is: sign in front of a notary, then apostille, then (only if needed) legalization. For an agency-issued record, skip the notary and start at the apostille.
A quick example
Say you are moving to Spain and need to prove you are legally able to sign a lease through a representative. You sign a power of attorney before a California notary, send it to the Secretary of State for an apostille, and Spain accepts it. If you were going to a country outside the Convention, the same notarized document would also need the embassy step.
Where we come in
We notarize ($15 per signature), prepare and submit your documents for a California state apostille ($110 per document) or a federal apostille ($120 per document), and coordinate embassy legalization for non-Hague countries. Not sure which one you need? Tell us the document and the country and we will tell you before you pay.
This article is general information, not legal advice. Santa Barbara Apostille Office is a private document service, not a government agency. Rules change, so confirm requirements with the authority that will receive your document.