There are two main offices that issue apostilles for documents in California, and sending a document to the wrong one is a fast way to lose a week or more. The rule is simpler than it sounds: look at who signed or issued the document.
The one-line rule
If a state or local official signed it, the California Secretary of State apostilles it. If a federal agency or official signed it, the U.S. Department of State apostilles it.
Examples
| Document | Who apostilles it |
|---|---|
| California birth, marriage or death certificate | California Secretary of State |
| Document you signed in front of a California notary | California Secretary of State |
| California Superior Court judgment | California Secretary of State |
| Diploma or transcript from a California school (after notarization) | California Secretary of State |
| FBI Identity History Summary | U.S. Department of State |
| U.S. District Court or bankruptcy court document | U.S. Department of State |
| Other federal agency records | U.S. Department of State |
| Document issued or notarized in another state | That state’s Secretary of State |
How the two differ in practice
- California state apostille: $110 per document with us, government fee included. Standard processing is 5 to 10 business days. Rush (3 to 5 business days) adds $100 and same-day service adds $150 when your document reaches us by 10am, subject to availability.
- Federal apostille: $120 per document with us, government fee included. Processing is 7 to 12 business days plus shipping, and there is no rush option.
Mixed sets
It is common to need both. A residency application might include a California birth certificate and an FBI background check. The two go to different offices on different timelines, so start the slower federal one first.
Another state’s documents
California cannot apostille a record from another state. A Texas birth certificate needs the Texas Secretary of State, for example. We can tell you which office to use and help coordinate it.
Still not sure?
Read our guides to federal apostilles and same-day California apostilles, or tell us about your document and we will sort it out 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.