If you have been told that a California birth certificate, marriage certificate, power of attorney, university diploma or transcript, corporate record, or another document needs an “apostille” before it can be used outside the United States, the process can feel confusing—especially if you are navigating international document requirements for the first time.
An Apostille is not a notarization, and it does not certify that the information contained in a document is true or legally valid. In California, an Apostille is an authentication certificate issued by the California Secretary of State. It authenticates the signature of a public official, the capacity in which that official acted, and, when appropriate, the seal or stamp appearing on the document.
Eagle Eye Mobile Notary does not issue Apostilles. Eagle Eye Mobile Notary provides Apostille Facilitation and Apostille Courier Services for clients in Woodland, Davis, West Sacramento, Natomas, and surrounding communities in Yolo and Sacramento counties. These services help clients coordinate applicable notarial services, apostille submission requirements, and secure document delivery for state processing.
What Does a California Apostille Actually Do?
Think of an Apostille as an authentication certificate attached to an eligible California public or notarized document for use outside the United States.
The California Secretary of State currently issues a single Apostille for California documents to be used outside the United States, regardless of the country of destination.
An Apostille can certify:
- The authenticity of the signature of the public official who signed the document;
- The capacity in which that public official acted; and
- When appropriate, the identity of the seal or stamp the document bears, including a notary public seal.
The Apostille does not validate, approve, or determine the legal effect of the contents of the underlying document.
Does My Document Need to Be Notarized First?
It depends on the document and the requirements of the receiving authority.
Some California public records are already certified or signed by a public official whose signature can be authenticated by the California Secretary of State. Other documents may require notarization before they are eligible for Apostille processing.
The California Secretary of State advises that if notarial services are needed, the document should be notarized before the Apostille request is submitted.
Do not assume that every document being used internationally should automatically be notarized. Requirements can vary based on the document and the receiving authority in the destination country.
Eagle Eye Mobile Notary does not select legal documents, determine whether a document legally requires notarization, prepare legal documents, or provide legal advice. Clients should confirm document requirements with the receiving agency or qualified legal counsel when necessary.
Handling California Birth, Death, and Marriage Records
Vital records deserve special attention because the signature appearing on the certified copy can affect the Apostille process.
For California birth and death certificates, the Secretary of State can issue an Apostille for the signatures of county clerks and their deputies, county recorders and their deputies, and the California State Registrar. If a birth or death certificate was issued by a city- or county-level agency and bears the signature of a Health Officer or County Registrar, additional county certification or a newly certified copy from the county recorder or California Department of Public Health may be required before submission.
For clients in Yolo County, certified vital records and certain county-level certification needs may involve the Yolo County Clerk-Recorder at 625 Court Street, Room B01, Woodland, CA 95695. For records originating in Sacramento County, the Sacramento County Clerk/Recorder may be the relevant county office depending on the record and signature involved.
A pre-submission review can help identify common document or signature issues that could otherwise result in delays or an unsuccessful submission.
Can Someone Submit an Apostille Request on My Behalf?
Yes. The California Secretary of State expressly permits an individual to request an Apostille on behalf of another person, and the requester does not need to be related to anyone named in the document.
That can be especially useful for busy professionals, families, international students and university graduates in the Davis and UC Davis community, and businesses that do not want to manage a trip to the Secretary of State public counter themselves.
For in-person Apostille requests in Sacramento, the California Secretary of State public counter is located at 1500 11th Street, 3rd Floor, Sacramento, CA 95814, in downtown Sacramento. Mail and carrier-delivery instructions differ, so the current Secretary of State submission instructions should always be checked before sending documents.
Apostille Facilitation vs. Apostille Courier Services
Apostille Facilitation Services
Apostille Facilitation is designed for clients who need more assistance coordinating the steps that may apply before and during submission.
Depending on the document and circumstances, facilitation may include:
- a pre-submission document review for common Apostille submission requirements and apparent notarial-compliance issues;
- coordination of an on-site mobile notarization by Dina Mahshi-McWashington when a notarial act is required and can lawfully be performed;
- assistance preparing the applicable California Secretary of State Apostille request cover sheet and submission package;
- coordination of hand-delivery or carrier dispatch to the appropriate government office; and
- coordination of secure return delivery to the client after government processing.
Apostille Facilitation does not include legal advice, selection or preparation of legal documents, translation certification, or a guarantee that a government agency or foreign receiving authority will accept a document.
Apostille Courier Services
Apostille Courier Service is designed for clients whose documents are already appropriately prepared for submission and whose primary need is secure transport, submission, pickup, and return.
Depending on the service arrangement, courier support may include:
- hand-delivery and submission to the California Secretary of State office in Sacramento;
- pickup after government processing, when applicable; and
- return delivery in person or through an authorized carrier such as UPS or FedEx.
The Apostille itself is issued by the California Secretary of State—not by Eagle Eye Mobile Notary.
How Long Does a California Apostille Take?
Processing times depend on the submission method and the California Secretary of State’s current workload. In-person service and mail processing follow different procedures, and published processing information can change.
For that reason, Eagle Eye Mobile Notary does not promise a fixed government processing time. Current Secretary of State processing information and the available submission options can be reviewed when coordinating an Apostille service.
Using overnight delivery for a mailed request may shorten transit time, but the California Secretary of State specifically notes that overnight shipping does not expedite state processing after the documents are received.
Need Assistance with a California Apostille?
Eagle Eye Mobile Notary provides Apostille Facilitation and Apostille Courier Services for clients in Woodland, Davis, West Sacramento, Natomas, and surrounding communities in Yolo and Sacramento counties.
If a California document needs to be used outside the United States, have the document available and be prepared to identify the country where it will be used. The California Secretary of State requires the destination country to be specified as part of the Apostille request.