California Apostille Services — Birth, Marriage, FBI & Business Docs Fast

Need to use a California document overseas? You’ll almost certainly be asked for an apostille. An apostille is a one-page certificate accepted by countries that participate in the Hague Apostille Convention. It verifies the authority of the signature or seal on your document so foreign officials, schools, employers, banks, or courts can trust it. Without the apostille, even a valid Los Angeles birth certificate, San Diego marriage record, Stanford or UCLA diploma, or Articles of Incorporation from Sacramento may be rejected abroad.

This California-specific guide explains exactly who issues apostilles in California, how to prepare state vs. federal documents, timelines, realistic pitfalls, and how to avoid costly re-mails. We’ve also loaded it with local coverage (cities, counties, campuses, and use cases) so searches like “apostille near me California,” “Los Angeles apostille service,” or “San Francisco apostille same day” find answers that feel genuinely local.

Quick Answer

Authority: State-level apostilles for California documents are issued by the California Secretary of State (filed via Sacramento or the Los Angeles regional office). Federal documents (e.g., FBI background checks) are apostilled by the U.S. Department of State in Washington, D.C.

Speed: DIY mail-in can take weeks. With our in-person filing and pre-check, many California state documents can be completed in ~24 hours when the paperwork is ready. We provide a same-day scan upon issuance; shipping the original is optional.

Flat Rate: $145 per document — government fees included. Scans always included. U.S. shipping is $20 (optional). International shipping by quote.

What Is an Apostille?

An apostille is an international authenticity certificate. It confirms that the official who signed or sealed your document (county clerk, state registrar, court clerk, notary, university registrar, etc.) had the authority to do so. The apostille doesn’t edit your document — its job is to verify the authority behind it so a foreign country can accept it without additional local verification.

If your destination country participates in the Hague Apostille Convention, a state or federal apostille is typically the final step. If the destination does not participate, your document requires authentication and consular legalization instead of a Hague apostille. We manage both paths and will route your file correctly from the start.

Who Issues Apostilles in California?

For California-origin documents — certified vital records, court-certified copies, notarized documents executed by a California notary, registrar-verified diplomas/transcripts — the apostille is issued by the California Secretary of State. We file in person through Sacramento or the Los Angeles regional office depending on logistics and volume.

For federal documents — such as the FBI Identity History Summary (background check), IRS Form 6166, or export/agency certificates (FDA/USDA/EPA/USP) — the apostille must be obtained from the U.S. Department of State in Washington, D.C. Submitting a federal document to a state office causes returns and long delays.

Rule of thumb: follow the issuer. California issuer/notary → California Secretary of State. U.S. federal issuer → U.S. Department of State.

When Do You Need an Apostille?

Common California situations that require an apostille:

• Visas & immigration — Apostilled vital records or a federal apostille on an FBI background check for residence/work permits.
• University & teaching abroad — Apostilled diplomas/transcripts from UC Berkeley, UCLA, UCSD, UCSF, UCI, UCD, UCSB, USC, Stanford, Cal Poly, etc.
• Dual citizenship & family registry — Apostilled California birth/marriage records and court orders.
• Corporate & banking — Apostilled Articles of Incorporation, Certificates of Status/Good Standing, board resolutions, POAs, and trade documents for international transactions.
• Marriage or adoption abroad — Apostilled vital records and court judgments required by foreign authorities.

Many consulates and ministries prefer recent apostilles (often within 90 days). If you’re on a timeline — visa appointment, onboarding, enrollment — we recommend in-person filing with proactive monitoring.

DIY Mail-In vs. Our Expedited Service (Comparison)

Factor	DIY Mail-In	Our Expedited Service
Timeline	~2–6+ weeks by mail; longer with backlogs or errors.	As fast as 24 hours for many CA state docs with proper readiness.
Risk of Rejection	Higher — wrong authority, stale certificates, incomplete notarization, missing fees.	Lower — expert pre-check, correct routing, compliant packaging.
Status Visibility	Low — limited visibility after mailing.	High — proactive updates + same-day scan on issuance.
Effort Required	You research, assemble, mail, track, and troubleshoot.	We review, file in person (Sacramento/LA or D.C.), monitor, scan, and (optionally) ship.
Best For	Flexible timelines; comfortable DIYers.	Deadlines, visas, school starts, international deals; zero-stress handling.

Pricing & ETA (Shipping Optional, Scans Always Included)

Document Readiness in California

Getting “apostille-ready” is the difference between a smooth 24-hour turnaround and weeks of delay. In California, readiness typically means:

Vital Records (Birth, Marriage, Death)

Use certified copies from the California Department of Public Health (CDPH) – Vital Records or from the appropriate County Clerk/Recorder (e.g., Los Angeles, Orange, San Diego, Alameda, Santa Clara). Photocopies and scans cannot be apostilled. If the certificate is old, damaged, or illegible, obtain a fresh certified copy.

Court Documents

Court judgments, adoption orders, name changes, or divorce decrees should be certified by the court clerk (original seal/signature). Non-certified minute orders or plain copies are commonly rejected for apostille.

Notarized Documents

Affidavits, powers of attorney, parental consents, and corporate resolutions must be notarized by a California notary public with proper certificate wording, venue, date, signature, and seal. If you used RON (remote online notarization) outside California, confirm acceptance — many destinations still prefer traditional CA notarization for apostille.

Education Records

Diplomas and transcripts from UC, CSU, community colleges, and private universities often require registrar verification or a sealed packet. Each campus has nuances (e.g., UC Berkeley vs. UCLA vs. USC vs. Stanford). We’ll coordinate the correct format before filing.

Business & Trade Documents

Articles of Incorporation, Statements of Information, Certificates of Status/Good Standing, bylaws, and resolutions should be certified by the issuing agency or properly notarized. For trade documents (commercial invoices, Certificates of Origin), we’ll align wording to destination requirements.

Step-by-Step: The California Apostille Process

High-level overview; we protect client privacy and proprietary workflows.

1. Identify the issuer — California issuer/notary → CA Secretary of State; federal issuer → U.S. Department of State.
2. Readiness check — Certified copies, clerk certifications, registrar verifications, notarization quality, and destination pathway (Hague vs. non-Hague).
3. Submission — In-person filing in Sacramento or Los Angeles for CA documents; federal filing in Washington, D.C. for U.S. agency documents.
4. Monitoring — We track status, resolve procedural issues, and prevent re-mail loops.
5. Issuance & delivery — Same-day scan on issuance; original shipping is optional ($20 U.S.; international by quote).

Document Playbooks (Vital, Education, Notarized, Corporate, Federal/FBI)

Birth Certificate Apostille

A California birth certificate apostille is often required for dual citizenship, foreign school enrollment, or immigration. Use a certified copy from CDPH or your county clerk/recorder. We file directly with the CA Secretary of State and deliver a same-day scan.

Marriage Certificate Apostille

For international marriage registration or spousal visas, a California marriage certificate apostille is essential. Certified copies come from the county recorder; we handle the Sacramento/LA filing.

Divorce Decree Apostille

A California divorce decree apostille is used for name changes, remarriage abroad, or inheritance. Certified by the court clerk, then apostilled by the CA Secretary of State.

Death Certificate Apostille

A California death certificate apostille is often needed for inheritance, estates, or insurance abroad. Only certified copies are valid for apostille.

Diplomas & Transcripts

Employers and foreign universities frequently require an apostille for California diplomas and transcripts. We coordinate registrar verification at UCLA, USC, Stanford, UC Berkeley, UCSD, UCI, UCD, UCSB, CSU campuses, and private universities, then file for apostille.

Notarized Documents (POA, Affidavits)

A California notarized document apostille covers powers of attorney, affidavits, or parental consents. We pre-check notarization wording and file for apostille, or manage the authentication/legalization path for non-Hague countries.

Corporate & Trade Documents

Apostilled Articles of Incorporation, Certificates of Status, board resolutions, and POAs are often required for overseas banks, tenders, or regulators. We obtain certified copies where needed and ensure they meet apostille standards.

FBI Background Check (Federal)

An FBI Identity History Summary is a federal record. The California Secretary of State cannot apostille it. We route it to the U.S. Department of State in D.C. for apostille, with a same-day scan upon issuance.

California Use Cases & Scenarios

• Tech & startup relocations — Apostilled corporate documents and POAs for opening EU/Asia entities; apostilled diplomas + FBI for staff visas.
• University placements — Apostilled transcripts/diplomas for master’s/PhD programs in Europe, Asia, and Latin America.
• Dual citizenship — Apostilled CA birth/marriage certificates for consular filings.
• Film, media, entertainment — Apostilled contracts/POAs for productions and international distribution.
• Healthcare professionals — Apostilled licenses, education records, and background checks for overseas credentialing.
• Marriage or adoption abroad — Apostilled vital records and court orders recognized by foreign registrars and courts.

California Cities We Serve (Local Coverage)

We file through Sacramento/Los Angeles and serve clients statewide. Frequent requests come from:

• Los Angeles County — Los Angeles, Long Beach, Glendale, Santa Clarita, Pasadena, Burbank, West Covina, Torrance, Pomona, Inglewood, Santa Monica, Palmdale, Lancaster
• Bay Area — San Francisco, Oakland, San José, Berkeley, Fremont, Sunnyvale, Santa Clara, Daly City, San Mateo, Redwood City, Mountain View, Palo Alto, Cupertino, Milpitas
• San Diego & Imperial — San Diego, Chula Vista, Carlsbad, Oceanside, Escondido, El Cajon, La Mesa
• Orange County — Anaheim, Santa Ana, Irvine, Fullerton, Garden Grove, Huntington Beach, Costa Mesa, Newport Beach, Tustin, Orange
• Inland Empire — Riverside, San Bernardino, Ontario, Rancho Cucamonga, Corona, Moreno Valley, Fontana, Temecula, Murrieta, Victorville
• Central Valley — Sacramento, Stockton, Modesto, Fresno, Bakersfield, Visalia, Madera, Turlock, Merced
• Central Coast — Santa Barbara, Santa Maria, San Luis Obispo, Pismo Beach, Salinas, Monterey
• NorCal & Sierras — Redding, Chico, Yuba City, Grass Valley, Truckee, South Lake Tahoe

If you’re searching “apostille near me California,” we can help wherever you are — urban, suburban, or rural — via secure intake, in-person filing, and tracked delivery.

County & Campus Coverage

We routinely process records from Los Angeles, Orange, San Diego, San Bernardino, Riverside, Alameda, San Francisco, Santa Clara, San Mateo, Contra Costa, Sacramento, Fresno, Kern, Ventura, Stanislaus, Tulare, Sonoma, Placer, and all other counties. Campus work spans the UC, CSU, and private systems statewide.

Hague vs. Non-Hague: Embassy Legalization Path

Hague-member destinations accept apostilles directly. Non-Hague destinations require a different route: authentication (state or federal) followed by embassy/consulate legalization. Requirements vary by country and document type; tell us your destination and we’ll chart the correct sequence to avoid avoidable round-trips.

Timelines, Risks & Contingency Planning

Government volumes fluctuate, especially in California. Mail-in packets can sit for weeks; any mistake (wrong fee, outdated certificate, flawed notarization, incorrect mailing cover) triggers a return. To protect your timeline:

• Front-load readiness — obtain fresh certified copies, correct notarization, and registrar packets before filing.
• In-person filing — when you have fixed dates (visa appointment, school start, onboarding, closing), avoid mail-in risks.
• Leverage scans — many consulates/schools let you pre-process on a same-day scan while the original ships.
• Parallel tracks — we can run state and federal filings in parallel when your case includes both.

Top California Mistakes to Avoid

• Wrong authority — Sending an FBI report to the CA Secretary of State or a CA county record to the U.S. Department of State.
• Uncertified/old vital records — Photocopies, faded stamps, or outdated formats get rejected.
• Notary errors — Missing seal, wrong venue, incomplete certificate, or out-of-state RON that isn’t accepted.
• Skipping registrar steps — Diplomas/transcripts without the right verification or sealed packet.
• Late starts — Mail-in + re-mail cycles blow up timelines; expedite if you have a deadline.
• No destination check — Hague vs. non-Hague dictates the entire path; confirm before filing.

Readiness Checklist (California)

• Is your document state (California) or federal (U.S. agency)?
• For vital/court records, do you have a certified copy (not a photocopy)?
• For notarized items, is the notarization California-compliant (venue, date, signature, seal, proper certificate)?
• For diplomas/transcripts, has the registrar provided any required verification or sealed packet?
• Is the destination Hague (apostille) or non-Hague (authentication + legalization)?
• Do you have a deadline that merits in-person filing and tracked handling?

Frequently Asked Questions (California Apostille)

Who issues apostilles for California documents?

The California Secretary of State issues apostilles for state-origin documents (filed via Sacramento or the Los Angeles regional office).

Can California apostille my FBI background check?

No. FBI reports are federal documents. The apostille is issued by the U.S. Department of State in Washington, D.C. We manage that filing for you.

How fast can a California apostille be completed?

Mail-in takes weeks. With readiness and in-person filing, ~24 hours is possible for many California state documents.

Do apostilles expire?

The apostille doesn’t formally expire, but many consulates and universities prefer recent issuances (often within 90 days). If timing matters, expedite.

Is shipping required?

No. Shipping is optional. We always provide a same-day scan. U.S. shipping is $20 flat; international shipping is quoted.

Can you coordinate complex or multi-state files?

Yes. We routinely coordinate multiple state filings and run parallel state/federal tracks to compress timelines.

Do you provide certified translations?

Yes — when requested by the destination. We can coordinate certified translations after the apostille is issued.

Are you a government office?

No. We’re experts in California and federal filings, but not a government agency. We prepare, file, monitor, and deliver — end-to-end.

Mini-Glossary

• Apostille — A standardized certificate used among Hague countries to authenticate a public document’s signature or seal for international use.
• Certified Copy — An official copy issued by the proper agency or court; not a photocopy or scan.
• Authentication — Verification pathway used for non-Hague destinations before consular legalization.
• Consular Legalization — A foreign embassy/consulate certifies your document for non-Hague acceptance.
• Registrar Verification — A university/school registrar confirms a record for apostille purposes.
• RON (Remote Online Notarization) — Notarization performed online; check destination acceptance and CA compliance.

Related Guides & Tools

• Academic Diplomas & Transcripts Apostille
• Death Certificate Apostille
• Power of Attorney & Notarized Documents Apostille
• Marriage Certificate Apostille
• Divorce Decree Apostille
• Birth Certificate Apostille

Disclaimer: Requirements and timelines can change without notice. We advise based on current guidance from the California Secretary of State and the U.S. Department of State at the time of your order.