Requirements for Apostille, Notary & Legalization Services
Use this page as your master checklist for working with Los Angeles County Apostille—whether you need a simple notary, a California apostille, a federal authentication, or full embassy legalization.
Below you will find what we typically require for each type of service, how to prepare your documents, and what to expect when sending items to us from California, other U.S. states, or abroad.
At a Glance: What We Usually Need From You
For All Services
Universal Requirements
- Clear description of which country your documents will be used in.
- Details on the purpose (marriage, work, study, property, court, etc.).
- Originals or certified copies of your documents (no photos-only).
- Service timeline you are working with (ideal completion date).
- Shipping preferences for your completed documents.
We use this information to decide whether your case requires an apostille, federal authentication, consular legalization, or a combination.
For Signers
Identification Requirements
- Valid, unexpired government-issued photo ID (for notary services in California).
- Name on the ID should reasonably match the name appearing on the document.
- Signer must appear in person for notary work (no remote stand-ins unless allowed by law).
- For minors, parents or legal guardians must provide proof of authority where required.
Acceptable IDs and rules are based on California notary laws and may be different in other states.
For Documents
Document Condition & Format
- Documents must be complete, legible, and free of major blank spaces or missing pages.
- Vital records often must be recent certified copies from the issuing authority.
- Foreign-language documents may need a certified translation for some destinations.
- Digital PDFs can be used for review, but most apostille/legalization work requires physical originals.
Notary Requirements (California & Mobile Notary)
Many apostille and legalization workflows begin with a properly executed notarization. If we are notarizing documents for you in California, the following requirements generally apply.
Signer Identity
Acceptable Identification
- State-issued driver’s license or identification card (current or within allowable expiration window).
- U.S. passport or U.S. passport card.
- A foreign passport that meets California notary identification standards.
- U.S. military ID, or other qualifying government-issued ID that contains a photo, description, signature, and ID number.
Photocopies of IDs are not sufficient for notarization. The signer must bring the original physical ID.
Signer Presence
Personal Appearance & Capacity
- The person whose signature is being notarized must appear in person in front of the notary.
- The signer must be able to communicate, understand the document, and sign willingly.
- For physically unable signers, special accommodation rules apply; advance notice is recommended.
- We cannot proceed if there is any sign of duress, coercion, or lack of capacity.
Document Readiness
Document Format for Notarization
- All pages should be present and filled out to the extent possible before the appointment.
- No essential blanks should remain that could be completed after signing, unless clearly marked.
- If your document lacks California-compliant notarial wording, we can attach the correct certificate.
- For powers of attorney or affidavits, any referenced exhibits should be ready at the time of signing.
California Apostille & State-Level Requirements
Apostilles are issued by the state where the document originated. When your document was issued or notarized in California and is destined for a Hague Convention country, we typically obtain a California apostille.
Requirements by Document Category
| Document Type | What We Typically Need | Key Requirements |
|---|---|---|
| California Birth, Marriage, Death Certificates | Certified copy issued by a California County Recorder/Clerk or the California Department of Public Health. | Signature of the local or state official must be on file with the California Secretary of State. Older or unusual certificates may need to be reissued as newer certified copies. |
| California Divorce Decrees & Court Orders | Certified copy from the Superior Court, including the court’s seal and clerk’s certification. | Court clerk’s signature must be recognized by the state. Some courts require an additional certification before the Secretary of State will issue an apostille. |
| Notarized Affidavits & Powers of Attorney | Original notarized document with complete California notarial wording and notary seal. | The notary public must be properly commissioned in California and in good standing, with a signature on file with the Secretary of State. |
| Business & Corporate Documents | Certified copies of incorporation documents, good standing certificates, or other records from the California Secretary of State or appropriate state agency. | The issuing officer’s signature and title must match what the Secretary of State can authenticate. Sometimes a fresh certified copy is required. |
| School Records (Diplomas, Transcripts) | Either notarized by a school official in front of a notary or accompanied by a notarized custodian statement. | Public school documents may route through county or state offices; private institution documents usually rely on notarized certification by an authorized representative. |
U.S. Federal Apostille & Authentication Requirements
Certain documents are federal in nature and must be authenticated at the national level before they can be used abroad. When these documents are destined for a Hague Convention country, they may receive a federal apostille; for non-Hague countries, they typically receive a federal authentication for later consular legalization.
Federal Documents
Common Examples
- FBI background checks.
- Certificates of naturalization or citizenship (subject to issuing agency rules).
- U.S. Patent and Trademark Office documents.
- U.S. District Court documents and federal court judgments.
- Certain federal agency letters or certifications (FDA, USDA, etc.).
What We Need
Typical Federal Requirements
- Original or properly issued federal document, not just a scan.
- If notarization is involved, the notarization must comply with the rules of the state where the notary is commissioned.
- Clear indication of your destination country (Hague or non-Hague).
- Are any country-specific forms or cover sheets required at the federal level?
Next Steps
After Federal Authentication
- For Hague countries: federal apostille may be the final step for the document itself.
- For non-Hague countries, the document often continues on to the foreign embassy or consulate in the U.S.
- Some countries require additional in-country registration after arrival.
Embassy & Consulate Legalization Requirements (Non-Hague Countries)
When a document is going to a non-Hague country, an apostille alone is not sufficient. Instead, the foreign authority usually requires a chain of authentications ending with its embassy or consulate.
Typical Legalization Workflow
- Proper notarization or certified original document (state or federal level).
- Authentication by the appropriate Secretary of State or U.S. Department of State office.
- Submission to the foreign embassy or consulate with their required forms.
- Payment of consular fees and any courier/shipping arrangements.
- Possible additional verification or registration once the document is in the destination country.
From You
What We Usually Need for Legalization
- The country where the document will be used and the specific purpose.
- Any written instructions you received from your foreign lawyer, school, agency, or court.
- Original document or certified copy meeting the issuing state’s requirements.
- Approval for us to follow the consulate’s preferred filing method (mail-in, in-person, or courier).
From Consulates
Common Consular Requirements
- Completed consular forms and applications, signed where required.
- Copy of the applicant’s passport or ID to match the name on the document.
- Country-specific notarization or translation rules (for example, needing translations in the official language).
- Return shipping label or authorization so the consulate can send documents back after processing.
Each consulate sets its own rules. We follow the instructions in effect at the time of submission.
Translation Requirements
Many foreign authorities require documents to be presented in their official language. This can affect both Hague and non-Hague cases. We work with certified translators and structure translation timing around the apostille or legalization steps.
When Needed
When Are Translations Required?
- When the foreign authority specifies that documents must be in the local language.
- For court filings, immigration petitions, or school enrollments abroad.
- For marriage, adoption, or inheritance documents handled by foreign civil registries.
Format
Translation Format & Certification
- Certified translation statement signed by the translator or translation company.
- In some cases, the translation certificate must be notarized and then apostilled or legalized.
- Some countries require translations by a court-certified or sworn translator within that country.
Timing
Before or After Apostille?
Depending on the country, it may be preferable to:
- Obtain the apostille or authentication on the English original first, then translate both the document and the apostille; or
- Translate first, notarize the translator’s statement, then apostille or legalize that notarized certificate.
We help you pick the sequence that meets your foreign authority’s expectations.
Special Requirements by Document Category
Different documents follow different rules. Below is a general guide to help you understand what we typically look for before accepting your file for processing.
Vital Records
Birth, Marriage, Death Certificates
- Recent certified copies from the correct state or county office.
- All security features and seals intact and legible.
- No alterations, erasures, or corrections.
- For out-of-state certificates, we follow that state’s apostille rules.
Court & Legal
Court Orders, Divorce Decrees, Adoption
- Certified copies issued by the court clerk with a visible seal and certification language.
- Multi-page documents should be bound or clearly marked as a complete set.
- Any confidential information requirements must be considered before filing abroad.
Business & Corporate
Company Documents
- Certified copies or original certificates from the Secretary of State or corporate registry.
- Up-to-date documents for good standing, incorporation, or authority to transact business.
- For powers of attorney, resolutions, or minutes, proper notarization of the signatory.
Education & Employment
Diplomas, Transcripts, Employment Letters
- Signed by an authorized school or HR official.
- Notarized in front of a notary if required by the receiving country.
- Certified translations if used in a non-English-speaking jurisdiction.
Powers of Attorney
POA for Property, Family & Business
- The signer must appear before a notary with a valid ID and sign willingly.
- Wording should match the legal requirements of the destination country when possible.
- For non-Hague countries, POAs often require full consular legalization.
Marriage & Family
Marriage Licenses, Certificates & Affidavits
- Certified marriage certificates for use abroad (not the license alone).
- Single status or capacity-to-marry affidavits notarized with correct notarial wording.
- Additional requirements may apply if the foreign country is issuing a marriage visa or recognition.
Shipping, Handling & Document Safety Requirements
Apostille and legalization work is done on original documents or certified copies. To protect your paperwork, we follow careful handling and shipping practices.
Sending Documents
Before You Ship to Us
- Make clear photocopies or scans for your records before mailing originals.
- Use a trackable shipping method with adequate packaging to prevent bending or moisture damage.
- Include a written summary of which documents are enclosed and which countries they will be used in.
- Do not staple originals excessively; state and federal offices may remove and re-staple them.
While in Process
How We Handle Your Documents
- Documents are routed only to the government offices and consulates required for your case.
- We track major milestones (submission, pick up, mailing) as they move through the workflow.
- We keep copies or scans when appropriate for status updates and recordkeeping.
Returning Documents
Return Shipping Requirements
- We recommend a trackable shipping option for the return of your documents.
- If a consulate must mail them back directly to you, we follow their requirements for labels or envelopes.
- Some clients choose to provide pre-paid labels or account information for their preferred carrier.
Frequently Asked Questions About Requirements
1. Do I always need original documents, or can you work from scans?
Scans are useful for initial review, but most apostille, authentication, and legalization work must be done on original documents or certified copies. Government offices and consulates generally will not accept a printed PDF in place of a certified original. We can review scans first and then confirm exactly which originals you should send.
2. How recent do my birth or marriage certificates need to be?
Requirements vary. Some authorities accept older certified copies as long as they remain legible and intact. Others require certificates issued within a certain number of months. When in doubt, it is often safer to order a fresh certified copy, especially for international marriage, citizenship, or immigration cases.
3. Can I notarize and apostille a document that is already signed?
Notaries in California must witness the signer’s signature or receive a proper acknowledgment from the signer. If a document is already signed, the signer must still appear before the notary and confirm the signature. After a proper notarization is completed, we can proceed with the apostille or authentication as needed.
4. What if my ID is expired?
California notary laws are strict about acceptable identification. Some expired IDs may still be acceptable within a defined window; others are not. If your ID has expired, we will discuss alternatives such as renewing the ID, obtaining a new passport, or using credible witnesses where permitted by law and appropriate to the situation.
5. Can you use one document for multiple countries at the same time?
Sometimes, a single apostilled document can be used in several Hague Convention countries. However, if you are dealing with a mix of Hague and non-Hague countries, or if different authorities need original documents, we may recommend obtaining multiple certified copies so each can follow its own pathway without risk of loss or conflict in requirements.
6. Do overseas authorities ever require notarization in their own country instead?
Yes. Some procedures require both a U.S. notarization/apostille and a second step in the foreign country, such as registration before a local notary, court, or civil registry. Our role is to prepare the U.S. side properly so the foreign authority can complete its local requirements without rejecting your paperwork.
7. Are there special requirements for adoption or child-related documents?
Adoption, guardianship, and child-travel documents are often subject to heightened scrutiny. Authorities may require specific wording, certified translations, and multiple layers of authentication. We review any instructions from your agency, court, or attorney and align our notarization, apostille, and legalization steps with those written requirements.
8. Can you help if my documents come from multiple U.S. states?
Yes. It is common for a single case to involve records from several states—for example, a birth certificate from one state, a marriage certificate from another, and court orders from a third. We coordinate the necessary apostilles or authentications in each state and then reassemble the complete file for you or for the consulate handling your case.
9. What if my foreign consulate gave me instructions that conflict with what I read here?
This page is a general guide. If written instructions from your consulate, embassy, or foreign lawyer differ, we treat those instructions as controlling for your case. We will review them with you, clarify any ambiguous language, and then tailor our requirements and process so your documents match exactly what the foreign authority is expecting.
10. Do I need to be physically present for apostille or legalization work?
You must be present for any notarization we perform that involves your signature. Once the document is properly notarized or once we receive certified originals, we can usually complete the apostille, federal authentication, and consular legalization without you having to appear in person at government offices or consulates.
11. Can you handle documents that are already partially apostilled or legalized?
In many cases, yes, but we will need to examine the current stamps and certificates to see what has already been done and whether any steps need to be repeated due to changes in requirements, expiration of earlier certifications, or missing intermediary steps. Sending clear scans first is very helpful for this type of review.
12. Are there extra requirements for corporate documents being used to open bank accounts abroad?
Banks often require very specific combinations of corporate documents, resolutions, and signatures. They may also insist on recent dates and certified translations. We encourage you to obtain the bank’s checklist and share it with us so we can align our apostille or legalization work with their exact requirements.
13. How do I know if my country is a Hague (apostille) or non-Hague (legalization) destination?
You can simply tell us the country where your documents will be used. We monitor the official status of the Hague Apostille Convention, including new accessions and changes in practice, and we will confirm whether your case follows an apostille pathway or requires full consular legalization.
14. Can you work with documents that are laminated?
Lamination can be a problem because it may obscure security features or prevent government offices from adding stamps, stickers, or staples. Many authorities strongly discourage or refuse laminated vital records. If your important documents are laminated, we may recommend ordering new certified copies before proceeding.
15. What if my name has changed since the document was issued?
Name changes are common and usually manageable. In some cases, you may need to provide additional supporting documents (such as marriage certificates, court name-change orders, or affidavits) so that foreign authorities can see the connection between your current name and the name on the original document. We help you decide which supporting records to include and how they should be notarized or authenticated.
16. Do you set the requirements, or do the governments and consulates?
All substantive requirements—what must be notarized, apostilled, authenticated, or legalized—are set by the relevant state, federal, and foreign authorities. Our role is to interpret those rules, keep track of changes, and translate them into a clear checklist for you. The information on this page summarizes how those outside rules typically apply in practice.
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