Apostille vs. embassy legalization: which one do you need?
By the Costa Mesa Apostille team · 6 min read
When a U.S. document is headed overseas, the receiving country needs proof that the signature and seal on it are genuine. There are two ways to provide that proof, and the destination country decides which one you need.
The short answer
If the destination country belongs to the 1961 Hague Apostille Convention, you need an apostille. If it doesn't, you need embassy legalization (also called consular legalization). More than 120 countries and territories are members of the Convention, so an apostille is the more common answer.
What an apostille is
An apostille is a single certificate attached to your document by the government authority that oversees the official who signed it. For California documents, that's the California Secretary of State, which charges $20 per apostille. For federal documents, like an FBI background check, it's the U.S. Department of State. Once the apostille is attached, the document is ready for any Convention country.
What embassy legalization is
Legalization is a chain of certifications rather than one certificate. A typical chain for a California document looks like this:
- Notarization, or a certified copy from the issuing office
- Certification from the California Secretary of State
- Authentication from the U.S. Department of State, when the consulate requires it
- Legalization at the destination country's embassy or consulate
Some countries add a final step once the document arrives, such as a stamp from their foreign ministry. Each step has its own fees and processing time, which is why legalization usually takes longer than an apostille.
Three things that trip people up
- Private documents need a notary first. An apostille certifies a public official's signature. A power of attorney or company letter must be notarized before it can be apostilled.
- Old certified copies can be rejected. If the county official who signed your birth certificate is no longer on file with the state, the copy may not qualify. A recent certified copy avoids the problem. You or a close family member can order one from the county or state, and we check it before we submit.
- Membership changes. Countries join the Convention every year. Always check the current list rather than relying on what was true last time.
Not sure? Ask us first.
Use the country checker on our homepage, or send us a scan for a free review. We'll tell you which process applies, every step involved, the full price and a realistic timeline — before you pay anything.