Notary or apostille? What’s the difference, and when you need both

By the Costa Mesa Apostille team · 4 min read

People often ask us for “a notary” when they need an apostille, or for “an apostille” when the document first needs a notary. They’re two different steps, and many documents going abroad need both. Here is how they fit together, in plain English.

What a notary does

A notary public checks who is signing. The signer comes in person, shows valid ID and signs in front of the notary, who then adds a notarial certificate with a signature and seal. The notary doesn’t write the document, check whether it’s legally correct or give advice about it. The notarization only confirms who signed and when.

That’s why we can’t notarize anything unless the signer is present, at our office in Suite 206 or with our mobile notary. Notarization is $15 per signature.

What an apostille does

An apostille is a certificate for documents that will be used in another country. In California, it’s issued by the Secretary of State. It confirms that the signature of a public official on your document is genuine and that the official had the authority to sign. That official can be a notary, a county clerk or recorder, or the State Registrar.

Like a notarization, an apostille doesn’t check what the document says. It only makes the signature on it recognized in the 120+ countries that are part of the Hague Apostille Convention. Countries outside the Convention need embassy legalization instead. Our article Apostille vs. embassy legalization explains that route.

When you need both

A document signed by a private person needs a notarization first, then the apostille. The Secretary of State can only authenticate a public official’s signature, and the notary is that official. Common examples:

• Powers of attorney for property, banking or family matters abroad. The person giving the power signs in front of the notary, then the document gets its apostille. We don’t write powers of attorney or help with the wording, so bring the finished document. See our power of attorney guide.
• Affidavits, consent letters and other signed statements.
• Diplomas and transcripts, which can be prepared in more than one way. You choose the route, and the office receiving your documents decides what it accepts, so ask them which version they need. Our diploma and transcript guide explains each option.

When you don’t need a notary

Some documents already carry a public official’s signature and go straight to the apostille. A California birth, marriage or death certificate is the usual example: what matters is having the right certified copy from the county or the state. Our birth certificate guide explains which copy works. We don’t order vital records, so the certified copy must come from you or a close family member.

What it costs with us

• California apostille: $135 per document, state fees included, 3 business days.
• Notarization, when your document needs it: $15 per signature, in addition to the apostille.
• Mobile notary: $85, plus $1 per mile beyond 20 miles.
• Federal documents such as FBI background checks are apostilled by the U.S. Department of State, not California: $395, 12–14 business days, government fee included.

Mailing your documents from outside Orange County? They must be notarized before you send them, because we can only notarize with the signer in front of us. Our mail-in page explains the steps.

Not sure which one you have?

Send us a scan for a free check before you pay anything, request a quote online, or walk in at 2706 Harbor Blvd., Ste. 206, Costa Mesa, Monday to Friday, 9am to 5pm. We’ll tell you what your document needs from us, notarization, apostille or both, and the price.

These articles are general information, not legal advice.