Eligibility · CA SOS vs. Federal · Hague Routing
Which Documents Can Be Apostilled
Eligibility comes down to three things: who issued the document, whether it is in the correct certified or notarized form, and whether the destination country is a Hague Convention party. This page maps every common document to its correct authority — California Secretary of State, the U.S. Department of State, or another state.
Direct Answer
Documents eligible for a California apostille fall into four buckets: vital records (birth, marriage, death certified copies), court records (divorce decrees, court-certified judgments), notarized documents (powers of attorney, affidavits, contracts), and academic and business records (registrar-certified transcripts and diplomas, certified business records). Federal documents — FBI, USCIS, IRS — route through the U.S. Department of State, not California.
Eligibility in 30 Seconds
Who issued it?
California-issued or California-notarized → California Secretary of State. Federal → U.S. Department of State. Out-of-state → that state’s Secretary of State.
Is it in the correct form?
Certified copy (not informational) for vital records; court-certified copy (not conformed) for court documents; complete acknowledgment for notarized documents; registrar-certified or notarized copy for academic records.
Is the destination a Hague party?
If yes — apostille. If no — embassy or consulate legalization. The HCCH member list is the authoritative reference for current membership.
California-Issued Documents
Vital Records
CA SOS · CDPH / County Recorder
- Birth certificate — certified copy from CDPH or county recorder
- Marriage certificate — certified copy (public or confidential)
- Death certificate — certified copy, authorized requesters
- Stillbirth & fetal death certificates — certified copies from CDPH
Must be a certified copy with raised seal and Registrar signature. Informational copies are not apostille-eligible.
Court Records
CA SOS · Superior Court
- Divorce decree — court-certified final decree
- Court judgments & orders — clerk-signed certified copies
- Probate records — Letters Testamentary / Administration
- Adoption records — some sealed; need court order
- Name change orders — court-certified copies
Some destinations require county clerk certification of the judge’s signature before the apostille — confirm with the destination consulate.
Notarized Documents
CA SOS · CA Notary Public
- Power of attorney — CA-notarized for international use
- Affidavits & sworn statements
- Contracts & agreements — notarized for foreign jurisdictions
- Single / marital status declarations
- Acknowledgments of paternity
- Real estate deeds & conveyances
- Notarized copies of private documents — diplomas, passports, licenses
Notary commission current as of the notarization date; complete acknowledgment or jurat block. The apostille authenticates the notary’s signature, not the document’s substance.
Academic Records
CA SOS · Registrar or Notary
- Diploma — notarized or registrar-certified copy
- Transcript — sealed registrar or notarized copy
- Degree verification letters — registrar-issued
- Enrollment certificates — registrar-issued
- Credential evaluation reports — when notarized for foreign use
Registrar signature on file with the California Secretary of State for the direct-certification route; otherwise the notarized-copy route applies.
Business & Corporate Records
CA SOS · Business Programs
- Articles of incorporation — certified SOS copy
- Certificate of good standing
- Certificate of qualification / authorization
- Corporate resolutions & bylaws — notarized true copies
- Statement of information — certified SOS copy
- Trademark registration — CA-issued; USPTO routes federal
- Fictitious business name statements — county clerk certified
Need notarization before your apostille?
Powers of attorney, affidavits, contracts, and diploma copies must be notarized before the California Secretary of State can apostille them. Apostille San Francisco is a proud partner of Sacramento Notary Co — trusted California notarization since 2017, with 123 verified 5-star Google reviews. They notarize; we apostille.
Federal Documents
Route Through the U.S. Department of State
Not California
- FBI Identity History Summary — FBI background check
- USCIS documents — Naturalization, immigrant visa records
- IRS documents — federal tax return certifications
- Federal court documents — U.S. District Court judgments
- FDA documents — Certificate to Foreign Government
- Consular Reports of Birth Abroad (CRBA)
- Federal trademark & patent documents (USPTO)
- FCC licenses, FAA certifications, military records (DD-214)
Federal documents go to the U.S. Department of State, Office of Authentications, 600 19th Street NW, Washington, DC 20006. The California Secretary of State will return a federal document sent to it. See our federal apostille page.
Out-of-State Documents
Route Through the Issuing State
Not California
A birth certificate from Texas, a marriage from New York, a divorce from Nevada — all must be apostilled by that state’s Secretary of State, not California. The California Secretary of State only authenticates California-source documents. Apostille San Francisco can coordinate out-of-state apostilles through any U.S. state Secretary of State.
What Cannot Be Apostilled
Unsigned Photocopies
The apostille attaches to a signature. Without a public-official or notary signature, there is nothing to authenticate.
Informational Vital Records
Copies marked “Informational, not a valid document” cannot be apostilled — only certified copies qualify.
Foreign-Issued Documents
A document from a foreign country must be authenticated by that country’s authority, not by California.
Translations Alone
A translation without the underlying source document is not eligible. Translations are typically apostilled after the original, by re-notarizing the translation.
How We Route Your Document
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California Secretary of State
For state-source documents, filed with the California Secretary of State.
U.S. Department of State
For federal documents, via the Office of Authentications in Washington, D.C.
Out-of-State & Legalization
Coordination through the issuing state’s Secretary of State, or embassy or consulate legalization for non-Hague destinations.
Document Eligibility FAQ
1
Which documents can be apostilled in California?
Four buckets of California-source documents: vital records (birth, marriage, death certified copies from CDPH or county recorder), court records (divorce decrees, judgments, orders — court-certified copies), notarized documents (powers of attorney, affidavits, contracts notarized by a California notary), and academic and business records (registrar-certified transcripts and diplomas, SOS business records). Federal documents route through the U.S. Department of State; out-of-state documents route through the issuing state.
2
Can a photocopy be apostilled?
No. The apostille attaches to a public-official or notary signature; a photocopy without notarization or certification has no signature to authenticate. You can have a California notary certify the photocopy is a true copy of the original — the apostille then authenticates the notary’s signature.
3
Can California apostille a foreign document?
No. The California Secretary of State only authenticates California-source documents. A foreign document — a Mexican birth certificate, a U.K. court order — must be authenticated by the issuing country’s apostille or legalization authority. We can advise on the foreign route but cannot file a foreign document in California.
4
Can the California Secretary of State apostille my FBI background check?
No. FBI Identity History Summary documents are federal records — they route through the U.S. Department of State, Office of Authentications in Washington, D.C., not the California Secretary of State. We prepare the federal package on your behalf. See the FBI background check apostille guide.
5
Can a translation be apostilled?
A translation alone is generally not apostille-eligible — the apostille needs a public-official or notary signature. The typical sequence is: the original is apostilled, a certified translator translates it, and the translator’s notarized statement is itself apostilled if the destination requires a double-apostille. Confirm the sequence with the destination consulate.
6
Can a California diploma or transcript be apostilled?
Yes, by two routes: a sealed transcript signed by the registrar of a California institution whose registrar’s signature is on file with the California Secretary of State, or a notarized copy where the registrar is not on file. See the California transcript apostille page for the full process.
7
Can a private letter or document be apostilled?
Only if it is notarized first by a California notary public. The notary’s acknowledgment converts the private document into a signed instrument with a public-official signature, which the California Secretary of State can then apostille. The apostille authenticates the notary’s signature, not the document’s content.
8
Does the document need to be in English?
California notaries can only notarize documents they can read, so the notarization step requires either an English version with a certified translator’s affidavit or a notary who reads the language. The Secretary of State apostille step does not require English — it attaches to whatever notarized or certified document is submitted. Destination-country translation requirements are separate.
Related Paths & Document Guides
Apostille issuance is by the California Secretary of State or the U.S. Department of State. Apostille San Francisco is a private filing service — not a government agency — and does not provide legal advice. Document form requirements and outcomes are set by the issuing authority. © 2026 Apostille San Francisco ·
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