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 flow in 30 seconds
- Is the document California-issued, California-notarized, or federal? California documents → California Secretary of State. Federal documents → U.S. Department of State. Out-of-state documents → that state’s Secretary of State.
- Is the underlying record 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 Convention party? If yes — apostille. If no — embassy or consulate legalization. The HCCH member list is the authoritative reference.
Vital Records (Issued by CDPH or County Recorder)
- California birth certificate — certified copy from CDPH or county recorder of birth
- California marriage certificate — certified copy from CDPH or county recorder of filing (public or confidential)
- California death certificate — certified copy from CDPH or county recorder of death (authorized requesters only)
- Stillbirth and fetal death certificates — certified copies issued by CDPH
Requirement: must be a certified copy with raised seal and Registrar signature. Informational copies are not apostille-eligible.
Court Records (Issued by Superior Court of California)
- California divorce decree — court-certified copy (final decree, not interlocutory)
- Court judgments and orders — court-certified copies signed by clerk
- Probate records — court-certified copies (Letters Testamentary, Letters of Administration)
- Adoption records — court-certified copies (note: some adoption records are sealed and require court order to access)
- Name change orders — court-certified copies
Some destinations require county clerk certification of the judge’s signature before the apostille — confirm with destination consulate. See divorce decree page for full detail.
Notarized Documents (Notarized by California Notary Public)
- Power of attorney — California-notarized POA for international use
- Affidavits and sworn statements — notarized declarations
- Contracts and agreements — notarized for foreign jurisdictions
- Statements of single status / marital status / freedom to marry — California-notarized declarations
- Acknowledgments of paternity — California-notarized
- Real estate deeds and conveyances — notarized for foreign property transactions
- Notarized copies of private documents — diplomas, passports, drivers’ licenses (the notary certifies the copy is true)
Requirement: notary commission current as of date of notarization; complete acknowledgment or jurat block. The apostille authenticates the notary’s signature, not the document’s substance.
Academic Records
- California diploma — notarized copy or registrar-certified copy
- California transcript — sealed registrar transcript or notarized copy
- Degree verification letters — registrar-issued letters confirming degree status
- Enrollment certificates — registrar-issued statements of current enrollment
- Academic credential evaluation reports — when notarized for foreign use
Requirement: registrar signature on file with California Secretary of State for direct-certification route; otherwise notarized copy route applies.
Business and Corporate Records
- Articles of incorporation — certified copy from California Secretary of State Business Programs
- Certificate of good standing — issued by California Secretary of State Business Programs
- Certificate of qualification / authorization — for foreign LLCs and corporations registered in California
- Corporate resolutions and bylaws — when notarized as true copies
- Statement of information — certified copy from SOS Business Programs
- Trademark registration — California-issued; federal trademarks (USPTO) route federal
- Fictitious business name statements — certified copies from the county clerk
Federal Documents — Route Through U.S. Department of State, Not California
- FBI Identity History Summary (FBI background check)
- USCIS documents — Certificates of Naturalization, immigrant visa records
- IRS documents — federal tax return certifications
- Federal court documents — U.S. District Court judgments, orders
- FDA documents — Certificate to Foreign Government, drug approvals
- U.S. Department of State Consular Reports of Birth Abroad (CRBA) — births to U.S. citizens overseas
- Federal trademark registrations (USPTO)
- Patent documents (USPTO)
- FCC licenses, FAA certifications, military service records (DD 214)
Federal documents go to: 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.
Out-of-State Documents — Route Through 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
- Photocopies without notarization or certification. The apostille attaches to a signature; without a public-official or notary signature, there is nothing to authenticate.
- Informational copies of vital records (marked “Informational, not a valid document”).
- Documents from countries that are not themselves party to the Hague Convention — a foreign country’s document needs to be authenticated by that country’s authority, not by California.
- Documents whose underlying purpose is illegal under California or U.S. law.
- Translations alone, without the underlying source document. Translations are typically apostilled after the original is apostilled, by re-notarizing the translation.
How Apostille San Francisco Routes the Document
- $35 Document Check identifies the correct bucket and route.
- California Secretary of State for state-source documents (Sacramento or Los Angeles).
- U.S. Department of State for federal documents.
- Out-of-state coordination through the issuing state’s Secretary of State when applicable.
- Embassy or consulate legalization for non-Hague destinations — see embassy or consulate legalization.
Document Eligibility FAQ
What 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, California Secretary of State business records). Federal documents (FBI, USCIS, IRS) route through the U.S. Department of State, not California. Out-of-state documents route through the issuing state.
Can I apostille a photocopy?
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.
Can I apostille a foreign document in California?
No. The California Secretary of State only authenticates California-source documents. A foreign document (e.g., a Mexican birth certificate, a U.K. court order) needs to be authenticated by the issuing country’s apostille or legalization authority. Apostille San Francisco can advise on the foreign route but cannot file a foreign document in California.
Can I apostille an FBI background check in California?
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. Apostille San Francisco prepares the federal package on a client’s behalf.
Can I apostille a translated document?
A translation alone is generally not apostille-eligible — the apostille needs a public-official or notary signature to authenticate. The typical sequence is: (1) original document is apostilled; (2) a certified translator translates the apostilled document; (3) the translator’s notarized statement is itself apostilled if the destination requires double-apostille. Confirm sequence with destination consulate.
Can I apostille a college transcript in California?
Yes. Two routes: (1) sealed transcript signed by the registrar of a California institution where the registrar’s signature is on file with the California Secretary of State; or (2) notarized copy where the registrar is not on file. See California Transcript Apostille for the full process.
Can I apostille an unofficial document, like a personal letter?
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 (the notary’s), which the California Secretary of State can then apostille. The apostille authenticates the notary’s signature, not the letter’s content.
Does my document need to be in English?
California notaries can only notarize documents they can read. If the document is not in English, the notarization step requires either an English version with a certified translator’s affidavit, or notarization by a notary who reads the language. The Secretary of State apostille step does not require English specifically — the apostille is attached to whatever notarized or certified document is submitted. Destination-country translation requirements are separate.
Related Paths
Start with the $35 Document Check
Apostille San Francisco verifies your documents are filing-ready before California Secretary of State fees are spent. The $35 Document Check is credited 100% to your apostille service when you proceed; non-refundable if the document is declined.
Apostille issuance is by the California Secretary of State. Apostille San Francisco is a private filing service; not a government agency; no legal advice. Outcomes are not guaranteed.
Cross-references