Apostille vs Notarization: What's the Difference?
If you need documents authenticated for use in another country, you have probably heard both “apostille” and “notarization” thrown around. These are related but fundamentally different processes, and understanding which one you need — or whether you need both — will save you time, money, and rejected paperwork. Here is a clear breakdown.
What Is Notarization?
Notarization is a process where a state-commissioned notary public verifies the identity of the person signing a document, witnesses the signature, and applies their official seal. The purpose is to deter fraud by confirming that the signer is who they claim to be and is signing voluntarily.
Notarization is a domestic function used for documents within the United States. It is required for real estate deeds, powers of attorney, affidavits, loan documents, and many other legal instruments. Notaries are commissioned by individual states and follow state-specific laws and fee schedules.
What Is an Apostille?
An apostille is a certificate of authentication issued by a government authority — typically the Secretary of State — that verifies the legitimacy of a document and its notarization for use in a foreign country. The apostille is attached to or stamped onto the document after it has been notarized.
The apostille system was established by the Hague Convention of 1961. Over 120 countries participate, including most of Europe, Japan, Australia, Mexico, India, South Korea, Brazil, and many others. If the receiving country is a member of the Hague Convention, an apostille is the accepted form of authentication.
Key Differences at a Glance
Purpose. Notarization verifies the signer’s identity. An apostille verifies the notarization and document for international acceptance.
Who issues it. A notary public performs notarization. The Secretary of State (or equivalent state office) issues an apostille.
When you need it. Notarization is for domestic documents. An apostille is required when a notarized document must be used in a Hague Convention member country.
Sequence. Notarization comes first. The apostille is obtained afterward as an additional step of authentication.
Cost. Notarization typically costs $2 to $15 per act. Apostille fees range from $2 to $25 per document, depending on the state.
When You Need Only Notarization
If your document is being used entirely within the United States, notarization alone is sufficient. Common examples include signing a mortgage or deed in California or Florida, executing a power of attorney for a family member in New York, swearing an affidavit for a court case in Texas, signing business formation documents, and completing loan documents for a refinance.
No apostille is needed for any domestic transaction.
When You Need Both Notarization and an Apostille
You need both when a document must be used in a Hague Convention member country. The document is notarized first, then the apostille authenticates the notarization for international acceptance. Common situations include:
- Getting married abroad and needing your birth certificate or single status affidavit authenticated
- International adoption requiring authenticated background checks, financial statements, and consent forms
- Transferring property in another country where the deed or power of attorney must be recognized
- Studying overseas where universities require authenticated transcripts, diplomas, or recommendation letters
- Working abroad where employers or governments require authenticated background checks and professional credentials
- Establishing a foreign business requiring authenticated corporate documents, resolutions, and articles of incorporation
Documents That Commonly Need Apostilles
Birth, death, and marriage certificates for immigration or foreign legal proceedings. Court documents including divorce decrees, custody orders, and judgments. Academic records such as diplomas, transcripts, and professional certifications. Corporate documents including articles of incorporation, certificates of good standing, and board resolutions. FBI background checks and state-level criminal history clearances.
What If the Country Is Not Part of the Hague Convention?
Countries like China, Canada, and most Middle Eastern nations are not members of the Hague Convention and do not accept apostilles. For these countries, you need a longer process called embassy legalization or authentication.
The embassy legalization process typically involves four steps: getting the document notarized, having it authenticated by the Secretary of State, getting it authenticated by the U.S. Department of State in Washington D.C., and finally having it legalized by the foreign country’s embassy or consulate. This process takes longer and costs more than obtaining an apostille.
How to Get an Apostille: Step by Step
Step 1. Confirm that the destination country is a Hague Convention member. The Hague Conference on Private International Law maintains a current member list on their website.
Step 2. Have the document notarized by a notary public in the state where the document was issued or executed. Use FindNotary.io to locate a notary near you.
Step 3. Submit the notarized document to the Secretary of State in the same state where the notary holds their commission. The apostille must come from the same state as the notary. A document notarized by a New York notary must be apostilled by the New York Secretary of State.
Step 4. Pay the apostille fee. Most states charge between $5 and $25 per document. Some offer expedited processing for an additional fee.
Step 5. Receive the document with the apostille certificate attached. Processing times range from same-day service in some states to two to four weeks in others.
Cost Breakdown
The total cost for a notarized and apostilled document typically breaks down as follows:
- Notarization: $2 to $15 per act (per state fee schedule)
- Apostille fee: $5 to $25 per document (varies by state)
- Expedited processing: $10 to $50 additional (if available)
- Third-party apostille service: $50 to $150 per document (includes service fee, shipping, and state fee)
If you handle the process yourself, the total cost for a single document is usually $15 to $40. Using a third-party service adds convenience but increases the cost to $75 to $175 per document.
Common Mistakes to Avoid
Assuming a notary can issue an apostille. They cannot. These are separate functions performed by different authorities. The notary handles notarization, and the Secretary of State issues the apostille.
Getting the apostille from the wrong state. The apostille must come from the state where the notary is commissioned. If your document was notarized in Illinois, you must obtain the apostille from the Illinois Secretary of State, not any other state.
Skipping notarization. An apostille authenticates a notarization. If the document is not notarized first, you cannot get an apostille for it.
Not checking the receiving country’s specific requirements. Some countries require documents to be issued within a certain timeframe (such as within the last six months). Others may require certified translations in addition to the apostille. Check with the receiving institution before starting the process.
Frequently Asked Questions
Do apostilles expire?
The apostille itself does not expire. However, the receiving country or institution may require the underlying document to be recently issued. For example, a background check might need to be dated within the last six months, even though the apostille on it remains valid.
Can I get an apostille for a document notarized in any state?
The apostille must come from the same state where the notary is commissioned. If you need flexibility, get the document notarized in the state whose Secretary of State offers the fastest processing time, then apostille it there.
Do I need an apostille for Canada?
No. Canada is not a member of the Hague Convention and does not accept apostilles. Documents destined for Canada typically require authentication through Global Affairs Canada or the relevant provincial authority, or through the embassy legalization process.
Need a document notarized before getting an apostille? Find a notary near you on FindNotary.io by searching your city or state. For international document services, check our apostille services directory to find professionals who coordinate both notarization and apostille processing.