California documents for use abroad
The California Secretary of State authenticates eligible California public officials' signatures. We review the document first, identify missing certification or notarization, coordinate the correct state route, and arrange tracked return delivery.
| What you have | Typical route | What to check first |
|---|---|---|
| California vital record, court record, or agency document | California Secretary of State | The issuing official, copy type, and any county certification |
| Private document notarized by a California notary | California Secretary of State | Original notarization and complete California notarial certificate |
| FBI result or other eligible federal-agency record | U.S. Department of State—not California | Federal document preparation and destination route |
| Document issued or notarized in another state | That state's competent authority | The actual issuer or notary commission state |
Your location does not decide the authority. A California resident with a Texas-issued record normally uses the Texas route; a person overseas with a California-issued record normally uses California.
Birth and death certificates
California can authenticate signatures of county clerks, county recorders, their deputies, and the State Registrar. A certificate signed by a local Health Officer or local registrar may first need county-clerk certification, or replacement with a certified copy from the county recorder or California Department of Public Health.
Marriage and divorce records
Public marriage records are available from the county recorder where the license was issued; confidential marriage records come from that county clerk. Certified divorce decrees come from the Superior Court in the county where the decree was granted.
Diplomas and transcripts
Academic records often require a school official's statement followed by California notarization. Ask the receiving authority whether it wants the original diploma, a transcript, a registrar letter, or another specific package before notarizing anything.
Powers of attorney and affidavits
The California Secretary of State does not provide notarization. A private document that requires notarization must be properly executed before submission, with the signer, venue, notarial wording, signature, and seal complete.
Court records
Request records from the court where the case was filed and ask the receiving authority whether it requires a certified copy. A printout or a copy brought from home is not the same as a copy certified by the court.
California business records
Confirm whether the recipient needs a certified filed document, certificate of status, notarized corporate instrument, or another record. The required preparation depends on what the document is and who signed or certified it.
The state fee is $20 per apostille. California processes mailed requests in received-date order; faster shipping shortens transit but does not move a mailed request ahead in the state queue.
Sacramento and Los Angeles offer same-day counter service. The state adds a $6 special-handling fee for each different public official's signature authenticated.
As of August 21, 2026, California reported mail processing for requests received August 10, 2026, and said in-person submissions are typically processed within 30 minutes. State timing can change, so we recheck it for each case.
Government fees are only one part of a managed case. Notary Pin service starts at $250 for an eligible first document. Additional eligible documents in the same California submission start at $150 each; document retrieval, notarization, translation, legalization, and shipping are quoted when needed.
Step 1
We identify the issuer, destination country, receiving authority, copy type, and any age or translation requirement.
Step 2
We flag required replacement copies, county certification, or notarization, then coordinate the eligible California Secretary of State submission.
Step 3
We arrange tracked return delivery and, when requested, coordinate translation or the additional legalization steps required for a non-Convention destination.
Start with the document—not a generic checklist
Send a clear scan or photo, the country of use, and any instructions from the receiving authority. We will identify the likely route and provide a case-specific quote before work begins.
Related guidance: birth certificate apostilles, federal apostille services, FBI background checks, international apostille and legalization, and the Global Document Navigator.
Reviewed by Jonathan Tran, Co-Founder · August 22, 2026. This is operational information, not legal advice. Government timing and receiving-authority requirements can change; confirm the current rules before relying on a route.