What This Form Is (and When You Need It)
The Apostille Mail Request Cover Sheet is California's official form for mail-in apostille submissions. It tells the Secretary of State's office:
- Who you are and where to send your documents back
- How many documents you're submitting
- What type of authentication you need (Apostille vs. Certificate)
- Your payment amount
Walk-In Service: If you're visiting the Sacramento or Los Angeles office in person, you typically don't need this form — just bring your documents and payment. But the form can still speed things up.
For the complete California apostille process (what documents are accepted, county clerk requirements, and timelines), see the California Apostille Guide.
The California Pre-Step: County Clerk Authentication
⚠️ CRITICAL — Don't Skip This:
Many California vital records (Birth, Death, Marriage) are signed by a Local Registrar or Health Officer. If yours is, you must get County Clerk authentication first before sending to the Secretary of State.
How to check: Look at who signed your document. If it says "County Clerk," "County Recorder," or "State Registrar" — you're fine. If it says "Local Registrar" or "Health Officer" — you need County Clerk authentication first.
Fill Out the Cover Sheet (Step-by-Step)
Step 1 — Your Contact Information
Fill in the return-to information:
- Full name (or company name)
- Complete mailing address
- Phone number
- Email (optional but recommended)
Step 2 — Type of Authentication
Select:
- Apostille — For Hague Convention countries (most common)
- Certificate of Authentication — For non-Hague countries
Not sure? If the receiving country is in the Hague Convention (most of Europe, South America, Asia), choose Apostille. For non-member countries like China or UAE, choose Certificate of Authentication.
Step 3 — Document Count + Fee Calculation
Count your documents and calculate:
Examples: 1 doc → $20 | 2 docs → $40 | 3 docs → $60
Step 4 — Payment Method
California accepts:
- Check or money order payable to "Secretary of State"
- Credit card (fill out the authorization section on the form)
No cash for mail-in requests.
What to Include in Your Mailing Package
California Mailing Checklist:
- Your documents — Certified copies (with County Clerk auth if needed)
- Completed Cover Sheet
- Payment — Check/money order or credit card authorization
- Self-addressed stamped envelope — For return delivery
Expedited return? Include a prepaid FedEx/UPS label if you want faster return shipping.
Common Rejection Reasons (California-Specific)
- Health Officer Signature — Vital record signed by Local Registrar/Health Officer without County Clerk authentication
- No Embossed Seal — Document missing the raised/embossed seal
- Stamped Signature — Facsimile/stamped signature instead of original wet signature
- Photocopies — Sent a photocopy instead of certified original
- Wrong Payment — Check not made payable to "Secretary of State"
Where to Mail Your Request
Notary Public Section
P.O. Box 942877
Sacramento, CA 94277-0001
Walk-In Locations
Sacramento
1500 11th Street, 2nd Floor
Sacramento, CA 95814
Los Angeles
300 South Spring Street, Room 12513
Los Angeles, CA
90013
Walk-in hours: Monday–Friday, 8:00 AM – 5:00 PM PST. Same-day service typically available.