California Birth Certificate Apostille
Apostille for California birth certificates issued by state or county vital records offices. Required for dual citizenship, visas, marriage abroad, study, and residency. Complete guide with 25 detailed FAQs.
At a Glance — 2025 Snapshot
| Issuing Authority | California Department of Public Health – Vital Records or county vital records office |
|---|---|
| Apostille Authority | California Secretary of State, Notary Public Section 2-3 weeks by mail |
| Document Required | Certified long-form birth certificate with official signature and seal |
| Processing Time | Mail: 2-3 weeks. In-person: Same day (Sacramento & Los Angeles) |
| Apostille Fee | $20 per document + $6 special handling fee for in-person requests |
| Birth Certificate Cost | $29 from CDPH or $25-35 from County Recorder (separate from apostille) |
| Accepted Countries | 128 Hague Convention member countries as of 2025 |
| Non-Hague Countries | Requires additional authentication via U.S. Dept of State + consular legalization |
| Submission Locations | Sacramento: 1500 11th St (mail & walk-in). Los Angeles: 300 S Spring St (walk-in only) |
| Who Can Apply | Anyone – you, family, friend, or professional service |
📄 Long-Form vs. Short-Form vs. Vault Copy vs. Informational
Long-Form (Full Certificate): The authorized certified copy of a birth record, also called a "vault copy", contains all details – name, date, place of birth, parents' names, etc. This is a legally valid copy used for passports, immigration, dual citizenship, etc. In California, an authorized copy is issued to eligible requestors (like the person themselves or close family) and is used to establish identity.
Short-Form (Abstract): A shortened version of the birth certificate with limited info (perhaps name, date, place of birth). Short-form or abstract copies are not accepted for most official purposes – they omit parent details and other data, so they typically cannot be used for ID, passports, or apostille.
"Vault Copy": This term refers to a long-form certified copy pulled directly from the official record (often used for genealogy or dual citizenship). It's essentially the same as an authorized long-form certificate, emphasizing it's a true, full copy from the record vault. Many consulates (e.g. Italian citizenship) specifically require the "long-form/vault" copy because it has all birth details and parent information.
Informational Copy: A California informational birth certificate is also a copy of the record but comes stamped with "Informational, not a valid document to establish identity". It's meant for research or personal use. Avoid using an informational copy for apostille. While it is a certified copy, foreign authorities may reject it due to the "not valid" disclaimer. Always obtain an authorized certified copy (long-form) for the apostille to ensure it will be accepted abroad.
⚠️ Common Rejection Reasons (Avoid These!)
Even small mistakes can lead to your apostille request being rejected by the California Secretary of State or not accepted by the foreign country. Double-check these points to save time:
- • Photocopy or Scan: Do not send a regular photocopy of the birth certificate. Only original certified copies (with a raised seal or official stamp/signature) are accepted. A notarized photocopy is not acceptable either – California does not allow notaries to certify vital record copies.
- • Hospital Certificates: Decorative hospital "birth certificates" or souvenir footprints records are not official and cannot be apostilled. You must use a government-issued birth certificate from the County Recorder/Clerk or California Department of Public Health.
- • Wrong Issuing Authority: Check the signature on your certificate. If it's signed by a City Health Officer or Local Registrar (rather than a County Recorder or State Registrar), the state may not apostille it directly. You must first have it certified by the County Clerk.
- • Document Damage or Alterations: If the certified copy has erasures, white-out, overwriting, or damage/illegible text, it may be rejected. Do not attempt to alter any information.
- • Missing Cover Sheet/Country Info: Always include the Apostille Request Cover Sheet and fill in the destination country.
- • Payment Issues: Make sure to enclose the correct fee and use an acceptable payment method.
🌎 Tips for Overseas Applicants
Applying for a California apostille from outside the U.S. is entirely possible, but a few extra steps are needed for a smooth process:
- • Obtaining the Birth Certificate: If you're abroad and don't yet have a certified copy, you can order one remotely. California allows mail-in requests (with a notarized statement of identity) and also online orders via services like VitalChek.
- • Mail-In Apostille Requests: You can mail your apostille request directly to the California Secretary of State from overseas. Use a reliable courier (FedEx, DHL, UPS, etc.) and provide a prepaid return shipping label.
- • Payment: If you don't have a U.S. bank account for a check or money order, consider using a credit card for in-person (if someone is handling in CA for you) or obtain a bank draft in USD.
- • Use a Trusted Agent: You can hire an apostille service company or ask a friend/family member in California to handle it. California permits third parties to submit documents on your behalf.
- • Patience with Mail Times: International mail can be slower. Even after the apostille is processed (which might take a couple of weeks), the return journey could be another 1–3 weeks depending on your location and shipping method.
🔴 Apostille vs. Legalization (Non-Hague Countries)
Important: An apostille is not accepted in countries that are not party to the 1961 Hague Convention. California (and all U.S. states) issue apostilles only for member countries – but if your destination country isn't one, you'll need to follow a different process called authentication and consular legalization.
- • How to Know: Check if the country is on the official Hague Apostille list. If yes, a California apostille is the proper certification. If no (for example, United Arab Emirates, Vietnam, Egypt, Canada, etc.), simply obtaining a California apostille will not be the final step.
- • Next Steps for Non-Members: You must obtain an Authentication Certificate from the California Secretary of State, then have the document authenticated by the U.S. Department of State in Washington D.C., and finally legalized by the embassy or consulate of the destination country.
- • Example – UAE: The United Arab Emirates has not joined the Hague Convention, so an apostilled California birth certificate alone is not sufficient. The document would need to be authenticated by the U.S. State Department and then stamped by the UAE Embassy to be valid in the UAE.
- • Note on China: China joined the Apostille Convention on November 7, 2023, which means an apostille is now accepted for documents exchanged between the U.S. and China, eliminating the previous consulate legalization requirement in most cases.
Old or Damaged Birth Certificates
If your birth certificate is very old, worn, or damaged, consider obtaining a new certified copy before apostille. While the California Secretary of State will apostille a legitimately certified document regardless of age, many foreign authorities (especially in Europe and Latin America) prefer the birth certificate to have been issued within the last 6-12 months for official purposes. In countries like Italy and Spain, for example, a birth certificate older than a certain period may be rejected for civil registration. Also, older certificates might carry signatures of officials long retired or not in the current database – potentially complicating verification. To be safe, get a fresh long-form copy from the county or state if your existing one is from decades ago or has a torn seal. (California birth certificates can be ordered for $29 from the Department of Public Health or the County Recorder.)
Birth Certificate Issued by a Hospital or Church
Birth records from a hospital, birthing center, or religious institution (baptism certificate) cannot be used for an apostille. These are not official civil records – they are commemorative documents. Only a government-issued birth certificate (from the County Recorder/Clerk or the State Vital Records office) can be apostilled. We often hear from clients who initially submitted a hospital souvenir record and got it mailed back unprocessed. Don't make that mistake: obtain an official certified copy. If all you have is a baptism or hospital record, contact the county of birth or CDPH to request an authorized civil birth certificate. Note: In California, the hospital sends birth information to the county, but you must request the certificate from the county or state – the hospital document given to new parents is purely keepsake.
Signature of the Wrong Official
Check the bottom of your birth certificate for the signature and title. Common signatories in California include County Recorder, County Clerk, or the State Registrar – the Secretary of State can directly authenticate those. However, if it's signed by a Local Registrar or Health Officer (common on some older or short-form certificates issued by city health departments), the State may not have that signature on file for direct apostille. In such cases, one extra step is needed: take the certificate to the County Clerk's office in the county of birth. The County Clerk will verify the Health Officer's signature and attach their own certificate. Now your document bears the County Clerk's certification, which is recognized by the CA Secretary of State for apostille. Alternatively, you can bypass this by ordering a new copy directly from the County Recorder or State, which will come signed by the County Recorder or State Registrar.
Birth Certificates for Dual Citizenship (Extra Requirements)
If you're obtaining an apostille as part of a dual citizenship application (e.g. Italy, Spain, Mexico), be aware of additional requirements those consulates might have. For instance, the Italian consulate will require that the birth certificate be long-form (vault copy) and show the names of the registrant's parents. They will also require an apostille and then a professional translation into Italian. Similarly, many countries in Europe and Latin America ask for a recently issued certificate (typically within 6 months) and an apostille. If the birth certificate has any errors (like misspellings of names) you may need to correct them before the apostille, or the consulate may reject it. Each country's consulate has its own checklist – always prepare the full package as required by the foreign authority.
Multiple Documents or Multiple Countries
If you have to use your birth certificate in multiple countries (for example, you're applying for citizenship in Italy and also getting married in France), you will likely need separate apostilled copies for each country. An apostille certificate is physically attached to one original document, and you generally cannot reuse that same apostilled document for separate official processes if you must submit it – especially if each authority will keep the document. It's wise to request two or more certified copies of your birth certificate upfront. You can then get each copy apostilled separately. This way, you can send one to (say) the Italian consulate and another to French authorities.
Navigating Los Angeles vs. Sacramento
California offers two main apostille service locations: Sacramento (the main Secretary of State office) and Los Angeles (a regional office). The processing result (the apostille certificate) is the same, but there are some differences to note. Sacramento Office handles all mail requests and walk-ins (1500 11th Street, Sacramento). Walk-in hours are typically 8 AM – 5 PM weekdays. Sacramento accepts cash in addition to card, check, money order. Los Angeles Office (300 South Spring Street) provides in-person apostille service only (no mail-in processing in LA). It's first-come, first-served. No cash is accepted at the LA office (bring a card, check, or money order). There is a $6 special handling fee per different signature when doing it in person. If you live in SoCal, the LA office saves you a trip to Sacramento and will issue the apostille same-day just like Sacramento.
Accepted vs. Not Accepted Documents
Accepted Documents for Apostille
- • California Certified Birth Certificates – issued by a County Recorder/County Clerk or the California Department of Public Health (State Registrar). These must bear the signature and seal of an appropriate public official.
- • Recent Certified Copies – it's best if the certificate is a recently issued copy (to ensure the official's signature is on file and up-to-date).
- • County Clerk "Certified" Vital Records – If a birth certificate was first certified by a County Clerk (as an intermediate step because it had a Health Officer signature), that final County Clerk certification makes it acceptable.
- • Original Notarized Documents (when applicable) – While not needed for a birth certificate, in general California will accept other documents that have been notarized by a California Notary Public, as long as the notarization is proper.
Not Accepted for Apostille
- • Photocopies of Vital Records (Uncertified): A plain photocopy or printer scan of a birth certificate will be rejected unless it has been properly notarized as a true copy (and California notaries are not allowed to certify copies of birth certificates).
- • Hospital or Souvenir Birth Documents: Anything issued by a hospital (e.g. a "Certificate of Live Birth" with footprints) or a church is not an official record and cannot be used.
- • Birth Certificates from Other States or Countries: You cannot apostille a Texas birth certificate through California, for example. It has to go through Texas's process.
- • Federal Documents: FBI Background Checks are federal documents and cannot be apostilled by California. They require U.S. Department of State authentication.
- • Informational Copies (not recommended): While the CA Secretary of State might technically apostille an informational copy, it is marked as not valid for identity and thus foreign officials may reject it. Always use an authorized certified copy for apostille purposes.
- • Documents with Alterations or Illegibility: If the birth certificate shows any signs of tampering (erasures, correction fluid) or if the seal/signature is not clear, the apostille may be refused.
Requirements Checklist
Before you submit your apostille request, make sure you have all the following ready to go:
MUST HAVE
- ✔️ Certified California Birth Certificate: An authorized, certified copy of the birth certificate. It should be a long-form version issued by a County Recorder/Clerk or the State (CDPH) with an official signature and seal. No photocopies!
- ✔️ Apostille Request Cover Sheet: A completed cover sheet indicating the country where the document will be used. Include: "Please issue an apostille for the attached document for use in [Country]." Also provide your return mailing address and contact info on this sheet.
- ✔️ Payment: Prepare the fee payment. The base fee is $20.00 per apostille. For mail: include a check or money order payable to "Secretary of State." Do not send cash by mail. If someone is going in person, they can pay by card or check; the LA office does not take cash.
- ✔️ Self-Addressed Return Envelope: Mail submissions must include a self-addressed envelope for the return of your document. It's highly recommended to use a tracked mail service – e.g., include a prepaid USPS Priority/Express, FedEx, or DHL label.
- ✔️ Valid Identification (for in-person): If you are going in person, bring a government-issued ID (like a driver's license or passport).
- ✔️ Check Processing Times: Have you checked the current processing times posted on the CA Secretary of State's website? As of late 2025, mail requests are being completed in a few weeks, and in-person is same-day.
GOOD TO KNOW
- Correct Destination Country: The country where the document will be used determines whether you receive an apostille (Hague country) or a non-Hague authentication that may require additional consular legalization.
- Additional Docs for Non-Hague (if applicable): If you know the target country is not in the Apostille Convention, be prepared with instructions for the next steps. You might also need to prepare documents for the U.S. Department of State (which has its own cover form DS-4194 and $20 fee) and the foreign consulate.
- Authorization (if required): Generally not needed for apostille, but if you are not the person named on the birth certificate and you're obtaining the certificate from Vital Records, you'd need a notarized authorization. This is before apostille – for the preliminary step of getting the certificate.
Once all the above items are gathered, you're ready to proceed with the submission. Missing any of these can result in delays or your request being returned unprocessed, so it's worth double-checking each one.
Step-by-Step: Getting Your California Birth Certificate Apostilled
Follow these steps to obtain an apostille for your California birth certificate:
Step 1 — Obtain a Certified Copy of the Birth Certificate
Ensure you have an authorized certified copy of the California birth certificate. You can skip this step if you already have a recent certified copy in hand. If not, request one from the appropriate source:
- Option A: County Recorder/Clerk of the county where the birth occurred. This is often the fastest route if you can visit or if the county offers online/mail requests. For example, Los Angeles County Registrar-Recorder or San Francisco County Clerk's office can issue certified copies (typically $30 or so fee, which in LA is $32 as of 2025).
- Option B: California Department of Public Health (CDPH) – Vital Records in Sacramento. The state office can issue the certificate for $29.00 per copy, but processing by mail can take several weeks.
Step 2 — Prepare the Apostille Request Cover Sheet
Download or create the Apostille Request Cover Sheet. The California Secretary of State provides a template on their website. You can also hand-write or type a simple cover letter. Key information to include:
- The country where the birth certificate will be used. e.g. "Country of Use: Mexico."
- Your return mailing address. Where should they send the apostilled document back to?
- Contact information. It's wise to add a phone number and/or email.
- Document description (optional). You can note "1 Birth Certificate – Name of Registrant, Date of Birth"
Step 3 — Fill Out Payment and Assemble Materials
Calculate the total fee and arrange payment. The fee is $20 per apostille (per document). If you have just one birth certificate, that's $20. If you had two copies (maybe for two different countries), that's $40, etc.
For mail: write a check or money order to "Secretary of State" for the exact amount. Do not send cash by mail.
- • The certified birth certificate (the original, not a copy of it)
- • The completed cover sheet
- • The check/money order
- • Your self-addressed return envelope with proper postage or prepaid label
Step 4 — Submit Your Apostille Request
Now it's time to send or deliver the documents to the California Secretary of State.
By Mail:
If using USPS (regular
mail):
Notary Public Section
P.O. Box 942877
Sacramento, CA 94277-0001
If using a courier (FedEx, UPS, DHL,
etc.):
Notary Public Section
1500 11th Street, 2nd Floor
Sacramento, CA 95814
In Person:
Sacramento: 1500 11th Street, 3rd Floor, Sacramento, CA 95814. No appointment needed – take the elevator to 3rd floor public counter. Same-day processing, usually within a couple of hours.
Los Angeles: 300 South Spring Street, Room 12513, Los Angeles, CA 90013 (inside the Ronald Reagan State Building). No appointment – get a numbered ticket. The LA office has a $6 special handling fee automatically since it's in-person. Pay by check, money order, or card (no cash at LA).
Step 5 — Receive the Apostilled Document
For mail requests: The Secretary of State's office will process your request in the order received. As of the latest update, they are processing mailed apostille requests roughly within 5–15 business days (about 2–3 weeks). Once done, they will place the apostille certificate and your original document in the return envelope you provided and mail it back to you.
For in-person requests: You will get the apostille on the same day, often within a couple of hours. They will return to you: your original birth certificate with a new page attached to it – the apostille.
Step 6 — Translation (if required)
Now that you have the apostille, remember that if the destination country doesn't use English, you'll likely need to get the birth certificate + apostille translated. For example, if sending to Mexico, you'd hire a certified translator to translate the birth certificate and attach the apostille (some countries want the apostille translated too).
Step 7 — Using the Apostilled Document
You can now send or take the apostilled birth certificate to the requesting authority overseas. An apostille from California will have a signature (often the Secretary of State's facsimile signature or their deputy's) and the Great Seal of California, certifying the original document. This should be recognized by officials in any Hague Convention country.
Fast Processing
California offers same-day apostille service for walk-ins. Mail requests take approximately 2–3 weeks. In-person service in Sacramento or LA can be completed within a couple of hours.
Worldwide Acceptance
An apostille issued in California is globally recognized in all 128 countries that are party to the 1961 Hague Convention as of 2025. This includes most major countries worldwide.
Easy Mail Service
You don't have to be in California to get an apostille. The entire process can be handled by mail from anywhere in the US or world. Just include a prepaid return envelope.
Secure Verification
Every California apostille comes with a unique reference number and official signature, and can be independently verified online through the Secretary of State's website.
Third-Party Friendly
Anyone can submit documents for apostille on your behalf – you, a relative, friend, or professional service. No special authorization needed from the Secretary of State.
Affordable Fees
Just $20 per document for the California state apostille. Additional $6 in-person handling fee. No hidden costs for mail-in service.
Fees & Processing Times
| Service / Item | Fee (USD) | Notes |
|---|---|---|
| Certified Birth Certificate Copy | $29.00 per copy | Paid to CDPH or County (separate from apostille). County fees range $25–$35; CDPH is $29 statewide. Obtain this first. |
| California Apostille (Secretary of State) | $20.00 per document | The standard fee for each apostille certificate issued (each document). Example: 1 birth cert = $20, 2 copies = $40. |
| Special Handling (Walk-in Service) | $6.00 | Applies only to in-person requests in Sacramento/LA. Charged once per batch for each unique signature being authenticated. Mail requests do not incur this fee. |
| Mail Return Postage | Varies | You must provide a prepaid envelope or pay for postage. (USPS Priority Mail ~$8, FedEx/UPS international could be $30+). |
| Additional Authentication (Non-Hague only) | $20.00 (US Dept) + consular fees | Only for non-Apostille countries. US Dept of State federal authentication is $20 per document. Foreign consulate legalization fees vary by country. |
| Professional Service (optional) | Varies | If you hire an apostille expediter or service, they will charge a service fee (commonly $75–$150) plus above government fees. Not a required cost if you DIY. |
Payment Methods: Checks or money orders to "Secretary of State" for the $20. Walk-ins can use Visa/MasterCard or cash (Sac only; LA no cash). Always check the latest fee info on official websites – fees can change by legislative action.
Frequently Asked Questions
Expert Insight
Amelia Rivera , Lead Apostille Specialist
8+ years experience with CA vital records apostille
"California is one of the busiest states for apostille requests, handling tens of thousands of vital records each year. The most common mistake I see is people trying to apostille an informational copy or a hospital souvenir certificate – these get rejected immediately. Always verify you have an authorized certified copy with the County Recorder or State Registrar signature before submitting."
"Another frequent issue: applicants don't realize that many European countries require the birth certificate to be issued within the last 6 months, even though the apostille itself doesn't expire. If you're applying for dual citizenship (especially Italian, Spanish, or Portuguese), get a fresh copy of your birth certificate right before starting the apostille process. This saves you from having to repeat everything if the consulate rejects an old certificate."
Verification Log
Official Resources
California Secretary of State
California Vital Records
- • CA Department of Public Health – Birth Certificates
- • County Recorder Offices (search "[your county] California recorder birth certificate" for local contact)