From Notary to Apostille: How These Two Steps Work Together to Legalize Your Documents

Mary Stewart
Jul 24
3 min read

When it comes to using U.S. documents internationally, most people quickly discover that a notarized document alone isn’t always enough. That’s where the apostille comes in. While the notarization verifies the identity and willingness of a signer within the U.S., the apostille authenticates the notarization itself for recognition in foreign countries.

At Sonoma County Mobile Notary & Apostille, we guide clients through both steps seamlessly...ensuring their documents are legally accepted abroad. In this article, we’ll explain how notarizations and apostilles go hand in hand, why both are important, and how you can avoid common pitfalls in the process.

What Is a Notarization?

A notarization is the process of having a notary public witness the signing of a document and verify the signer’s identity, awareness, and willingness. It prevents fraud and adds a layer of legal integrity.

Common documents that require notarization:

Power of Attorney
Affidavits
Consent letters for minors traveling internationally
Passport copies
Letters of authorization

Once notarized, these documents may then qualify for an apostille if they are going to be used in a country that is part of the Hague Apostille Convention.

What Is an Apostille?

An apostille is a certificate issued by the Secretary of State or the U.S. Department of State that authenticates the signature and capacity of the notary or public official on the document. It's required when a U.S.-issued document is used in another country that recognizes the Hague Apostille Treaty.

In other words:

The notary validates the document and signer.
The apostille validates the notary’s signature and commission.

Both are critical to ensuring your documents are legally accepted ABROAD.

Real-World Example: Studying Abroad

Let’s say you're a Sonoma State University graduate applying for a graduate program in Spain. The university there requests:

A notarized copy of your diploma
A letter of recommendation signed by a professor

First, you contact Sonoma County Mobile Notary & Apostille. We meet you on campus to notarize the copy of your diploma and the professor’s signed letter. Then, we facilitate the apostille process through the California Secretary of State, ensuring the Spanish university will accept the documents without further legal hurdles.

Why You Need Both Steps

Many clients assume a notarization is enough...but for international use, it rarely is. Notarization alone only certifies that a signature is valid within the U.S. Without an apostille, most foreign agencies won’t recognize the document.

The apostille bridges the gap between U.S. legal validation and international recognition.

What Happens If You Skip One?

Skipping the notarization means there’s nothing for the apostille to validate (unless it’s a government-issued document like a birth certificate). Skipping the apostille means your notarized document may be rejected overseas.

To avoid costly delays, it's best to complete both steps correctly the first time, especially with the help of an experienced professional.

How Sonoma County Mobile Notary & Apostille Can Help

We specialize in both mobile notarization and apostille facilitation throughout Sonoma County and beyond. Whether you're a student, business professional, or someone relocating internationally, we offer: