The Essential Differences Between Apostille and Authentication Explained
Published September 9, 2024 · Updated May 21, 2026
When someone needs a notarized document for use in another country, they need it certified. The certification method depends on which country they are sending it to. If the destination country is part of the Hague Convention, they need an apostille. If it is not, they need authentication (sometimes called legalization). Here is how both work and what your role is as a notary.
Apostille: The Short Version
An apostille is a single-page certificate attached to a document that makes it valid in any of the 120+ countries that signed the Hague Convention of 1961. The apostille confirms that the notary who signed the document was legitimate at the time of notarization.
Countries that accept apostilles include most of Europe, Australia, Japan, South Korea, Mexico, Brazil, India, and many others. The full list is available from the Hague Conference on Private International Law.
What an apostille certifies:
- The notary’s signature is genuine
- The notary held a valid commission on the date of notarization
- The notary’s seal is authentic
It does not certify the content of the document itself, only the notarization.
Authentication: The Longer Version
Authentication is the process for countries that did not sign the Hague Convention (China, most Middle Eastern countries, some African and Asian nations). It involves multiple steps instead of one:
- You notarize the document.
- The document goes to your state’s Secretary of State, who certifies your notary commission.
- The document goes to the U.S. Department of State in Washington, D.C., which certifies the state certification.
- The document goes to the embassy or consulate of the destination country, which issues its own authentication.
Each step adds time and cost. Authentication can take 4 to 8 weeks total. Apostilles usually take 1 to 3 weeks.
Quick Comparison
| Apostille | Authentication | |
|---|---|---|
| Destination | Hague Convention countries (120+) | Non-Hague countries |
| Steps | Notarize → Secretary of State | Notarize → Secretary of State → U.S. Dept of State → Embassy |
| Typical processing time | 1–3 weeks | 4–8 weeks |
| Cost | $10–$25 per document (state fee) | $20–$100+ per document (multiple fees) |
| Who issues it | Secretary of State | Chain of certifications ending with the foreign embassy |
Your Role as a Notary
You do not issue apostilles or authentications. Your job is to notarize the document correctly so that it can be submitted for certification. If a client asks about apostilles:
- Notarize the document with a proper acknowledgment or jurat (whichever is appropriate).
- Make sure your stamp is clear, your signature matches your commission, and your commission has not expired.
- Tell the client to submit the notarized document to their Secretary of State’s office with the apostille request form and fee.
- If the destination country is not on the Hague Convention list, the client will need authentication instead. The Secretary of State’s office can guide them through the additional steps.
Common Documents That Need Apostilles
- Birth, death, and marriage certificates (for immigration, inheritance, or marriage abroad)
- Diplomas and transcripts (for studying or working overseas)
- Powers of attorney (for business transactions in another country)
- Background checks and FBI clearance letters
- Corporate documents (articles of incorporation, contracts)
Frequently Asked Questions
Can a notary issue an apostille?
No. Only the Secretary of State (or the equivalent state office) can issue apostilles. You notarize the document first, then the client submits it to the state.
How long does an apostille take?
Processing varies by state. Some offer same-day walk-in service. Others take 1 to 3 weeks by mail. Most states offer expedited processing for an extra fee.
How much does an apostille cost?
State fees range from $5 to $25 per document. If the client uses a courier or expedited service, add $50 to $150. Authentication costs more because it involves multiple agencies.
Related Reading
Updated May 2026.
Responses