The Essential Differences Between Apostille and Authentication Explained

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The destination country decides everything. Members of the Hague Convention, more than 130 countries, take a single apostille from the Secretary of State: one step after your notarization, typically one to three weeks, $10 to $25. Non-members such as China and most Middle Eastern countries need authentication instead: notary, Secretary of State, U.S. Department of State, then the foreign embassy, four to eight weeks and multiple fees. Your role as the notary is identical either way: notarize correctly so the certification sticks.

Apostille: The Short Version

An apostille is a single-page certificate attached to a document that makes it valid in any of the 130-plus countries party to 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:

1. You notarize the document.
2. The document goes to your state’s Secretary of State, who certifies your notary commission.
3. The document goes to the U.S. Department of State in Washington, D.C., which certifies the state certification.
4. 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 (130+)	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

Updated May 2026.