Apostille vs Notary Services: Key Differences

Apostille Services vs Notary Services: What's the Difference?

If you need a document recognized in another country, someone may have told you to get it notarized, apostilled, or both. These terms sound similar, but they serve completely different purposes. Using the wrong one can delay a real estate closing, reject a visa application, or invalidate a business contract overseas.

This guide explains what each service does, when you need one versus the other, and how to get both handled correctly.

What Is a Notary?

A notary public is a state-commissioned official who verifies identity and witnesses signatures on documents. Notaries prevent fraud by confirming that the person signing a document is who they claim to be, and that they are signing willingly.

A notary can:

• Witness signatures on affidavits, contracts, powers of attorney, and loan documents
• Administer oaths and affirmations
• Certify copies of certain documents
• Take acknowledgments that a signature is genuine

A notary cannot:

• Authenticate a document for use in a foreign country
• Verify that a document's content is true or accurate
• Apostille a document

Notarization is a domestic process. It works within the United States and is governed by state law.

What Is an Apostille?

An apostille is a certificate that authenticates a document for use in another country. It verifies that the signature, seal, or stamp on a document is genuine—not that the document's content is accurate.

Apostilles were created by the Hague Convention of 1961 to simplify international document recognition. Before the convention, documents had to go through a lengthy chain of authentications (embassy legalization) to be accepted abroad. An apostille replaces that chain with a single certificate.

Over 120 countries are members of the Hague Convention and accept apostilles. If the destination country is not a member, you need embassy legalization instead.

When Do You Need a Notary?

You need a notary when a document must be signed in the presence of an official witness, or when a third party requires verification that a signature is authentic.

Common scenarios:

• Signing a real estate deed or mortgage
• Creating a power of attorney
• Swearing an affidavit
• Notarizing a will or trust (in some states)
• Executing a business contract

Most notarizations happen locally. A mobile notary can travel to your location, or you can visit a notary office, bank, or shipping center.

When Do You Need an Apostille?

You need an apostille when a document must be accepted by a government, court, or business in a foreign country that is a Hague Convention member.

Common scenarios:

• Submitting a birth certificate for a visa or residency application
• Providing a marriage certificate for immigration
• Authenticating a diploma for employment or study abroad
• Filing corporate documents to open a business overseas
• Submitting court orders or adoption paperwork internationally

The apostille is issued by a designated state authority—typically the Secretary of State's office. It is not issued by a notary.

Do You Need Both?

Sometimes yes. The two services work in sequence, not as alternatives.

Example: You need to submit a power of attorney to a government office in Spain.

1. First: A notary witnesses your signature on the power of attorney.
2. Second: The Secretary of State issues an apostille that authenticates the notary's signature and seal.
3. Result: Spain accepts the document because the apostille certifies that the notarization is valid.

In this case, the document must be notarized before it can be apostilled. The apostille does not replace the notary. It authenticates the notary.

Example where you do not need a notary first:

A birth certificate issued by a state vital records office can often be apostilled directly. The apostille certifies the signature of the state registrar, not a notary.

How to Get a Document Apostilled

The process varies slightly by state, but the general steps are:

1. Determine the correct document. Some documents must be original certified copies. Others can be notarized first.
2. Notarize if required. If the document is a signed affidavit, contract, or power of attorney, get it notarized first.
3. Submit to the Secretary of State. Send the document to your state's apostille office with the required fee and a cover letter.
4. Receive the apostille. Processing time ranges from same-day (walk-in) to 10 business days (mail). Fees typically range from $10 to $50 per document.

Where to submit:

• Most states handle apostilles through the Secretary of State's office
• Some states allow walk-in service; others require mail
• Many states now offer online submission portals

Apostille vs Embassy Legalization

If the destination country is not a Hague Convention member, an apostille is not valid. Instead, you need embassy legalization:

1. Notarize the document (if required)
2. Authenticate at the state level (Secretary of State)
3. Authenticate at the federal level (U.S. Department of State)
4. Legalize at the destination country's embassy or consulate

This process takes longer and costs more than an apostille. Check the destination country's requirements before starting.

Common Documents That Need Apostilles

Key Differences at a Glance

Where to Get Both Services

For notarization:

• Mobile notaries who travel to your location
• Banks, shipping centers, and law offices
• Online notary platforms (where legal)

For apostilles:

• Your state's Secretary of State office
• Authorized apostille service companies (for faster turnaround)
• Some mobile notary services partner with apostille providers

NotaryHub connects you with mobile notaries who can handle the notarization step. For the apostille, contact your Secretary of State or a dedicated apostille service.

Need a Texas-specific options table (DIY with SOS vs courier vs notary first)? See Texas apostille options — different intent from this act comparison (no duplicate H1).

Find a Mobile Notary Near You →

Last updated: April 2026. Apostille requirements vary by state and destination country. Verify current rules with the receiving authority before submitting documents.