If you're sending documents to another country — for work, immigration, education, or business — you've probably been told you need an "apostille." But how is that different from a notarization? Do you need both? Here's a clear explanation of each and when you need them in Texas.
What Is a Notarization?
A notarization is a process where a notary public verifies the identity of a document signer and witnesses their signature. The notary applies their official seal and signature to confirm that:
- The signer appeared in person
- The signer was positively identified
- The signer appeared to be signing willingly
Notarization is used for domestic purposes — real estate transactions, legal affidavits, powers of attorney, and other documents used within the United States.
What Is an Apostille?
An apostille is a government-issued certificate that authenticates a document for use in another country. It's essentially a higher level of verification that says: "This document was properly executed under our laws and the notary/official who signed it is legitimate."
The apostille system was created by the Hague Convention of 1961. Over 120 countries participate, meaning they accept apostilled documents from other member countries without requiring further authentication.
An apostille does not verify the content of your document — it only confirms that the signature, seal, or stamp on the document is genuine.
Key Differences
- Who issues it: A notarization comes from a notary public. An apostille comes from the Texas Secretary of State (for Texas documents).
- Purpose: Notarization verifies identity and witnesses signatures for domestic use. An apostille authenticates a document for international use.
- Scope: A notarized document is accepted within the U.S. An apostilled document is accepted in Hague Convention member countries.
- Process: You can get notarized same-day. An apostille typically takes days to weeks through the Secretary of State's office.
Do You Need Both?
Often, yes. Many documents that need an apostille must first be notarized. The typical process is:
- Get the document notarized by a Texas notary public
- Submit the notarized document to the Texas Secretary of State for apostille
- Receive the apostille certificate attached to your document
- Send the apostilled document to the receiving country
Some documents — like certified copies of vital records issued by the state — may only need the apostille without a separate notarization, since they already carry an official government seal.
Common Documents That Need an Apostille
- Immigration documents — marriage certificates, birth certificates, divorce decrees
- Education — diplomas, transcripts, enrollment letters
- Business — articles of incorporation, powers of attorney, contracts for international deals
- Legal — court orders, affidavits, background check results
- Personal — adoption papers, name change documents, medical records
How to Get an Apostille in Texas
Step 1: Get Your Document Notarized
If your document requires a notarized signature, have it notarized by a Texas notary public first. Make sure the notary's seal and signature are clear and legible — the Secretary of State will verify them.
Step 2: Submit to the Texas Secretary of State
You can submit your request:
- By mail: Texas Secretary of State, Authentications Unit, P.O. Box 12887, Austin, TX 78711-2887
- In person: James Earl Rudder Building, 1019 Brazos St., Austin, TX 78701
Step 3: Pay the Fee
The Texas Secretary of State charges $15 per apostille. Processing time varies:
- In person: Same day or next business day
- By mail: Typically 5–10 business days, longer during busy periods
What If the Country Is Not in the Hague Convention?
If your document is going to a country that hasn't joined the Hague Convention (like Canada for certain document types, or some countries in the Middle East and Africa), you may need a different process called authentication and legalization. This typically involves:
- Notarization
- State-level authentication (Secretary of State)
- Federal authentication (U.S. Department of State)
- Embassy or consulate legalization
This process is longer and more expensive. Check with the receiving country's embassy for specific requirements.
Need Your Document Notarized Before an Apostille?
We can handle the notarization step quickly so you can proceed with the apostille process. If you're in Taylor, TX or Williamson County, we offer same-day mobile notary service — we'll come to you. Call (512) 640-0751 or schedule online.