How to Get a California Birth Certificate Apostille
A clear, step-by-step walkthrough for authenticating a California birth certificate for international use — including the difference between county-issued and state-issued copies and exactly how to submit to the Secretary of State.
What an apostille does for a birth certificate
An apostille is an official certificate issued by the California Secretary of State that authenticates the signature of the public official who signed your birth certificate. It does not validate the contents of the document — it confirms that the signature, the official's capacity, and the seal or stamp are genuine. Once attached, your birth certificate is recognized for legal use in any country that belongs to the Hague Apostille Convention.
Birth certificate apostilles are commonly required for dual citizenship applications, getting married abroad, immigration and visa processes, enrolling a child in school overseas, claiming an inheritance in another country, and international adoptions.
Authenticates the official signature
Issued by the CA Secretary of State
Valid in Hague Convention countries
County-issued vs state-issued certificates
The Secretary of State can apostille either type — what matters is which official signed it. Here's how to tell them apart and what each requires.
County-issued copy
Obtained from the county recorder (or county clerk) in the county where the birth occurred. It carries the county recorder's signature, which the Secretary of State can apostille directly — no extra steps.
State-issued copy
Obtained from the California Department of Public Health – Vital Records (CDPH-VR). It carries the State Registrar's signature, which the Secretary of State can also apostille directly.
Local health-officer and local-registrar certificates need one extra step
If your copy was issued by a city or county-level agency and signed by a Health Officer, Local Registrar, or Registrar of Vital Records, the Secretary of State cannot apostille it directly. You must first have it certified by the county clerk in the county where it was issued, or simply obtain a new certified copy from the county recorder or CDPH. Look at the bottom of the certificate to confirm the signing official's name and title before submitting.
In every case, the document must be an original certified copy — a plain photocopy or informational copy is not acceptable.
The apostille process
Follow these steps to get your California birth certificate apostilled through the Secretary of State.
- 1
Get a certified copy of the birth certificate
You must submit an original certified copy — a plain photocopy or informational copy cannot be apostilled. Order one from the county recorder in the county of birth, or from the California Department of Public Health – Vital Records (CDPH-VR).
- 2
Confirm the signing official is recognized by the SOS
The California Secretary of State apostilles signatures of county clerks (and deputies), county recorders (and deputies), and the State Registrar (CDPH). Check the bottom of your certificate for the official's name, title, and signature.
- 3
Handle local-registrar certificates (if applicable)
If your copy was issued by a city or county health officer or local registrar (Local Registrar / Registrar of Vital Records), it needs an extra step first: have it certified by the county clerk in the county of issuance, or replace it with a certified copy from the county recorder or CDPH.
- 4
Prepare your submission package
Include the certified document, a cover sheet stating the country where the document will be used, payment of $20 per apostille, and a self-addressed return envelope (prepaid postage if you want tracking).
- 5
Submit by mail or in person
Mail requests go to the Sacramento office only. In-person same-day service is available at the Sacramento and Los Angeles Secretary of State offices — anyone can request an apostille on behalf of anyone else.
- 6
Receive your apostilled certificate
Once processed, the apostille is attached to your birth certificate and returned by mail (or handed to you same-day in person). It is now valid for use in any country that is party to the Hague Apostille Convention.
Fees and processing times
Fees (set by the state)
- $20 per apostille requested.
- In-person: +$6 special handling for each different public official's signature.
- Mail requests: no special-handling fee.
- Payment by check, money order, or card (cash not accepted in Los Angeles).
Processing times
- In person at Sacramento or LA: same-day service.
- By mail: processed by the Sacramento office in the order received.
- Overnight shipping speeds transit, not SOS processing.
- Always confirm current turnaround on the SOS site.
Mailing address: Notary Public Section, P.O. Box 942877, Sacramento, CA 94277-0001 (USPS) — or 1500 11th Street, 2nd Floor, Sacramento, CA 95814 for FedEx/UPS/DHL.
Common mistakes to avoid
- Submitting a photocopy or informational copy instead of a certified original.
- Using a certificate signed by a local health officer or local registrar without first getting it certified by the county clerk.
- Forgetting the cover sheet naming the destination country.
- Not including a self-addressed return envelope or prepaid postage.
- Assuming a notarized copy works — vital records are not notarized; they must be certified by the issuing agency.
Rather not handle it yourself?
We obtain the certified copy, confirm the signing official, prepare the submission, and deal with the Secretary of State on your behalf — and we can coordinate a certified translation if your destination country requires one. Book a short consultation and we'll take it from there.
Schedule Apostille ConsultationFrequently asked questions
Do I need a county-issued or state-issued birth certificate?+
Either works, as long as it is a certified copy signed by a recognized official. A state-issued copy from CDPH-VR bears the State Registrar's signature; a county-issued copy from the county recorder bears the recorder's signature. The California Secretary of State can apostille both directly. Only copies signed by a local health officer or local registrar need an extra county-clerk certification step first.
How can I tell which official signed my certificate?+
Look at the bottom of the birth certificate. The signing official's name, title, and signature appear there. If the title is County Recorder, County Clerk, or State Registrar / State of California Department of Public Health, the Secretary of State can apostille it directly. If it reads Local Registrar, Registrar of Vital Records, or Health Officer, you'll need the county clerk certification step first.
How much does a California birth certificate apostille cost?+
The California Secretary of State charges $20 per apostille. For in-person requests there is an additional $6 special-handling fee for each different public official's signature being authenticated. Mail requests do not include the special-handling fee. Fees are set by the state and may change.
How long does the apostille process take?+
In-person requests at the Sacramento and Los Angeles offices are processed the same day. Mail requests are handled by the Sacramento office in the order received, so turnaround varies — check the Secretary of State's current processing-times page for the latest estimate. Mailing your documents overnight and including a prepaid overnight return label speeds up transit but does not expedite processing once received.
Can someone else request the apostille for me?+
Yes. Any individual can request an apostille on behalf of themselves or anyone else, and the requester does not need to be related to the person named on the document.
Will the apostille work in every country?+
An apostille is valid in any country that is part of the Hague Apostille Convention. If the destination country is not a member, you'll need a different authentication process instead of an apostille. Some countries also require a certified translation alongside the apostilled document.
Does the apostille include translation of the certificate?+
No. An apostille only authenticates the official's signature — it does not translate the document. If the destination country requires a certified translation, that is a separate step. We can help coordinate certified translations.
This guide is for general information only and is not legal advice. Fees, processing times, and requirements are set by the California Secretary of State and may change. For current details, visit the California Secretary of State and CDPH Vital Records.