APOSTILLE GUIDE
Apostille vs. Notarization: What's the Difference?
They're often confused, and mixing them up is one of the most common reasons documents get rejected abroad. A notarization proves who signed your document. An apostille proves to another country that your document is genuine. Here's when you need one, the other or both, and the order they have to happen in.
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THE SHORT ANSWER
Different jobs, different offices
Many documents going abroad need both.
- Notarization: a notary verifies the signer
- Apostille: the government verifies the document
- Notarize first, then apostille
- Non-Hague countries need legalization instead
Side by side
| Notarization | Apostille | |
|---|---|---|
| What it proves | The person who signed is who they say they are, and signed willingly | The signature and seal on the document, often a notary's or a registrar's, are genuine |
| Who does it | A notary public commissioned by the state | A government office: the Secretary of the Commonwealth for Massachusetts documents, the U.S. Department of State for federal ones |
| Where it's used | Mostly in the U.S.: banks, courts, registries, schools | Abroad, in the 120+ countries that belong to the Hague Apostille Convention |
| What it looks like | The notary's signature, seal and a notarial certificate on the document | A one-page certificate attached to the document |
| Typical time | Done at your appointment | 1–2 business days for a Massachusetts apostille; about 10 business days for federal documents through our DC Satellite Office |
Apostilles are recognized by every member of the 1961 Hague Apostille Convention. See Apostille Countries for the full list.
Which one does your document need?
Notarization only
A document signed by you and used in the U.S.: an affidavit for a Massachusetts court, a power of attorney for a Boston bank, a vehicle title. No apostille needed.
Apostille only
A public record going abroad: a certified birth, marriage or death certificate, a court record, an FBI background check. These are already signed by an official, so no notary is needed.
Notarization, then apostille
A document you sign that's going abroad: a power of attorney for property in Portugal, a travel consent letter, a diploma copy for a school that accepts one, corporate resolutions. Notarized first, then apostilled.
Authentication and legalization
Any of the above going to a country outside the Hague Convention, like the UAE, Qatar or Egypt. See Embassy Legalization.
Why the order matters
- 1
Sign in front of the notary
With valid photo ID. The notary completes the notarial certificate.
- 2
The state verifies the notary
The Secretary of State where the notary is commissioned issues the apostille, confirming the notary's commission and signature.
- 3
The document is ready to use abroad
No further steps for Hague countries. Some countries also want a certified translation.
Because the apostille verifies the notary, the document has to be notarized in the same state that issues the apostille. A document notarized in New York gets a New York apostille, even if you live in Boston. See Nationwide Apostille.
Examples by document
| Document | Going abroad needs | Why |
|---|---|---|
| Massachusetts birth or marriage certificate | Apostille only | Already signed by a public official. Use a certified copy. |
| FBI background check | Federal apostille only | Signed by an FBI official. Goes to the U.S. Department of State, never a notary. |
| Power of attorney | Notarization, then apostille | Signed by you, so a notary verifies your signature first. |
| Affidavit or sworn statement | Notarization, then apostille | A notary administers the oath and completes a jurat. |
| Travel consent letter for a minor | Notarization, then apostille | Signed by the parent or parents. |
| Diploma | Usually notarization by the school, then apostille | Depends on the school. See Diplomas & Transcripts. |
| Corporate resolution | Notarization, then apostille | Signed by a company officer, usually with a secretary's certificate. |
| Certificate of good standing | Apostille only | Issued by the state where the company was formed. |
Common mix-ups
- Asking a notary for an "apostille stamp." Notaries can't issue apostilles. The government does.
- Notarizing a birth certificate. Vital records need a certified copy from the issuing office, not a notary.
- Notarizing an FBI check. It goes straight to the U.S. Department of State. A notary stamp can cause a rejection.
- Getting an apostille for use in the U.S. Apostilles are only for other countries.
- Confusing a notary public with a notario. In much of Latin America and Europe, a notario is a lawyer. A U.S. notary public is not, and can't give legal advice.
- Signing before the appointment. The notary must see you sign or acknowledge your signature.
How we handle both
We're Massachusetts notaries and an apostille service, so you don't have to coordinate two providers. We come to you anywhere in Greater Boston to notarize, file the apostille in person in Boston, add a certified translation if your country needs one, and ship the finished document worldwide with tracking. For documents from other states or the federal government, we handle the apostille by mail. See What Is an Apostille? for more.
Official sources
- Massachusetts Secretary of the Commonwealth: apostille and certification information
- U.S. Department of State: Office of Authentications
- Hague Conference: list of Apostille Convention countries
We link to official sources so you can check the current rules yourself. Requirements change, and the receiving office always has the final word.
How academic records get notarized for an apostille
Massachusetts will apostille an academic record notarized with any of its four notarial acts: acknowledgment, jurat (affidavit), signature witnessing or copy certification. Which one you need is usually set by whoever receives your documents, so we confirm their requirements before we start.
School official acknowledgment
A school official signs your diploma, transcript or verification letter before the notary, and the notarial certificate names the official, their title and the school. Ministries of education and universities abroad often require this.
School official affidavit
The registrar signs a separate sworn statement confirming your graduation and that the attached records match the school's files, and the notary notarizes it. Spain's Ministry of Education, for example, accepts only this or an acknowledgment. See our Spain guide.
Certified copy, only if your recipient accepts it
As the owner of your diploma, you present the original and we notarize a certified copy, then get the apostille in 1–2 business days. Many recipients won't accept a copy certification, so please confirm with yours first.
Prepared right the first time
We coordinate with the registrar, prepare the notarial certificate with the details your recipient requires, and file with the Massachusetts Secretary of the Commonwealth. For the school-certified routes, you don't need to come to Boston.
Frequently asked questions
Can a notary give me an apostille?
No. A notary public can notarize your signature, but only a government office can issue an apostille. In Massachusetts, that's the Secretary of the Commonwealth. We're notaries and also handle the apostille for you, but the apostille itself always comes from the government.
Is an apostille a type of notarization?
No. They're separate steps. A notarization confirms who signed a document. An apostille confirms that an official's signature or seal on a document, often a notary's, is genuine, so another country will accept it.
Do I need both?
Only if your document is signed by you or another private person and is going abroad, like a power of attorney, affidavit or consent letter. It's notarized first, then apostilled. Public records like birth certificates skip the notary and go straight to the apostille.
Does an apostille replace notarization?
No. If the document needs a notary, the apostille can only be added after it's notarized. The apostille verifies the notary.
Can I get an apostille for a document I'll use in the U.S.?
There's no need. Apostilles are only for documents going to other countries. For use in the U.S., a notarization or certified copy is what's usually asked for.
I'm going to a country that doesn't accept apostilles. What then?
You need authentication and embassy legalization instead. See Document Authentication and Embassy Legalization.
Not sure what your document needs?
Tell us the document and where it's going, and we'll map out the exact route.