One of the most common sources of confusion in the apostille process is the difference between a certified copy and a notarized document.
Many apostille requests are delayed or rejected simply because the wrong document type was submitted. Understanding this distinction upfront can save you time, money, and frustration.
What Is a Certified Copy?
A certified copy is an official copy issued by a government authority that certifies the document is a true and complete copy of the original record on file.
Certified copies typically apply to vital records, such as:
Birth certificates
Marriage certificates
Death certificates
Divorce decrees (court-issued copies)
These documents are issued by:
County Recorder or Clerk offices
State or county Vital Records offices
Courts (for divorce judgments)
The certification is already built into the document, which is why certified copies are usually apostilled without notarization.
What Is a Notarized Document?
A notarized document is a document that has been signed in front of a notary public, who verifies the signer’s identity and completes a notarial certificate.
Notarized documents often include:
Powers of attorney
Affidavits
Declarations
Authorization or consent letters
Business documents
Personal statements
For apostille purposes, it is the notarial act itself that is authenticated — not the content of the document.
If the notarization is incorrect or incomplete, the document cannot be apostilled.
Why This Difference Matters for Apostille
Apostille authorities authenticate either:
The official signature and seal on a certified copy, or
The notary public’s signature and commission on a notarized document
Problems arise when:
A vital record is photocopied and notarized instead of obtaining a certified copy
A document that should be notarized is submitted without notarization
An informational copy is mistaken for a certified copy
Each document type follows a different apostille path, and mixing them up often leads to rejection.
Common Mistakes That Cause Delays
Notarizing a birth certificate instead of ordering a certified copy
Submitting an informational copy of a vital record
Using an expired or incorrect notarization
Assuming notarization can replace certification
Requesting an apostille from the wrong authority
These mistakes are easy to make — especially when documents come from different sources.
Which One Do You Need?
As a general guideline:
Vital records → Certified copies
Personal, legal, or business statements → Notarized documents
However, some situations are less obvious. Court documents, older records, or foreign requirements may need closer review.
When to Double-Check Before Submitting
You should verify your document type if:
Your request was previously rejected
Your destination country has strict requirements
You are unsure whether your document must be certified or notarized
You are working under time pressure
Confirming the correct document type before submitting can prevent weeks of delay.
Where to Go Next
Start here:
https://apostillehelp.blogspot.com/p/start-here-apostille-help.html
View the California Vital Records Directory:
https://apostillehelp.blogspot.com/2026/01/california-vital-records-directory_9.html
Full Service Apostille:
https://CaliforniaApostille.US
Certified Notarized Translation:
https://thespanishgroup.org/?affiliate_code=sergiomusetti
How the California Vital Records Directory Is Maintained:
https://apostillehelp.blogspot.com/p/how-california-vital-records-directory.html
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Aviso legal y divulgación (ES): La información proporcionada en este sitio es solo para fines educativos e informativos y no constituye asesoría legal. Apostille Help no es una agencia gubernamental ni un bufete de abogados. Algunos enlaces pueden ser enlaces de afiliado; si realizas una compra a través de ellos, podemos recibir una comisión sin costo adicional para ti. Esto no afecta nuestro contenido ni nuestras recomendaciones.