Getting an apostille sounds straightforward — until something goes wrong. And when it does, the consequences aren't just frustrating. They can set you back days, weeks, or cost you a consulate appointment you've been waiting months for.
These are the five mistakes we see most often, and exactly how to avoid them.
Mistake #1: Submitting the Wrong Type of Document
Not every version of a document qualifies for an apostille. This is the most common issue we encounter — and the one that causes the most avoidable delays.
A certified copy issued by the county clerk or state agency is what the California Secretary of State needs. A notarized photocopy, a hospital-issued birth certificate, a ceremonial marriage certificate, or a plain printout from an online portal will not work.
Before you submit anything, confirm that your document is a certified official copy from the issuing authority. If you're not sure, reach out before you start.
Mistake #2: Skipping the Notarization Step
Some documents need to be notarized by a California notary public before they can receive an apostille. This applies to personal affidavits, powers of attorney, and other documents that aren't issued directly by a government agency.
The California Secretary of State can only apostille a document that carries the signature or seal of a California public official. A notary's seal qualifies — but only if the notarization is done correctly and by a currently commissioned California notary.
Submitting a document that needed notarization without it means an automatic rejection. California Apostille by Miss LA handles both steps, so nothing gets submitted before it's ready.
Mistake #3: Going to the Wrong Authority
Not all apostilles go through the California Secretary of State. This trips people up more than you'd expect.
If your document was issued in another state, California cannot apostille it — that state's Secretary of State handles it. If your document is a federal document, such as an FBI background check, it goes through the U.S. Department of State, not any state office. Submitting to the wrong authority means your documents get returned and you lose time.
Knowing which authority handles your specific document before you submit is essential. [Link: Post 1 — What Is an Apostille?]
Mistake #4: Waiting Until the Last Minute
Apostille requests have real processing times. Even with a professional service, certain documents require steps that can't be rushed — notarization, official certified copy requests, or federal processing for FBI documents.
If you're working toward a visa appointment, a citizenship hearing, a property closing, or a marriage abroad, the timeline matters. People who reach out with two days to spare often don't have enough room to get everything done correctly.
Rush service is available for standard California apostilles. But the further out you plan, the more options you have. Don't let a deadline turn a straightforward process into a stressful one.
Mistake #5: Assuming One Apostille Covers All Your Documents
Each document requires its own apostille. If you need an apostille on a birth certificate, a marriage certificate, and a power of attorney, that's three separate apostille certificates — not one that covers all three.
This also means each document needs to meet the individual requirements for its type. A power of attorney needs notarization first. A birth certificate needs to be a certified county copy. Getting all of this right across multiple documents at once is where having a professional handle the process makes a real difference.
We review every document before anything is submitted so that what goes in is correct — not something we find out about after the fact. [Link: CA Apostille Services page]
Get It Right the First Time
The apostille process isn't complicated once you know the rules — but the rules do matter. One wrong step can send you back to the beginning at the worst possible time.
If you have documents that need an apostille in California, reach out before you submit anything. We'll confirm exactly what you have, what's needed, and how fast we can get it done.
Call or text (310) 910-8392 | Email info@misslamobilenotary.com | WhatsApp +1 310 910 8392
Serving Los Angeles County since 2016.