Apostille vs. Notarization: What's the Difference?
These two words get mixed up all the time — and it's easy to see why. Here's a clear, friendly explanation of what each one does, when you need which, and how federal and state apostilles differ.
By The Notaryous LLC · Updated July 2026 · ~7 min read
If you've been told your document needs to be “apostilled” when you thought it just needed a notary — or the other way around — you're not alone. These terms sound official and interchangeable, but they do very different jobs. Let's clear up the confusion so you can move forward with confidence, and so you only pay for what you actually need.
What notarization does
Notarization is a domestic act. When you sign an important document in front of a notary, the notary verifies your identity, confirms you're signing willingly, and witnesses your signature. Then they apply their seal. That seal tells anyone who reads the document, “yes, this person is who they say they are, and they signed this in my presence.” It's about trust and identity, and it's designed for use here in the United States. A power of attorney, an affidavit, or a loan document typically needs notarization.
What an apostille does
An apostille is about crossing borders. When a document produced in one country needs to be recognized as genuine in another, an apostille provides that authentication under the Hague Convention — an international agreement among member countries. Rather than verifying your signature, an apostille certifies that the official signature or seal already on the document (a notary's, a state registrar's, or a federal official's) is authentic. In short: notarization is for use at home; an apostille is for use abroad.
Which one do you actually need?
The deciding question is simple: where is the document going? If it will be used within the U.S., notarization is usually what you need. If it's headed to another country — for a foreign marriage, dual citizenship, an overseas job, adopting a child, or doing business internationally — you'll likely need an apostille. Sometimes you need both, in sequence: a document gets notarized first, and then that notarization is apostilled so the destination country will accept it.
Not sure which one you need?
Tell us your document and where it's going, and we'll map out the exact steps. We handle both federal and state apostilles.
Federal apostilles vs. state apostilles
Here's where a second layer of confusion creeps in. Once you know you need an apostille, the next question is who issued the document, because that determines where it gets authenticated.
- Federal apostille. Documents issued by a federal agency go through the U.S. Department of State. The most common example is an FBI background check for use abroad — that needs a federal apostille. Our federal apostille is a flat $350 for the first document, with no tiers, typically 7 to 10 business days, and 2-day shipping included.
- State apostille. Documents issued by a state — or notarized documents — go through that state's authority. Birth certificates, marriage certificates, and notarized paperwork fall here. Our state apostilles for Oregon and Washington start at $250.
Sending an FBI report to the wrong office is one of the most common missteps we see, and it can cost weeks. Knowing federal from state up front saves real time.
How we make it easy
Sorting all of this out on your own can feel like a maze, and the stakes are high when a deadline abroad is involved. That's where we come in. Tell us what your document is and where it's headed, and we'll tell you exactly what it needs — notarization, a state apostille, a federal apostille, or a combination — and then we'll handle the legwork. Your documents will be handled with precision, warmth, and the kind of attention your most important paperwork deserves. We'll confirm your exact total when you book.
Frequently asked questions
What's the simplest way to tell them apart?
Notarization is for domestic use — a notary verifies your identity and witnesses your signature. An apostille authenticates a document for use in another country under the Hague Convention. If your document is going abroad, you likely need an apostille.
How do I know if I need a federal or state apostille?
It depends on who issued the document. Federal documents, like an FBI background check, need a federal apostille. State-issued or notarized documents, like a birth or marriage certificate, get a state apostille.
What does an apostille cost?
A federal apostille is a flat $350 for the first document, with no tiers, typically 7 to 10 business days plus 2-day shipping. State apostilles for Oregon and Washington start at $250. We'll confirm your exact total when you book.
Does my document need to be notarized before it can get an apostille?
Sometimes. Certain documents must be notarized first so the state can then apostille the notary's signature. Others, like official vital records, are apostilled as-is. Tell us your document and destination and we'll map out the steps.
Can you handle both federal and state apostilles?
Yes. We handle both federal apostilles and state apostilles for Oregon and Washington, and we can walk you through exactly which one your situation calls for.