How to Get an Apostille in San Jose (2026 Guide)

An apostille is a certificate that authenticates a California-issued document so it’s recognized in another country — for marriage in the Philippines, adoption in Mexico, business filings in China, and dozens of other scenarios. The California Secretary of State (CA SoS) is the only office that issues California apostilles, and getting one from San Jose takes three steps: get the document notarized, get it certified by the SoS, and pay the fee.

The quick version

1. Get the document notarized (if it’s not already a certified government record). In San Jose, Mailbox Plus notarizes at the California statutory rate of $15 per signature.
2. Submit the notarized document to the California Secretary of State — either by mail to the Sacramento office or in person at the Los Angeles branch or periodic San Jose events.
3. Pay the apostille fee — currently $20 per document (plus $6 special handling for in-person requests).
4. Wait for return — 8 business days by mail is typical; same-day if in person.

Step 1 — Notarization

Most documents that need an apostille require a notary’s signature first. Examples: sworn affidavits, powers of attorney, school transcripts (if not issued as certified by the school), business documents, single-status declarations.

Documents that DON’T need notarization first — they come already authenticated:

• Birth, death, and marriage certificates issued by a California county recorder
• Divorce decrees and court orders with the court clerk’s certification
• Certified transcripts issued directly by a California university registrar

For notarization, bring:

• The document, unsigned (California law requires the signer to sign in front of the notary)
• One current, unexpired government-issued photo ID
• Any special instructions from the receiving country (some require an acknowledgment, others a jurat)

If you’re not sure which notarial act you need, the country’s embassy or the lawyer requesting the document usually specifies.

Step 2 — California Secretary of State

After notarization, the next step is the CA SoS. Options:

By mail (most common):

• Send notarized document + apostille request cover sheet + $20 per document fee (check or money order to “Secretary of State”) to the Sacramento office.
• Include a return envelope with tracking and postage if you want it back quickly.
• The current mailing address and cover sheet are on sos.ca.gov/notary/request-apostille.

In person in Los Angeles:

• Santa Ana and Los Angeles SoS branches process apostilles same-day. Add $6 special-handling fee.
• Useful when you need the apostille fast (travel in a few days, court deadline).

In-person events in San Jose:

• CA SoS periodically runs pop-up apostille events in Bay Area counties. These are first-come, first-served and usually announced a few weeks ahead on the SoS website and Santa Clara County Clerk-Recorder’s site.
• The last one we’re aware of was scheduled for May 12, 2026, in the South Bay. Check the CA SoS events page for the current schedule — these fill up quickly.

Step 3 — Pay and wait

Current fees:

• Apostille per document: $20
• Special handling (in-person only): $6 per submission
• Return postage: your responsibility if mailing

Turnaround by mail is currently running around 8 business days, plus transit. In person is same-day at an LA branch or same-day at a pop-up event.

How many documents do I need to apostille?

One apostille per document. If the receiving country wants both your notarized Power of Attorney and a copy of your passport, each needs its own apostille (and the passport copy needs its own notarized declaration first).

Common San Jose use cases

• Marriage or legal residency in the Philippines, Mexico, or India — usually requires an apostilled birth certificate, single-status affidavit, and/or power of attorney.
• Foreign adoption paperwork — multiple apostilled documents required, each notarized separately.
• International business filings — articles of incorporation, board resolutions, and good-standing certificates often need apostilling.
• Foreign employment contracts — diplomas and background checks may need apostilles.

Apostille vs authentication — do I need the right one?

If the destination country is a signatory to the Hague Apostille Convention (most countries — Philippines, Mexico, Japan, Germany, South Korea, and many others), an apostille is sufficient. If it’s not a signatory (Canada historically required authentication + consulate stamp, though Canada joined the convention in early 2024), you’ll need an authentication instead, which routes through the US Department of State. Check the Hague Convention member list before starting.

Ready to get started?

For the notarization step, walk in to Mailbox Plus any day Monday through Saturday — no appointment needed for a single apostille document. See our notary service page for hours, fees, and what to bring. After notarization, the CA SoS handles the apostille itself.

If you’re not sure whether your document needs notarization first, bring it in and we’ll help you figure out the right path.