These terms get mixed up constantly, including by the people requesting the documents. Someone abroad asks for a “notarized and authenticated” certificate when what they need is an apostille, or asks for an apostille for a country that does not accept them. The words are not interchangeable and each has a specific meaning.
The short version: notarization verifies a signature, an apostille certifies a document for a Hague Convention country, and authentication and legalization is the longer chain for everywhere else. They are sequential rather than alternative. A private document may need all three.
If someone has told you what they need and you are not sure which of these it maps to, send us what they wrote through the free document review. Interpreting a foreign authority’s wording is a large part of what we do.
At a glance
The three compared
| Notarization | Apostille | Authentication / Legalization | |
|---|---|---|---|
| What it proves | A specific person signed | The document or notary is genuine | Same, accepted by a non-Hague country |
| Who performs it | A commissioned notary | Secretary of State or U.S. Dept. of State | State, federal, then the embassy |
| Used for | Private documents you sign | Any document going to a Hague member | Any document going to a non-member |
| Stages | One | One | Three to four |
| Typical time | Same day | 4 to 10 business days | 2 to 6 weeks |
| Needed first? | Often a prerequisite | After notarization if private | After state and federal stages |
How they fit together
A birth certificate going to Spain needs only an apostille. It is already a government record, so no notarization, and Spain is a Convention member, so no legalization.
A power of attorney going to Spain needs notarization first, because you signed it, and then an apostille. Two steps.
A power of attorney going to the UAE needs notarization, then Secretary of State certification, then U.S. Department of State authentication, then UAE embassy legalization. Four steps, because the UAE is not a Convention member.
An FBI background check going to South Korea needs a federal apostille only. It is a federal record, so no notarization, and South Korea is a member.
Translating what you have been asked for
- “Get it notarized” — usually correct only if you signed the document yourself.
- “Get it apostilled” — correct if the destination is a Convention member. Check first.
- “Get it authenticated” — often means legalization, and often means the destination is not a member.
- “Get it legalized” or “consularized” — the full chain ending at the embassy.
- “Certified copy” — a copy issued by the record office, which is not the same as any of the above.
- “Sworn translation” — a translation with legal standing, separate from certification of the original.
When the wording is ambiguous, the destination country is the reliable signal, not the phrasing. Tell us the country and the receiving body and we will work out what is actually needed.
Apostille vs Authentication vs Notarization: common questions
Is an apostille the same as a notarization?
No. A notary verifies that a specific person signed a document. An apostille certifies that the document, or the notary who signed it, is genuine, so a foreign government will accept it. A private document often needs both, in that order.
Do I need an apostille or an authentication?
It depends entirely on the destination country. Hague Convention members take an apostille. Everywhere else needs authentication followed by embassy legalization. Our booking flow checks this automatically.
Can a notary issue an apostille?
No. Only a designated competent authority can, which in the United States means a Secretary of State for state documents or the U.S. Department of State for federal ones. A notary is often a prerequisite, never a substitute.
I was told I need a "certified copy". Is that an apostille?
No. A certified copy is an official copy issued by the office that holds the record, such as a vital records office. It is frequently what you need before an apostille can be issued, not instead of one.
The person requesting it used all three words. What do I do?
Ignore the wording and look at the destination country, which determines the process. If you are still unsure, send us what they wrote through the free review and we will tell you what they actually need.
Official sources
Requirements, fees and processing times are set by the authorities below and can change without notice. Verify anything time-critical directly with them.
HCCH (Hague Conference on Private International Law) · U.S. Dept. of State authentications
Ready to get started?
Still unsure which one you need? Send the request you were given through the free review and we will decode it.
Related: What you need for an apostille · Non-Hague countries · Embassy legalization · Free document review