If you are sending a document to another country — a power of attorney, a school transcript, a business agreement, a background check — you have probably been told it needs an "apostille." An apostille is not the same thing as a notarization, and knowing the difference saves time and repeat trips. Here is how the two steps work together for Arizona documents.
What Notarization Does
A notarization confirms who signed a document and that they signed it willingly. The notary verifies a current government-issued photo ID, watches the signing, and completes a certificate with their commission details. This step is handled by a commissioned Arizona notary public, and with a mobile notary service it happens wherever you are — your home, your office, a hospital room, or a coffee shop.
What an Apostille Does
An apostille is a certificate issued by a government office — in Arizona, the Secretary of State — that verifies the signature and seal on a document so another country will accept it under the Hague Apostille Convention. The Secretary of State does not judge whether your document is valid or whether you are who you say you are. It only confirms that the notary's commission, or another official's signature, is genuine.
When You Need Which
- Documents that stay in the United States generally need only a notarization. - Documents going to a country in the Hague Apostille Convention usually need a notarization first, then an apostille. - Documents going to countries outside the convention follow a longer authentication and legalization process through that country's embassy or consulate.
If you are not sure which category your destination country falls into, the Arizona Secretary of State's website lists the countries that accept apostilles.
How the Process Works in Arizona
1. Sign the document in front of an Arizona notary. Some records, such as certified copies of birth certificates, cannot be notarized — those are handled directly by the office that issued them. 2. Mail or deliver the notarized original to the Arizona Secretary of State and request the apostille. 3. The Secretary of State attaches the apostille certificate, and the completed document goes to the requesting country.
Common Questions
Does every document need to be notarized first?
No. Public records, such as certified copies of birth, marriage, or death certificates, are apostilled from the certified copy issued by the state office — they are not notarized. Private documents, like powers of attorney or affidavits, must be notarized before they can be apostilled.
Can a notary issue the apostille?
No. Only the Arizona Secretary of State can issue an apostille for an Arizona document. The notary completes the notarization that starts the process.
How long does it take?
Processing times change with volume and season, and in-person requests are typically faster than mail-in requests. Check the Secretary of State's current processing times before you plan around an international deadline.
We Handle the Notarization Step
PayneFree Mobile Notary comes to you anywhere in Phoenix, Scottsdale, Mesa, Chandler, Gilbert, and the surrounding Valley, and we make sure your document is properly notarized so it will be accepted for the apostille. If your document also needs witnesses or specific wording, we will flag it before signing so you do not have to start over.
Call (602) 921-4091 or [book online](/book) to schedule. You can also see [what a mobile notary costs in Phoenix](/blog/mobile-notary-cost-phoenix) or browse [all of our articles](/blog).