San Jose · Document Authentication
Two documents, two very different offices. Send yours to the wrong one and it comes back unauthenticated, days before your deadline. The fix is simple once you know the rule: who issued the document decides where it goes. Here is how to tell a federal case from a state one, and get it right the first time.
The short answer
A federal document — an FBI background check, a naturalization certificate — needs an FBI apostille from the U.S. Department of State. A California-issued document — a birth certificate, a notarized power of attorney — needs a state apostille from the California Secretary of State. The issuing office decides the route, not the country you are sending it to.
Federal route vs. state route
Every apostille question comes down to one fork in the road. Match your document to the right side and the rest is routine.
- FBI background check report
- Naturalization or citizenship certificate
- Federal court or agency papers
- About 12-14 business days, expedited
- Birth, marriage, death certificate
- Notarized power of attorney
- Diploma, transcript, business record
- Same day, handled in-house
The single most expensive mistake is routing a federal report to the state office. It is returned untouched and the clock restarts. That is why an FBI apostille is worth confirming before it ever leaves your hands.
A 30-second test for your document
Read the letterhead
An FBI seal, a Department of Homeland Security header, or a federal court name means the federal route. A California county or state seal means the state route.
Ask who signed it
A federal official or agency points federal. A county recorder, registrar, or California notary points state.
When in doubt, bring it in
We identify the correct authority from the document itself before anything is submitted — the step that prevents a wasted trip and a restarted timeline.
Where people lose the most time
The routing mistake is the big one, but a few others quietly cost days:
Starting the federal step late
The federal route runs about 12-14 business days. Beginning it only after the FBI report arrives adds avoidable weeks. We start both together on the first visit.
Skipping the translation
If the destination needs a certified translation, arranging it after authentication means a second round-trip. Bundling it keeps one timeline.
A name that does not match
The name on the document must match the ID and the application. A recent legal name change should be reflected before you submit.
FBI apostille vs. state apostille: quick answers
What is the difference between the two?
An FBI apostille authenticates a federal document through the U.S. Department of State. A state apostille authenticates a California document through the California Secretary of State.
How do I know which I need?
Look at who issued the document. A federal agency means the federal route; a California office means the state route. Unsure? Bring it in and we confirm it.
Can you handle both?
Yes. We prepare California documents same-day and manage the federal route for FBI reports, both under one roof in San Jose.
What if I send it to the wrong office?
It comes back unauthenticated and you start over — one of the most common and costly mistakes against a deadline.
Does my destination country change it?
No. The issuing authority decides the route. The country may add requirements like a translation, but a federal document still needs the federal route.
Not sure which route your document needs?
Bring it to our San Jose office. We identify it, authenticate it, and add translation if your country requires it — federal or state, all in one place.