Notarized vs. Apostilled: What the Difference Actually Is, and When You Need Both
People use these two words as if they were interchangeable. They are not, and the confusion costs people weeks. Here is the plain version.
What a Notarization Is
A notary public is a state-commissioned officer. When they notarize your document they are certifying three things: that you appeared before them, that they verified who you are, and that you signed willingly. They are not certifying that anything in the document is true, and they are not making the document valid in another country. A notarization is the first step, not the finished product.
What an Apostille Is
An apostille is a certificate issued by a state government — in Florida, the Department of State — that authenticates the official who signed or certified your document. If a Florida notary notarized your affidavit, the Florida apostille confirms that this notary really is commissioned by Florida and their signature is genuine.
That is what makes the document usable overseas. Under the Hague Convention, all 124 member countries agree to accept each other apostilles without any further legalization.
Why You Usually Need Both
| Step | Who does it | What it proves |
|---|---|---|
| 1. Notarization | A commissioned notary public | You are who you say you are, and you signed this |
| 2. Apostille | The state government | That notary is genuinely commissioned by the state |
The foreign authority receiving your document has no way to verify a Florida notary stamp. The apostille is what closes that gap. A notarized document with no apostille will usually be rejected abroad.
A notary cannot issue an apostille
This is the single most common misunderstanding. No notary public, anywhere, can issue an apostille — only the state can. So when an online notary service notarizes your document and sends it back to you, you are only halfway there. You still have to get that document to the state government that commissioned the notary.
Most online notarization platforms stop at step one. That is not a criticism — it is simply what they do. But if your document is going overseas, you then have to find a second company, in the right state, who can physically submit it.
Which Documents Need a Notarization First?
Documents that you create and sign generally need a notary before they can be apostilled:
- Affidavits and sworn statements
- Powers of attorney
- Corporate resolutions and company declarations
- Parental consent and travel authorization letters
- Single status declarations
Which Documents Do Not?
Documents issued by a government office already carry an official certification, so there is nothing for a notary to add:
- Birth, marriage and death certificates
- Divorce decrees
- Court records and judgments
Trying to notarize one of these is a common and expensive error — it does not help, and in some cases it gets the whole submission rejected.
Do the Two Steps Have to Happen in the Same State?
Yes, and this catches people out. The apostille has to come from the state that commissioned the notary. If a Florida notary notarized your document, only Florida can apostille it. A notarization done in another state has to go to that state authority instead. This is why, if you know your document is going overseas, it is worth deciding at the very beginning which state you want to route it through.
How Long Does It Take?
The notarization takes minutes. The apostille is the part with a queue. In Florida, apostille requests are completed the next business day after being submitted in person in Tallahassee — and then the finished document has to physically travel to you.
Need both steps done in one go?
Online Florida Apostille handles the notarization and the Florida apostille as a single transaction. We notarize you online, our own Tallahassee ground team walks the document into the Florida Department of State, and we ship the finished apostille back to you.
See how Florida RON Apostille works — $299 flat, delivered in 3 business days
Call (954) 999-4933 — Monday to Saturday, 7 AM to 5 PM Eastern
Frequently Asked Questions
Can a notary do an apostille?
No. Only a state government can issue an apostille. A notary public performs the notarization; the state authenticates the notary. They are two different authorities and two separate steps.
What does notarized with apostille mean?
It means the document has been through both steps: a notary verified your identity and witnessed your signature, and then the state issued an apostille certificate confirming that notary authority. That combination is what makes the document usable in another country.
Do I need an apostille if my document is already notarized?
If the document is being used inside the United States, usually no. If it is going to another country, almost always yes — the receiving authority abroad cannot verify a U.S. notary stamp on its own.
Which comes first, the notary or the apostille?
The notarization always comes first. The apostille authenticates the notary, so the notary signature has to exist before the state can certify it.
Can I get an apostille on a photocopy?
Generally no. You need either a properly notarized original or an official certified copy from the issuing authority.
How long is an apostille valid?
An apostille does not expire. However, the receiving country or institution often requires that the underlying document be recent — commonly within three to six months — so check their requirement before you start.