Notary vs Apostille: What's the Difference?
Updated June 2026 · By Asal Multi Services · Columbus, OH
Quick Answer
- ✓ Notarization verifies a signature for domestic use — it confirms who signed.
- ✓ An apostille is a state-issued certificate that authenticates a document for international use under the Hague Convention.
- ✓ You usually notarize first, then obtain the apostille (sometimes after a county/state certification step).
- ✓ For non-Hague countries you need a longer legalization chain instead of an apostille.
If you are sending a document overseas — to a foreign embassy, a university abroad, or a relative's government office — you may be told it needs to be both “notarized” and “apostilled.” These are two separate steps that do two different jobs, and getting them in the right order saves real time. Here is exactly how they differ and when you need each.
The short version
Notarization is a domestic act that proves a signature is genuine. An apostille is an international certificate that makes that proof recognizable in another country. Notarization happens at the notary; the apostille is issued by the state. One is about the signature; the other is about getting a foreign government to trust it.
What each one does
Notarization is the work of a notary public: the notary confirms the identity of the signer, witnesses the signature, and adds a seal and certificate. It is meant for use within the United States, and it proves who signed — not that the document's contents are true.
An apostille is different. It is a standardized certificate issued by a designated state authority — in Ohio, the Secretary of State — under the 1961 Hague Apostille Convention. It authenticates the origin of a public document, including the notary's commission or a registrar's signature, so a country that is part of the Convention will accept the document without further legalization. The apostille vouches for the official who signed or sealed the document, not the contents.
A quick side-by-side
| Notarization | Apostille | |
|---|---|---|
| Issued by | A notary public | A state authority (Ohio Secretary of State) |
| Purpose | Verify a signature | Authenticate the document for another country |
| Where it's used | Domestic (within the U.S.) | International (Hague countries) |
| Order | First | After notarization / certification |
When you need each
If your document stays in the United States, notarization is usually all you need. If your document is going to a foreign government, school, or employer — a birth or marriage certificate, a power of attorney, a diploma, an affidavit — you will likely need an apostille on top of the notarization. Crucially, the destination country decides what it will accept, not you. Confirm the exact requirement with whoever is requesting the document before you start, so you do not pay for steps you do not need.
The order of operations
The usual sequence for an Ohio document going abroad is:
- Notarize the document, or obtain a certified copy of a vital record (birth, marriage, death) from the issuing authority.
- If required, send it for county or state certification of the official's signature.
- Request the apostille from the Ohio Secretary of State.
If the destination country is not part of the Hague Convention, an apostille will not work. Instead the document goes through a longer legalization chain that can include the U.S. Department of State and the destination country's embassy or consulate. You can review Ohio's process and requirements at the Ohio Secretary of State's apostilles page.
Sending a document abroad?
Asal Multi Services notarizes your document and coordinates Ohio Secretary of State apostille processing for Columbus-area clients — plus authentication chains for non-Hague countries. One office, both steps. We speak Somali, Arabic, and English.
Related guides
- → What Is a Notary Public? (And What Can They Do?)
- → How to Get a Document Notarized (Step by Step)
- → What Is an Apostille? A Plain-English Guide
- → Notary Public Services (Columbus, OH)
- → Browse all Asal guides & resources
Frequently Asked Questions
Is an apostille the same as a notarization?
No. They are two different things. Notarization is a domestic act — a notary public verifies the signer’s identity and witnesses the signature for use inside the United States. An apostille is a certificate issued by a state authority (in Ohio, the Secretary of State) that authenticates a public document — including the notary’s commission — so it will be accepted by another country under the Hague Apostille Convention.
Do I notarize before or after getting the apostille?
Notarize first. The apostille authenticates the underlying signature and seal — often the notary’s — so the notarization (or a certified copy of a vital record) has to already be in place before the state can issue the apostille. Sometimes a county or state certification step sits in between.
When do I need an apostille and not just a notarization?
If your document stays in the United States, a notarization is usually enough. If a foreign government, court, university, or employer is asking for an authenticated U.S. document — a birth certificate, marriage certificate, power of attorney, diploma, or affidavit — you will likely need an apostille on top of notarization. The destination country decides what it requires.
What if the country is not part of the Hague Convention?
Then an apostille does not apply. The document must go through a longer "legalization" chain instead, which can include certification by the U.S. Department of State and then authentication by the destination country’s embassy or consulate. It takes more time and steps than a single apostille, so start early.
How long does an apostille take in Ohio?
Ohio Secretary of State apostille processing is typically a few business days, but the full timeline depends on mailing, any county or state certification steps, and whether the document was already notarized. Full international legalization for non-Hague countries takes considerably longer. Always verify current timelines with the Ohio Secretary of State before relying on a deadline.
Can one document need both a notary and an apostille?
Yes, and that is common for documents headed abroad. For example, a power of attorney is first signed and notarized, then submitted for an apostille that authenticates the notary’s seal so the foreign authority will honor it. The notarization handles the signature; the apostille makes that notarization recognizable internationally.
Asal Multi Services is a non-attorney document service. A notary public verifies identity and witnesses signatures and cannot give legal advice. This guide is general information; verify current rules with the Ohio Secretary of State.