Contact Us

(978) 424-4629

Apostille Birth Certificate
International Documents · Hague Convention · Massachusetts

Apostille vs Notarization:
What Is the Difference?

A notarization makes your document legally recognized in the United States. An apostille adds a second layer of authentication that makes your already-notarized document legally recognized in other countries. Notarization is the first step. Apostille is the second — and you need both, in that order.

HW
Hanson Webb
MA Commissioned Notary · Since 2007
Updated May 2026 7 min read

The Core Difference — In Plain English

These are the two terms in plain language, side by side. Most confusion about apostille comes from not knowing what each one does — and what it does not do.

Apostille vs Notarization: What is the Difference?
Step 1
Notarization

A Massachusetts-commissioned notary verifies your identity, witnesses your signature and applies their seal and certificate to the document. The notary confirms who you are and that you signed voluntarily.

✓ Recognized in the United States
+
Step 2
Apostille

The Massachusetts Secretary of the Commonwealth certifies that the notary’s seal and commission are legitimate. This authentication certificate — the apostille — is recognized by 125+ countries under the Hague Convention of 1961.

✓ Recognized in 125+ countries
The apostille does not replace the notarization. It authenticates it. Without the notarization underneath, there is nothing for the apostille to certify. Without the apostille on top, the notarization only works domestically. Both are required for international use — in that specific order.

How the Process Works — Five Steps

This is the complete sequence from document to internationally recognized result. Every step must happen in order.

1
You
Prepare the document

Power of attorney, affidavit, corporate resolution, certified copy of a diploma, single status affidavit or other document. Complete all fields. Leave the signature line blank — you sign in the notary’s presence.

2
Tewksbury Notary
Notarization — in-office or mobile

You sign the document in the notary’s presence. Identity verified against government-issued photo ID. Certificate completed with the correct notarial language for the act type. Stamp applied. Act recorded in the journal. Takes 15 to 20 minutes.

3
Tewksbury Notary
Submit to the Massachusetts Secretary of the Commonwealth

We courier the notarized document to the Secretary of the Commonwealth’s office in Boston. You do not need to make the trip. We handle submission for standard processing (5–10 business days), expedited (2–3 days) or same-day walk-in.

4
Secretary of the Commonwealth
Apostille certificate attached

The state authenticates the notary’s credentials and attaches the Hague Apostille Certificate (Form Apostille) to the document. The certificate has 10 standard fields in English and French as required by the Hague Convention. The $6 state fee applies per document.

5
You
Document ready for international use

The apostilled document is recognized in all 125+ Hague Convention signatory countries. For non-Hague countries, additional consular legalization at the destination embassy is required after this step.

Which Do You Need? — Three Scenarios

Use this to quickly identify what your document needs before you book anything.

Notarization Only
Document stays in the United States
  • Real estate deeds and mortgages — Massachusetts Registry
  • Durable power of attorney for a US bank or institution
  • I-9 employment verification
  • CORI authorization forms
  • US court affidavits and filings
  • US business contracts and corporate resolutions
  • Healthcare proxy and advance directive
  • Domestic estate planning documents
Notarization + Apostille
Document goes to a Hague country
  • Power of attorney for overseas property or family affairs
  • Single status affidavit for international marriage (Italy, Spain, France, Portugal, Greece, Brazil)
  • Diploma or transcript copy for a foreign university
  • Corporate resolution for international business filings
  • International adoption documents
  • Foreign court or government agency filings
  • Visa application support documents at select consulates
Notarization + Consular Legalization
Document goes to a non-Hague country
  • Lebanon, Egypt, Morocco, Algeria, Tunisia
  • Saudi Arabia, UAE, Kuwait, Qatar, Bahrain
  • China, Vietnam, Cambodia, Thailand, Indonesia
  • Canada (does not use Hague apostille)
  • Iraq, Jordan, Libya, Yemen
  • Each non-Hague country has specific embassy requirements — confirm before starting
Not sure which your destination requires? Call us at 978-424-4629 with the country name and document type. We confirm which process applies and give you a written quote before anything starts. Getting this wrong wastes weeks — the right answer takes one phone call.

Common Documents — What Each Needs

Document Notarization Apostille or Authentication Notes
Power of Attorney (international) Required Apostille Notarize first at Tewksbury Notary, then apostille at MA Secretary of Commonwealth
Single Status Affidavit (foreign marriage) Required Apostille Common for Italy, Spain, France, Portugal, Brazil
Diploma or transcript copy Required Apostille Notary certifies the copy; Secretary of Commonwealth apostilles the notarization
Birth certificate — MA state-issued Skips notarization Apostille Certified copy from MA Registry of Vital Records goes directly to apostille
Death certificate — MA state-issued Skips notarization Apostille Same as birth certificate — certified copy goes directly to apostille
Marriage certificate — MA state-issued Skips notarization Apostille Must be a certified copy from the city or town clerk — not a photocopy
FBI background check Skips notarization Federal apostille Uses U.S. Department of State (federal) apostille — not Massachusetts Secretary of Commonwealth
Corporate resolution (international filing) Required Apostille Officer’s signature must be notarized before apostille submission
International adoption documents Required Apostille May require additional authentication depending on the receiving country’s Hague adoption framework
Power of attorney for Lebanon or Egypt Required Consular legalization Non-Hague countries — notarize, then authenticate through the embassy

Hague vs Non-Hague Countries — What It Means for Merrimack Valley Families

The Hague Apostille Convention of 1961 created a streamlined authentication process between signatory countries. Over 125 countries participate. Countries outside the convention require a longer authentication chain. For Merrimack Valley families with ties abroad, this distinction matters practically.

Hague countries — apostille applies

Your notarized Massachusetts document plus an apostille from the Secretary of the Commonwealth is recognized without further authentication.

Portugal Greece Brazil France Italy Spain Mexico India Colombia Dominican Republic Israel Ukraine Armenia Philippines Haiti + 110 more

MV Frequently needed by Merrimack Valley communities

Non-Hague countries — consular legalization required

After notarization, the document must be authenticated by the Massachusetts Secretary of the Commonwealth and then legalized by the destination country’s embassy or consulate in the US.

Lebanon Egypt Morocco Algeria Saudi Arabia UAE Kuwait Qatar Vietnam Cambodia China Canada Iraq Jordan Thailand Indonesia

Each country has different embassy requirements. Call us before starting — we know which process each country requires.

Arabic and French staff fluent at Tewksbury Notary. For Arabic-speaking families sending documents to Lebanon, Egypt, Morocco or Algeria — and for French-speaking families sending to France, Quebec, West Africa or Francophone countries — the entire appointment is available in Arabic or French. No interpreter needed. This matters when document details need to be fully understood before signing.

Timing and Cost

The notarization itself takes 15 to 20 minutes. The apostille step at the Secretary of the Commonwealth varies significantly depending on the processing method you choose.

Same-Day Walk-In (Boston)
1–2 hours

We coordinate a walk-in appointment at the Secretary of the Commonwealth’s office in Boston. You come to us for the notarization first, then we courier to Boston. Best for urgent departures or time-sensitive filings.

Standard Mail Processing
5–10 business days

Most common option. We notarize, submit by certified mail, receive the returned apostilled document and deliver or ship to you.

Expedited Mail
2–3 business days

Available for an additional fee through the Secretary of the Commonwealth’s expedited service. Best for non-urgent but time-sensitive international filings.

FBI Federal Apostille
4–8 weeks

FBI background checks use a federal apostille through the U.S. Department of State — not the Massachusetts Secretary of the Commonwealth. Processing takes significantly longer. Hand-delivery services to the State Department can speed this up.

Cost Breakdown — Tewksbury Notary Full-Service Apostille
Notarization (in-office per act)$45
Massachusetts Secretary of the Commonwealth fee$6 per document
Our processing and courier serviceIncluded in package
Full-service package (notarize + apostille + courier)$95–$175 per document
Written quote provided before we startAlways
Non-Hague consular legalizationQuoted individually

Common Apostille Mistakes — and How to Avoid Them

These are the mistakes that add weeks to the apostille process. Each one is preventable with a single phone call before you start.

Bringing a photocopy of a vital record instead of a certified copy

The Secretary of the Commonwealth can only apostille documents with an original state seal. A photocopy of your Massachusetts birth certificate — even a good one — has no state seal. Only an original certified copy from the Massachusetts Registry of Vital Records and Statistics qualifies. The same applies to marriage and death certificates.

Fix: Order a certified copy from the Massachusetts Registry before your apostille appointment.
Getting the document notarized in the wrong state

The Massachusetts Secretary of the Commonwealth only apostilles Massachusetts notarizations. If your document was notarized by a notary commissioned in another state — even a Massachusetts resident who also holds a commission elsewhere — the apostille must come from that other state, not Massachusetts. State apostille follows notary commission, not the notary’s home address.

Fix: Ensure the notary who signs your document holds a current Massachusetts commission.
Apostilling a document for a non-Hague country

An apostille is only recognized by countries that signed the Hague Apostille Convention. Sending an apostilled document to Canada, China, Lebanon, Egypt or the UAE does not satisfy those countries’ authentication requirements — they use consular legalization instead. The apostille is not wrong, it is just not recognized. You still need to go through the embassy legalization process.

Fix: Confirm whether the destination country is Hague or non-Hague before starting any authentication process.
Signing the document before the notary appointment

The notary must witness the signature in real time. A document signed before the appointment cannot be notarized — it must be reprinted with blank signature lines and signed again in the notary’s presence. This is the most common reason for a delayed apostille process: the document is brought in pre-signed, reprinting takes time, and the original appointment is wasted.

Fix: Complete all document fields but leave every signature line blank until you arrive at the notary appointment.

“The most common call we get about a failed apostille is from someone who got the notarization done by a notary in New Hampshire or a neighboring state and then submitted to the Massachusetts Secretary of the Commonwealth. Massachusetts apostilles Massachusetts notarizations. One call before you start prevents that.”

Frequently Asked Questions

What is the difference between notarization and apostille?
Notarization is a Massachusetts commissioned notary verifying your identity and witnessing your signature — the document is recognized within the United States. An apostille is a separate authentication certificate issued by the Massachusetts Secretary of the Commonwealth that certifies the notary’s credentials — making the notarized document recognized in 125+ Hague Convention countries. Notarization is Step 1. Apostille is Step 2, added on top of the notarization for international use.
Can I notarize and apostille the same document on the same day?
Yes, for Massachusetts Secretary of the Commonwealth processing. Same-day walk-in apostille takes 1 to 2 hours at the Boston office. We coordinate timing — you come to us for the notarization, then we courier to Boston for same-day apostille. Call 978-424-4629 for same-day coordination.
What if my destination country is not part of the Hague Convention?
Non-Hague countries — including Canada, China, Saudi Arabia, UAE, Lebanon, Egypt, Vietnam and others — require consular legalization rather than an apostille. After notarization, the document goes through Massachusetts state authentication and then to the destination country’s embassy or consulate for legalization. Each country has specific requirements. Call us with the country name and document type for a specific process and quote.
Do vital records like birth certificates need notarization before apostille?
No. Massachusetts state-issued vital records — birth, death and marriage certificates from the Registry of Vital Records and Statistics — carry an official state seal and go directly to the Secretary of the Commonwealth for apostille. Only certified copies from the state registry qualify; a photocopy of a certified copy needs notarization before apostille. FBI background checks use a federal apostille through the U.S. Department of State, not the Massachusetts Secretary of the Commonwealth.
What is the most common apostille mistake Massachusetts residents make?
Bringing a photocopy of a vital record instead of a certified copy is the most common. The Secretary of the Commonwealth can only apostille documents with an original state seal — a photocopy has none. The second most common mistake is having the document notarized in another state and then trying to get a Massachusetts apostille. Massachusetts apostilles Massachusetts notarizations only. Getting either wrong adds weeks to the process.
How long does apostille processing take in Massachusetts?
Same-day walk-in at the Boston office: 1 to 2 hours. Standard mail processing: 5 to 10 business days. Expedited mail: 2 to 3 business days. FBI background check federal apostille through the U.S. Department of State: 4 to 8 weeks by mail. Tewksbury Notary handles courier service to and from Boston — you do not need to make the trip yourself.
Can I use a RON-notarized document for apostille?
Massachusetts accepts RON for apostille processing domestically. However, some destination countries require in-person notarization for documents that will be apostilled for foreign use — the receiving foreign authority, not Massachusetts law, determines this. Confirm with the embassy or consulate of the destination country before choosing RON for any document you plan to apostille for foreign use.
How much does apostille service cost?
The Massachusetts Secretary of the Commonwealth charges $6 per document. Our full-service apostille package — notarization at $45 per act, plus our processing fee and courier service — runs $95 to $175 per document depending on document type and processing speed. We provide a written quote before starting. Non-Hague consular legalization carries additional fees quoted individually based on the specific country and embassy requirements.
Want the full legal deep-dive?
Our comprehensive apostille guide covers Massachusetts law, the Hague Convention structure, country-specific requirements and the full authentication chain.
Read: Notarization vs Apostille in Massachusetts — Full Guide
HW
About the Author
Hanson Webb
Massachusetts Commissioned Notary Public · Owner, Tewksbury Notary

Hanson Webb has processed apostille and consular legalization packages for Merrimack Valley families since 2007. Arabic and French staff fluent — the entire appointment is available in Arabic or French when needed. NNA Certified Signing Agent, background screened, bonded and insured. We handle courier service to the Massachusetts Secretary of the Commonwealth so you never need to make the trip to Boston.

MA Commissioned 2007 Apostille Courier Service Arabic · French Fluent 4.9 ★ from 187 reviews
Notarization and Apostille — Handled Together

One visit. We handle the notary step and the Boston courier.

Written quote before we start. Same-day apostille coordination available. Arabic and French fluent for international communities. By appointment only.

1215 Main St, Unit 115 · Tewksbury MA 01876 · By appointment only · Mon–Fri 10 AM–5 PM · Sat/Sun mobile with surcharges