A notarization documents a notarial act
A notary performs an act authorized by law, such as taking an acknowledgment, administering an oath, taking a verification, or witnessing a signature. The completed notarial certificate records what act occurred, when and where it occurred, and who appeared.
That does not make the notary the author of the document or a legal reviewer of its contents.
An apostille authenticates a public official’s signature
The Illinois Secretary of State provides an Apostille or Certificate of Authority to authenticate signatures of Illinois public officials on documents intended for use outside the United States. The commissioned notary does not issue the Illinois apostille.
An apostille may come after notarization, but the correct path depends on the document and the destination country.
The starting document matters
Some privately signed documents may first need a proper notarization. Public records can require a certified copy from the official custodian instead. Illinois guidance identifies certified-copy requirements for records such as Illinois birth certificates and marriage licenses.
A simple photocopy with a notary stamp is not a substitute for an officially certified vital record.
The process in three stages
Think of the process as a sequence rather than a single stamp.
- Start with the correct original or officially certified record
- Complete a notarization or other certification when the document requires it
- Submit the eligible Illinois document to the Illinois Secretary of State for the appropriate authentication
Apostille assistance is not legal or consular advice
A notary can help explain process steps and perform an eligible notarization, but the customer remains responsible for confirming the destination country’s requirements and obtaining legal, agency, or consular guidance when needed.
Barnes Notaries describes this service as apostille assistance because the Illinois Secretary of State is the issuing authority.
Official references