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Apostille USA

Getting an Apostille in the USA

United States Authentication Authorities

Q. Who are the U.S. "Competent Authorities" to issue the Apostille certificate?

A. There are three levels of U.S. competent authorities, one for Federal agencies, one for U.S. (federal) courts, and one for state documents, including documents executed before notaries.

1. Federal Executive and Administrative Agencies: Authentications Office, Department of State, 518 23rd St., N.W., Washington, D.C. 20520, (202) 647-5002 Fee: $5.00. For additional information, call the Federal Information Centre: 1-800-688-9889, and choose option 6 after you press 1 for touch tone phones. Walk-in service is available from the Authentications Office from 8 a.m. to 12 noon Monday-Friday, except holidays. Walk-in service is limited to 15 documents per person per day (documents can be multiple pages). Processing time for authentication requests sent by mail is 5 working days or less. See also, the State Department home page: http://www.state.gov. See also in general, 22 C.F.R. 131.

2. U.S. Courts: Clerks and Deputy Clerks of the Federal Court System. Fee: $5.00.

For the purposes of the Convention, clerks and deputy clerks of the U.S. Courts shall include the clerks and deputy clerks of the following: The Supreme Court of the United States, the Courts of Appeals for the First through the Eleventh Circuits and the District of Columbia Circuit, the United States District Courts, the United States Court of Claims, the United States Court of Customs and Patent Appeals, the United States Court of International Trade, the United States District Court for the District of the Canal Zone, the District Court of Guam, the District Court of the Virgin Islands, and the District Court for the Northern Mariana Islands.

New York


Upstate Counties
Miscellaneous Records
162 Washington Ave.
Albany, NY 12231
518-474-4770
http://www.dos.state.ny.us
Fee: $10.00
Designated Authority: Secretary of State; Executive Deputy Secretary of State; any Deputy Secretary of State; any Special Deputy Secretary of State

Down State Counties
New York authorities in Albany advise that documents issued in the nine down state counties are authenticated under the Convention by the New York City office. The nine down state counties are New York, Kings, Queens, Bronx, Westchester, Nassau, Suffolk, Rockland and Richmond. The address of the New York Department of State, Certification Unit is 6th Floor, 270 Broadway, New York, New York 10007, tel: 212-417-5684. Fee: $10.0
North Carolina
Office of Secretary of State
Authentication Division
PO Box 29622
Raleigh, NC 27626-0622
919-807-2140
http://www.secretary.state.nc.us/authen
Fee: $10.00
Designated Authority: Secretary of State; Deputy Secretary of State

Authentication of Public Documents:

When a document is to be used in a foreign country, it may be necessary to have the document authenticated. An authentication certifies the signature and the capacity of the official who has executed the document. The authentication may also authenticate the seal of the official.

The New York Secretary of State authenticates public documents for use in foreign countries. Only public documents issued in New York State, which are signed by a notary public or other public official (i.e. County Clerk or other State official), will be authenticated. The country of destination determines whether the authentication is in the form of an "Apostille" or a "Certificate of Authentication."

• Apostille/Certificate of Authentication Request Form

What is an "Apostille" or "Authentication?"

An Apostille is an authentication of a public document issued pursuant to the 1961 Hague Convention abolishing the Requirement of Legalization for Foreign Public Documents. The Convention provides for the simplified certification of public (including notarized) documents to be used in countries that have joined the convention. Under the Hague Convention, signatory countries have agreed to recognize public documents issued by other signatory countries if those public documents are authenticated by the attachment of an internationally recognized form of authentication known as an Apostille. The Apostille ensures that public documents issued in one signatory country will be recognized as valid in another signatory country.

A Certificate of Authentication is issued by the New York Secretary of State to authenticate public document for use in any country which is not a member of the 1961 Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents.

Please Note: Certificates of Authentication may also require an additional certification from the United States Department of State prior to submission to the foreign country.


An Apostille or Certificate of Authentication issued by the New York Secretary of State is a one-page document with a blue laser printed facsimile of the New York Department of State Seal. Both the Apostille and Certificate of Authentication include the facsimile signature of the New York Secretary of State or his/her deputy.

Where do I obtain a copy of my Birth, Death, Marriage, or Divorce record?

The office where you may obtain a copy of a Birth, Death, Marriage or Divorce Record (vital record) will depend on where the original document was filed. To determine the appropriate office to obtain the vital record we suggest you refer to the New York State Department of Health.

Where do I obtain a copy of my Diploma or other Educational Documents?

Educational documents such as transcripts, diplomas or certificates must be obtained from an official of the school, college or university that you attended.

What type of certification must my document(s) contain before requesting an Apostille or a Certificate of Authentication from the New York Department of State?

Birth, Death, Marriage and Certificate of Divorce certificates submitted to the New York Department of State for an Apostille or Certificate of Authentication must first be certified by either a New York State Official or a County Clerk. Apostilles/Certificates of Authentication will not be issued without this certification.

Please Note: Birth certificates issued from the New York City Department of Health will also require a Letter of Exemplification. Therefore you must request a Letter of Exemplification when requesting a birth certificate. Both the birth certificate and the Letter of Exemplification must be certified by the New York County Clerk prior to submission to the New York Department of State.

Educational documents submitted to the New York Department of State for an Apostille or Certificate of Authentication must first be certified by an official at the educational institution attesting that the document is an official record or a true copy of the original document. The official's signature then must be notarized by a notary public. The notary public's signature must then be certified by the County Clerk in the county where the notary public is qualified to certify.

All other documents (such as a power of attorney) must first be notarized. The notary's signature must then be certified at the County Clerk's office where the notary is qualified.

What is the fee for an Apostille or Certificate of Authentication?

The fee is $10.00 per Apostille or Certificate of Authentication
(accepted payment methods are specified on the Apostille/Certificate of Authentication Request Form)

How do I obtain an Apostille or Certificate of Authentication from the New York Department of State?

Complete the Apostille/Certificate of Authentication Request Form

Attach documents to be apostilled/authenticated to the Authentication/Apostille Request Form

Include applicable fees and mailing instructions as indicated on the Apostille/Certificate of Authentication Request Form

Submit to New York Department of State at the following locations:
NYC Customer Service Center Move notice

HAND DELIVERIES
Albany
New York Department of State
Division of Corporations, State Records
and Uniform Commercial Code
99 Washington Avenue 6th floor
Albany, NY 12231
Hours 9:00 a.m -4:30 p.m.
Telephone (518) 473-1001 New York City
New York Department of State
Division of Licensing Services
123 William Street, 19th floor
(2nd Floor effective July 2, 2012)
New York, NY 10038
Hours 9:00 a.m.-3:30 p.m.
Telephone (212) 417-5747
MAILED REQUESTS
Albany
New York Department of State
Division of Corporations, State Records,
and Uniform Commercial Code
99 Washington Avenue 6th floor
Albany, NY 12231

How long will it take to process my request for an Apostille or Certificate of Authentication?

The processing of documents submitted by mail are usually completed within 4 business days of receipt in this office.

The processing of documents submitted in person are usually completed while you wait.

 
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