Apostille
An Apostille (pronounced 'ah-po-steel") is simply the name for a specialized certificate, issued by the state Government. The Apostille is attached to your original notarized document, to verify it is legitimate and authentic and therefore it will be accepted internationally.
Examples of common Notarized documents requiring authentication are:
- Birth certificates *Marriage certificates *Death Certificates *Power of Attorney *Notarized letter *Statements *Affidavit *Divorce Decree *Diploma *Degrees *Transcripts *Passports *Driver's license (copy) *Adoption dossier *Trademarks *Corporation, etc
The Apostille consists of 10 elements. The convention requires that all Apostille's be numbered consecutively, with individual numbers applied to each Apostille issued. The recognized standard Apostille contains a seal and 10 mandatory references: name of county from which the document emanates, name of person signing the document, the capacity in which the person signing the has acted, in the case of unsigned documents, the name of the authority that has affixed the seal or stamp, place of certification date of certification, the authority issuing the certificate, number of certificate, seal or stamp of authority issuing certificate and signature of authority issuing certificate.
- Under no circumstances should Staples or Pages be detached from Apostille, Legalization, Authenticated and Certification by State, Federal , Consulates or Embassy’s to photocopy the Notarized documents to do so could VOID the document.
Procedure for Apostille:
Confirm indentity of signer
Notarize the document
Validation by the qualifying NYC county Administrator's office
An authentication certificate is issued and attached to the document
Further inspection is performed by the appropriate division of the Secretary of State's office
An Apostille or Certification is then added to the notarized document.
New York City Vital Records
Birth, Marriage, Divorce and Death Certificates
Birth Certificates: A full page 8.5 X 11 certified copy with a "Letter of Exemplification." Both are now required to Apostille a Birth Certificate issued by the City of New York. Walk in service is available only for the short form birth certificate (which cannot get the Letter of Exemplification). The long form birth certificate is only sent by mail - this form can be sent directly to our office which will take less time.
Death Certificates: A full page 8.5 X 11 certified copy with a "Letter of Exemplication". Both are now required to Apostille a Death Certificate issued by the City of New York. " These documents are not available the same day". These documents are mailed and then an Apostille can be processed.
Marriage Licenses: To qualify for Apostille Processing a New York City issued certified copy is now required. Inspect the back of your document. If you do not see a multi colored seal, with the signature of the City Clerk; your document does not qualify. "Letter of Exemplification" is not required.
Divorce Decrees: Certified court judgments, issued by a Supreme Court Judge; require a multi colored seal; usually on the back of the last page of the decree. They are issued based on the county where the Judge issued the final decree. The process requires a search, request, print and certification to be performed in the county where the decree was filed.
Please follow the procedures below to obtain a Certified Copy of a New York City Birth Certificate
Birth, Marriage, Divorce and Death Certificates
Birth Certificates: A full page 8.5 X 11 certified copy with a "Letter of Exemplification." Both are now required to Apostille a Birth Certificate issued by the City of New York. Walk in service is available only for the short form birth certificate (which cannot get the Letter of Exemplification). The long form birth certificate is only sent by mail - this form can be sent directly to our office which will take less time.
Death Certificates: A full page 8.5 X 11 certified copy with a "Letter of Exemplication". Both are now required to Apostille a Death Certificate issued by the City of New York. " These documents are not available the same day". These documents are mailed and then an Apostille can be processed.
Marriage Licenses: To qualify for Apostille Processing a New York City issued certified copy is now required. Inspect the back of your document. If you do not see a multi colored seal, with the signature of the City Clerk; your document does not qualify. "Letter of Exemplification" is not required.
Divorce Decrees: Certified court judgments, issued by a Supreme Court Judge; require a multi colored seal; usually on the back of the last page of the decree. They are issued based on the county where the Judge issued the final decree. The process requires a search, request, print and certification to be performed in the county where the decree was filed.
Please follow the procedures below to obtain a Certified Copy of a New York City Birth Certificate
- Complete the application form for copy of Birth Certificate from NYC - note: line 12 "purpose" - request they include a "Letter of Exemplification, for Apostille Process"
- Complete the authorization form, allowing me to obtain the document.
- Prepare a copy of your driver's license, sign under it - required documentation.
- Please be sure to have authorization form notarized locally prior to shipping.
- Complete the application form for copy of Marriage License from NYC - request "Extended Form" at the bottom of the form.
- Complete the authorization form, allowing me to obtain the document.
- Prepare a copy of your driver's license, sign under it - required documentation.
- Please be sure to have authorization form notarized locally prior to shipping.
- Complete the application form for copy of Divorce Decree from NYC.
- Complete the authorization form, allowing me to obtain the document.
- Prepare a copy of your driver's license, sign under it - required documentation.
- Please be sure to have authorization form notarized locally prior to shipping.
- Complete the application form for copy of Death Certificate from NYC - note: line 15 "purpose" - request they include a "Letter of Exemplification, for Apostille Process"
- Complete the authorization form, allowing me to obtain the document.
- Prepare a copy of your driver's license, sign under it - required documentation.
- Please be sure to have authorization form notarized locally prior to shipping.