If you’re submitting official documents or certified translations for use abroad, you’ll likely need an apostille. An apostille is essential for verifying notarizations on documents being used in foreign countries, ensuring they are legally recognized under the Hague Apostille Convention.

In this blog, we’ll walk you through the apostille process for New York-issued documents, explain the difference between an apostille and notarization, and provide step-by-step instructions for securing your apostille. Whether you need it for immigration, education, legal matters, or other purposes, this guide will help you navigate the process with ease.

An apostille is an internationally recognized form of authentication that certifies the validity of a notarization or public document for use in foreign countries. Apostilles are required for documents being sent to countries that are part of the Hague Apostille Convention, which simplifies the legal recognition of documents abroad.

For instance, if you’re using a certified translation from Rush Translations in a foreign country, you’ll need an apostille to authenticate the notarization of the Certificate of Translation Accuracy performed by a New York Notary Public.

While both processes deal with document verification, notarization verifies the identity of the signer of a document, whereas an apostille authenticates the notary’s signature for use in foreign countries. It’s essential to note that only countries party to the Hague Convention accept apostilles. For non-Hague countries, a Certificate of Authentication may be required instead.

Obtaining an apostille for your New York-issued documents involves multiple steps. Here’s a detailed breakdown:

First, ensure you have a certified copy of the document you need apostilled. For vital records such as birth certificates, marriage certificates, or death certificates, you can request official copies from the NYS Department of Health. If you’re ordering New York City records, you’ll need to obtain a “Letter of Exemplification” from the NYC Department of Health or NYC Marriage Bureau.

For educational or legal documents, they must first be notarized by a New York Notary Public before proceeding with the apostille process.

After notarization, the document must be certified by the County Clerk in the county where the notary was commissioned. For instance, if your document was notarized in Manhattan, you’ll need to get certification from the New York County Clerk.

Once certified by the County Clerk, submit the document to the New York Department of State for the apostille. Include:

• A completed Apostille Request Form
• Payment of $10 per document
• A prepaid return envelope if you want expedited return shipping

You can submit your documents via mail or in person at one of the following locations:

Mailing Address: New York Department of State
Division of Licensing Services
Apostille and Authentication Unit
P.O. Box 22001
Albany, NY 12201-2001

Walk-in Service Locations:

• New York City: 123 William St., 2nd Fl., New York, NY 10038
• Albany: 1 Commerce Plaza, 99 Washington Ave., Albany, NY 12231
• Utica: State Office Building, 207 Genesee St., Utica, NY 13501

Walk-in services are typically processed the same day, while mail submissions are handled based on receipt date.

To expedite the return of your documents, include a prepaid shipping label for services like UPS or FedEx. Otherwise, your documents will be returned via regular first-class mail.

If you need an apostille for the original source document (e.g., a birth certificate), the process is slightly different. The apostille must be obtained from the state or country where the document was issued. For example, a California birth certificate requires an apostille from the California Secretary of State. Similarly, federal documents like an FBI background check must be apostilled by the U.S. Department of State.

For more details on obtaining federal document apostilles, visit the U.S. Department of State Apostille Services page.

Walk-in apostille services have resumed in New York City, Albany, and Utica. Keep the following in mind for same-day service:

• The New York City office is open Monday to Friday, 9:00 am – 4:00 pm
• The Albany office is open Monday to Friday, 9:00 am – 4:15 pm
• The Utica office is open Monday to Friday, 9:00 am – 12:00 pm & 12:45 pm – 4:00 pm

Make sure all documents are complete, and have your payment ready. Due to high volume, walk-in customers are limited to 10 documents for same-day processing.

You can verify the authenticity of an apostille issued after April 9, 2013, online. Visit the New York Department of State Apostille Verification page for more details. For documents issued before this date or if you need additional assistance, contact the Department of State at (518) 474-4429.

If you’re facing tight deadlines, there are ways to expedite the apostille process:

• Use express shipping services for both submission and return.
• Include a prepaid return envelope with overnight shipping for quicker processing.
• For immediate processing, consider dropping off your documents at the New York City or Albany locations, but keep in mind that drop-off requests are processed in order of receipt.

If your documents are being used in a country that is not part of the Hague Convention, you’ll need a Certificate of Authentication instead of an apostille. These certificates verify public documents for non-Hague countries but may also require additional certification from the U.S. Department of State.

For more information on Certificates of Authentication, check out this resource from the U.S. Department of State.

For certified translation services that include notarization and apostille authentication, contact Rush Translations today. We specialize in making the translation and certification process as smooth as possible, helping you navigate these legal and procedural requirements with ease.