IMPORTANT UPDATE: The Apostille/Certificate of Authentication Request Form was updated to request a CVV for all credit card payments. Due to system changes, a CVV (a three- or four-digit security code) is required for all credit card payments. Please be sure to use the newest request form and include this information for all apostille credit card payments to avoid rejection of your payment and return of your documents.
When a document is to be used in another country, it may be necessary to have the document authenticated. This is known either as an “apostille” or “certificate of authentication.” Examples of documents that are frequently authenticated by the Department of State are birth, marriage, and death certificates.
The Department of State only authenticates public documents issued in New York State which are signed by a New York State official or county clerk.
At this time, New York State Department of State Apostille services may be obtained by the following methods:
NOTE: Customers are allowed to drop off Apostille requests at our Albany and New York City locations only. Drop off requests will not be treated as a priority and will be processed according to receipt date. Once completed, the documents will be returned in the return envelope provided by the customer or by first class mail. Please read the following instructions regarding the Apostille process. If you have questions, please contact us at: 518-474-4429.
Step 1: Obtain a copy of the document that needs to be authenticated.
For information on where to obtain a copy of a vital record (birth, death, marriage certificates), please refer to the NYS Department of Health’s website .
For New York City records , other than divorce certificates, please contact the New York City Department of Health and Mental Hygiene or the New York City Marriage Bureau. The records must then be certified by the New York County Clerk’s Office. For NYC birth and death certificates , when ordering your record you will also need to request a “Letter of Exemplification.”
For educational documents , please contact the school, college or university that you attended. The document must be certified by an official at the educational institution stating that the document is an official record or a true copy of the original document. The official’s signature on the certification must be notarized by a notary public.
For other documents, such as power of attorney , obtain a notarized copy of the document.
Step 2: Have the document certified by a New York State official or County Clerk
Birth, Death, and Marriage certificates and Certificate of Divorce issued by a local or county official or county Department of Health must first be certified by the County Clerk of the county where the document was issued.
Birth, Death, and Marriage certificates issued by the New York State Department of Health and bearing the signature of the Director of Vital Statistics or NYS Registrar may be submitted for Apostille or Certificate of Authentication and do not require a County Clerk certification.
Important Note: Regardless of issuer, all New York State vital records will list New York State on the document. This alone does not indicate it was issued by the New York State Department of Health. Additionally, city, town, and other local agencies issuing vital records may use terms such as “registrar,” “vital records,” or “vital statistics.” Only documents issued by the New York State Department of Health do not require a County Clerk certification. Please review the certification on your document closely to determine the issuer.
Notarized documents must be certified by the County Clerk of the County where the notary is certified to notarize.
Step 3: Submit the document with the necessary certifications to the NYS Department of State with the required fee ($10 per document).
Step 4: Submit a prepaid envelope for express delivery- Optional
Apostille and certificates of authentication are returned by first class mail. You may request that your documents be returned to you by overnight delivery service by enclosing a prepaid shipping label. Please note that the Department of State does not accept shipping labels that direct the carrier to bill your credit card or “bill sender.”
