New York Apostille Services — Birth, Marriage, Diplomas, FBI & Business

If you need to use a New York–issued document overseas, you’ll almost certainly be asked for an apostille (for Hague Convention member countries) or astate authentication followed by consular legalization (for non-Hague destinations). That’s true whether you’re presenting abirth certificate from New York City or Albany, amarriage certificate recorded in Kings, Queens, or Westchester County, adivorce decree certified by the New York State Supreme Court,diplomas or transcripts from Columbia, NYU, CUNY, SUNY, Cornell, Fordham, or Syracuse,or a notarized power of attorney for a real-estate closing overseas.The apostille is a standardized one-page certificate that validates the signature and official capacity of the New York official or notary who signed your document, allowing it to be accepted abroad without additional embassy steps in Hague countries.

New York is special. The state has an extra step that trips up many DIY filers: for most notarized documents and certain local records, the County Clerk must first certify the notary or local official’s signaturebefore the New York Department of State can issue the apostille. This county pre-certification—also called “County Clerk authentication”—is unique to New York and a few other states, and it’s the #1 source of delays and rejections for first-timers.In this guide, you’ll learn everything you need to move quickly and avoid returns: who issues apostilles in New York, which documents qualify, how to prepare each category correctly (including the county step), realistic timelines, common pitfalls, and when an expedited in-person filing is worth it.

Quick Answer

Authority: Apostilles and authentications for New York documents are issued by the New York State Department of State — Division of Licensing Services (Apostille/Certificate of Authentication). The office processes documents statewide.

Special Rule: For most notarized documents and some local/county records, New York requires County Clerk certification before the state will apostille. (Example: A Manhattan-notarized affidavit must be certified by the New York County Clerk prior to the state apostille.)

Eligible Documents: Certified vital records (birth, marriage, death), divorce decrees and other court orders, notarized documents (POAs, affidavits, consents), academic records (diplomas/transcripts with registrar certification or sealed packets), and business records (Articles, Good Standing, certified copies). Federal documents (e.g., FBI background checks) are apostilled by the U.S. Department of State in Washington, D.C.

Turnaround: DIY mail-in often takes 4–6+ weeks. With full readiness—including the County Clerk step—in-person filing commonly achieves same-day or 24-hour results.

Price: $145 per document, government fees included. Same-day scans included. U.S. shipping optional ($20 flat); international by quote.

What Is an Apostille?

An apostille is a standardized certificate under the 1961 Hague Convention that verifies the authenticity of the signature and the official capacity of the person who signed your document.It does not evaluate the content of the record; it confirms that the New York registrar, court clerk, university registrar, or notary is legitimate and properly authorized.

When both the issuing jurisdiction (New York/USA) and the destination country participate in the Hague Apostille Convention, the apostille makes your document self-authenticating abroad—no embassy or consulate step required.For non-Hague destinations, you follow a two-stage pathway: (1) a New York certificate of authentication from the Department of State, and (2) consular legalization at the destination country’s embassy/consulate.The correct route depends on your destination; preparation specifics vary by document type (vital record, court order, notarized instrument, academic record, or corporate filing).

Who Issues Apostilles in New York?

The New York State Department of State (NYSDOS) issues apostilles and authentications for documents originating in New York. Common categories include:

• Vital Records — Certified copies of birth, marriage, and death certificates issued either by the New York State Department of Health (for most municipalities) or the New York City Department of Health and Mental Hygiene (for NYC events). Divorce decrees are certified by the Supreme Court clerk where the divorce was granted.
• Court Records — Name changes, adoptions, guardianships, probate orders, criminal dispositions, and judgments certified by the appropriate court (Supreme/Family/Surrogate/Criminal/Civil) with the clerk’s seal and certification.
• Notarized Documents — Affidavits, powers of attorney, parental travel consents, translator affidavits, corporate resolutions, academic certifications, and other sworn statements with complete New York notarial certificates. Important: These must usually be pre-certified by the County Clerk where the notary is qualified.
• Academic Records — Diplomas, transcripts, enrollment/degree verifications from SUNY/CUNY campuses, Columbia, NYU, Cornell, Fordham, Syracuse, Rochester, Pace, St. John’s, Hofstra, Rensselaer, and others. Schools often provide registrar letters or sealed packets; some require a school official’s signature to be notarized and then county-certified.
• Business Records — Articles/Certificates of Incorporation or Organization, Certificates of Good Standing, certified copies from the New York Department of State, Division of Corporations; and notarized corporate instruments executed by officers or counsel per the recipient’s instructions. (Certain corporate certifications may also need County Clerk pre-certification if notarized.)

Federal documents—FBI background checks, IRS letters, USDA/FDA/USDC certificates, Social Security letters—are apostilled by the U.S. Department of State in Washington, D.C., not by New York.

The New York County Clerk Step (Read This!)

New York adds a critical intermediate step for many documents: County Clerk certification. Here’s what that means in practice:

• Notarized documents: The County Clerk in the county where the notary is qualified must certify the notary’s signature (sometimes called a “certificate of authentication” or “county certification”). Only after this county certificate is affixed can the NYS Department of State issue the apostille.
• Local vital records and certain clerk-issued items: If the record is signed by a city or town clerk (outside NYC), the County Clerk may need to certify that official’s signature before the state step. If the record is issued by the New York State Department of Health or the NYC Department of Health (with the City Registrar’s signature), county pre-certification may not be necessary—but requirements vary with the exact signer and format.
• Courts: Certified court documents bearing the court clerk’s signature typically go straight to the NYS Department of State without a county pre-cert, but if the certification page itself is notarized, the county step could still apply.
• Academic records: Two common paths:
  • Registrar sealed packet addressed to the NYS Department of State (often acceptable without county step), or
  • School official’s signature notarized → County Clerk certification of the notary → State apostille.

When Do You Need an Apostille?

New Yorkers most often need apostilles for the following scenarios:

• Immigration & Long-Stay Visas — Spain, Portugal, Italy, France, Mexico, Colombia, Brazil, and others often require apostilled vital records and a federally apostilled FBI report.
• Study Abroad & Credentialing — Universities and licensing boards abroad request apostilled diplomas, transcripts, registrar letters, and sometimes notarized experience or licensure confirmations.
• Marriage Abroad — Civil registries typically ask for apostilled birth/marriage records and a notarized/apostilled single-status affidavit (also called a “no impediment” statement).
• International Adoption — Dossiers usually include apostilled court orders, notarized medical/financial affidavits, and apostilled vital records.
• Dual Citizenship — Italian, Irish, Portuguese, and Spanish consulates frequently require multi-generational New York records with apostilles and certified translations.
• Business & Banking Overseas — Foreign banks and registrars may require apostilled Articles, Good Standing, and board resolutions to open accounts or qualify entities.
• Property & Estates — Apostilled probate records, wills, and death certificates are used to transfer assets or claim inheritances overseas.
• Professional Licensing — Healthcare, engineering, education, maritime, and other professions often require apostilled diplomas and notarized credentials.

DIY vs. Expedited Service

Factor	DIY Mail-In	Our Expedited Service
Timeline	4–6+ weeks; county + state queues; mail delays	Same-day/24-hour possible with readiness (county + state handled)
Risk of Rejection	High — wrong copy, missing county step, stale issuance, incomplete notary wording	Low — expert pre-check, county routing, destination-specific guidance
Visibility	Limited once mailed; course-correction is slow	Proactive updates; same-day scans for immediate use
Effort	You research, visit County Clerk, mail, track, and troubleshoot	We manage county pre-cert, state filing, monitoring, and delivery
Complexity	Non-Hague legalizations and translations on you	We handle Hague and non-Hague routes, plus translation sequencing
Best For	No deadlines; low-stakes uses	Fixed interviews, start dates, closings, admissions, corporate cutoffs

Pricing & ETA

Document Readiness (Make It “Apostille-Ready”)

Fast results in New York start with a perfect packet. Most rejections stem from submitting the wrong copy, skipping the County Clerk step, or using incomplete notary certificates.Use the standards below to avoid delays.

Vital Records (Birth, Marriage, Death)

• NYC vs. NYS: For events in New York City, order a long-form certificate from the NYC Department of Health (signed by the City Registrar). For events outside NYC, order from the NYS Department of Health or the local registrar as applicable.
• Certified Copy: Must be an original certified copy with visible registrar/clerk signature and raised/ink seal. Photocopies/scans are not acceptable.
• Freshness Window: If your recipient requires issuance within 60–90 days, order fresh copies prior to apostille.
• County Step? Generally not required for state-issued vital records (NYS DOH) or NYC Registrar-signed certificates, but requirements can vary if a local clerk issued the record; in that case the County Clerk may need to certify the local official.

Divorce Decrees & Court Orders

• Certified by the Court: Obtain a certified copy with the Supreme/Family/Surrogate/Criminal/Civil Court clerk’s signature and seal.
• Complete Packet: Include all pages referenced by the certification; do not remove staples or highlight text.
• County Step? Usually not required when the court clerk’s certification is present; however, if a court official’s signature was notarized (rare), county pre-cert may be requested.

Notarized Documents (POA, Affidavits, Consents)

• Complete Notarial Certificate: Use a New York acknowledgment or jurat with venue (State of New York, County of ___), date, printed notary name, signature, commission number/expiration, and stamp where applicable.
• Signer Presence & ID: Signers must appear before the notary (in-person or via an approved remote online notarization if permitted and acceptable to the foreign recipient).
• Mandatory County Step: Take the notarized document to the County Clerk where the notary is qualified to obtain the county authentication of the notary’s signature. Without this, the state will reject the apostille request.
• Destination Wording: If the foreign authority requires specific notary language, bring it to the appointment to avoid rewrites.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Many institutions issue a registrar letter attesting to authenticity. Some provide a sealed packet addressed to the NYS Department of State.
• Alternate Path (Notarized Official): A school official can sign a statement before a New York notary; then you must obtain County Clerk certification of the notary and finally the state apostille.
• Sealed Envelopes: If the school issues sealed packets, do not open them; the state must break the seal. Opening voids the certification.

Business Records (Articles, Good Standing, Resolutions)

• State-Certified Copies: For filings with the NY Department of State, request certified copies or a Certificate of Status/Good Standing when required by the foreign recipient.
• Notarized Corporate Instruments: Internal resolutions or officer certificates must be properly notarized in New York and then County Clerk certified before the state apostille.

Step-by-Step Process (New York & Federal)

1. Identify the Issuer: Is your document state/local (New York) or federal? NY documents go to the NYS Department of State; federal documents go to the U.S. Department of State.
2. Make It Ready: Gather certified vital/court copies, complete notary certificates, registrar letters, sealed packets, or state-certified corporate copies per category.
3. Complete the County Step (if required): For notarized items and certain local records, visit or mail to the County Clerk where the notary/local official is on file to obtain county authentication.
4. Choose the International Route: Hague destination = apostille. Non-Hague = New York authentication + consular legalization. Confirm the route for your destination country.
5. Submit to NYS Department of State: File in person for speed (recommended) or by mail if timing allows. Include correct fees, cover sheets, and return/shipping instructions.
6. Monitor & Correct: If the office flags an issue (e.g., missing county certificate), fix immediately to avoid returns and re-queues.
7. Delivery: Receive same-day scans for immediate use; originals ship domestically or internationally per your preference.

“In New York, speed comes from mastering the county → state choreography. Get the right copy, nail the county step, then the state apostille flies.”

Document Playbooks

Birth Certificate Apostille

A certified New York birth certificate is standard for visas, dual citizenship, study abroad, and marriage abroad.For NYC events, obtain the long-form certificate signed by the City Registrar; for events outside NYC, obtain a state-issued certificate (NYS DOH) or local registrar version as accepted.Hague destinations accept the apostille; non-Hague destinations require a New York authentication plus consular legalization. If your birth record was issued by a local town/city clerk outside NYC, the County Clerk may need to certify that clerk’s signature before the state step.

Use cases: long-stay visas (Spain/Portugal), citizenship by descent (Italy/Ireland/Portugal), marriage abroad (Mexico/France), university enrollments, professional licensing abroad.

Marriage Certificate Apostille

New York marriage certificates—especially NYC marriages recorded by the City Clerk or DOH—are frequently apostilled for spousal visas and marriage recognition overseas.Many registries also request a single-status affidavit (notarized and apostilled). If there was a prior marriage, an apostilled divorce decree may be required.Watch the issuance window (often 90 days).

Divorce Decree Apostille

Obtain a certified copy from the Supreme Court Clerk where the divorce was granted. Ensure the certification covers the full decree unless the foreign recipient accepts a short form.For remarriage abroad, expect to present both the apostilled divorce decree and, after the new ceremony is recorded, the apostilled new marriage certificate.

Death Certificate Apostille

Apostilled death certificates support estates, insurance claims, and property transfers abroad. If probate orders or letters testamentary/administration are involved, those may require separate apostilles.Ask the foreign registry whether they need only the death certificate or a complete probate packet.

Diploma & Transcript Apostille

Institutions such as Columbia, NYU, CUNY (e.g., Baruch, Hunter, City College, Queens, Brooklyn, Lehman), SUNY (e.g., Stony Brook, Binghamton, Buffalo, Albany), Cornell, Fordham, Syracuse, RIT, RPI, Hofstra, Pace, St. John’s, and University of Rochestertypically provide either (1) a registrar letter and sealed packet or (2) a school official’s statement before a New York notary (then County Clerk certification + state apostille).Confirm your destination’s preference on translations and whether they accept registrar letters or want notarized copies of diplomas/transcripts.

Notarized Documents (POA, Affidavits, Consents)

Your notary block must be complete and New York–compliant. If your destination requires specific wording, provide it to the notary.Common examples: real-estate POAs, parental travel consents, company authorization letters, translator affidavits, employment confirmations, and corporate resolutions.Do not skip the County Clerk step—it’s mandatory for the state to apostille most notarized items.

Corporate Documents

For foreign banking or corporate setup, expect requests for Articles/Certificates of Incorporation or Organization, a Certificate of Status/Good Standing, and a board resolution naming signatory authority.Some banks require state-certified copies; others accept notarized corporate documents (then County Clerk certification + apostille). Ask the bank for its exact checklist before filing to avoid rework.

FBI Background Check (Federal)

The FBI background check is a federal document and must be apostilled by the U.S. Department of State—not by New York.Many visa programs (Spain, Portugal, Colombia, Brazil) require this federal apostille alongside New York apostilles on vital records.

See our detailed guide: How to Apostille an FBI Background Check.

New York Use Cases & Scenarios

Immigration & Family Relocation

A family in Brooklyn relocating to Lisbon may need apostilled birth certificates for the children (NYC long-form), an apostilled marriage certificate for the parents, and federally apostilled FBI reports for both adults.Schools abroad could also ask for an apostilled enrollment letter or vaccination statements (notarized and then apostilled). Pay attention to the 90-day issuance window and the County Clerk step for any notarized items.

Study & Work Abroad

A SUNY graduate heading to a program in Milan could be asked for an apostilled diploma and transcript, a notarized/apostilled scholarship or funding letter, and a federally apostilled FBI report.Italy commonly requires certified translations—confirm whether translations follow the apostille or require a translator affidavit that itself gets notarized and apostilled.

Marriage Abroad

A couple from Queens marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit (notarized → County Clerk → state apostille), and, where applicable, an apostilled divorce decree.Municipal registrars often impose issuance windows (commonly 90 days), so time your orders carefully.

Adoption

Adoption dossiers frequently involve apostilled court orders, notarized medical letters, employer letters, financial statements, and vital records.For non-Hague countries, you’ll need the two-step New York authentication + consulate legalization; sequencing and courier logistics matter.

Dual Citizenship

Italian and Irish citizenship by descent typically require multiple generations of New York records—each apostilled—plus certified translations.Build the family chain first, confirm the consulate’s freshness requirements, then schedule apostilles in batches so issuance dates align.

Business Banking & Expansion

A Manhattan startup opening a European account may need an apostilled Certificate of Status, state-certified Articles, and a notarized/apostilled board resolution assigning signatory authority.Many banks will pre-check scans while originals ship; same-day scans help you move quickly.

Counties, Cities & Campuses Served

We serve the entire State of New York, including but not limited to:

• NYC Boroughs (Counties): Manhattan (New York), Brooklyn (Kings), Queens, Bronx (Bronx), Staten Island (Richmond).
• Downstate/Metro: Westchester, Nassau, Suffolk, Rockland, Orange, Putnam, Dutchess, Ulster.
• Upstate & Western NY: Albany, Erie (Buffalo), Monroe (Rochester), Onondaga (Syracuse), Saratoga, Schenectady, Rensselaer, Oneida, Niagara, Tompkins, Broome, Chemung, Chautauqua, Jefferson, St. Lawrence, Ontario, Cortland, Cayuga, Genesee, Wayne, Livingston, Warren.
• Universities & Colleges (examples): SUNY (Albany, Binghamton, Buffalo, Stony Brook, Geneseo, New Paltz, Purchase, Oneonta, Oswego, Cortland, Plattsburgh, Fredonia, Brockport, Buffalo State), CUNY (Baruch, City College, Hunter, Queens, Brooklyn, Lehman, John Jay, College of Staten Island), Columbia, NYU, Cornell, Fordham, Syracuse, RPI, RIT, University of Rochester, Hofstra, Pace, St. John’s, Pratt, Marist, Iona, Manhattan College, Skidmore, Vassar, Hamilton, Colgate, Bard, Hobart & William Smith, Siena.

Hague vs. Non-Hague Destinations

Hague countries accept a New York apostille; non-Hague countries require a New York authentication plus consular legalization.The destination determines the route and influences translation sequencing and consulate appointments.

• Hague Countries (examples): Italy, Spain, France, Germany, Portugal, Netherlands, Ireland, United Kingdom, Mexico, Colombia, Brazil, Argentina, Japan, South Korea, Australia, New Zealand.
• Non-Hague Countries (examples): China, United Arab Emirates, Qatar, Vietnam, Egypt, Kuwait. These generally require authentication + consular legalization after the state step.

We handle both routes and provide same-day scans immediately after the state step so you can schedule consulates or upload to portals while originals are in transit.

Timelines, Dependencies & Risks

DIY by Mail: Plan for 4–6+ weeks, considering both County Clerk queues (if needed) and the state’s processing line, plus mailing time.If you have fixed travel dates, visa appointments, property closings, or onboarding, mail-in can be risky unless you start early.

In-Person Filing: With complete readiness—including county pre-certifications—many New York apostilles are completed in 24 hours or less.Pre-checking certification types, seals, signer titles, and notary language is the best defense against delays.

Federal Track (FBI): The U.S. Department of State apostille process is separate from the New York state process. Start state and federal tracks in parallel when timing is tight.

Translations & Consulates: Sworn translations and consular legalizations add time. Confirm whether translations follow the apostille or require a translator affidavit (notarized and then apostilled).

Mistakes to Avoid

• Skipping the County Clerk step: The most common New York error. Notarized items generally must be county-certified before the state apostille.
• Sending federal documents to NYS: FBI, IRS, USDA/FDA, and SSA letters must be apostilled by the U.S. Department of State, not by New York.
• Submitting photocopies: Apostilles attach to certified copies or properly notarized originals—never to plain copies or scans.
• Incomplete notarization: Missing venue, incomplete certificate wording, no printed notary name, absent commission details, or no stamp will trigger rejection.
• Opening sealed registrar packets: Don’t open them. If opened, you’ll likely need a new sealed packet from the school.
• Old vital records: If the recipient requires issuance within 60–90 days, order fresh copies before filing.
• Wrong translation order: Ask whether translations come after the apostille or via a translator affidavit that itself gets notarized and apostilled.
• Late starts: Embassy appointment backlogs and translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document state/local (New York) or federal?
• Do you have a certified copy (vital/court) or a properly notarized original (affidavit/POA)?
• Does your notarized item have the County Clerk certification of the notary?
• For school records, did the registrar prepare a sealed packet or did a school official sign before a notary (then county → state)?
• For corporate records, do you have state-certified copies or notarized resolutions, and have you planned for the county step if needed?
• Is your destination Hague (apostille) or non-Hague (authentication + consular legalization)?
• Does the recipient require a freshness window (commonly 60–90 days)?
• Do you need translations, and what is the proper sequence relative to the apostille?
• What is your deadline (visa interview, start date, closing, enrollment)?
• Will same-day scans let you begin downstream steps while originals ship?

FAQ

Who issues New York apostilles?

The New York State Department of State — Division of Licensing Services (Apostille/Certificate of Authentication) issues apostilles and authentications for New York documents.

Do I always need the County Clerk step?

Not for every document, but for most notarized documents and some local records, yes. Court-certified documents and state/NYC health department vital records often go straight to the state, but verify the signer and format.

Can New York apostille my FBI background check?

No. FBI background checks are federal documents and must be apostilled by the U.S. Department of State in Washington, D.C.

How fast can New York apostilles be completed?

Mail-in may take 4–6+ weeks. With complete readiness—including county pre-certification—same-day or 24-hour results are often achievable via in-person filing.

Do apostilles expire?

An apostille does not expire, but many consulates, schools, and banks require recent issuance of both the record and the apostille (often within 60–90 days).

Is shipping required to get started?

No. We provide same-day scans of completed apostilles. U.S. shipping of originals is optional ($20); international shipping is available by quote.

Can you handle non-Hague legalizations?

Yes. We manage the New York authentication and coordinate consulate legalization, including guidance on translation order and acceptable formats.

What if my notarized document was signed in another state?

Each state apostilles its own documents. A New Jersey– or Connecticut–notarized affidavit must be apostilled in the state of notarization, not in New York.

What if my name changed after my document was issued?

You may need apostilled supporting records (e.g., marriage certificate, name-change order) to connect identities for the recipient abroad.

Can I staple attachments or add sticky notes?

Avoid altering official packets. Don’t remove staples, add tabs, or highlight text; alterations can invalidate certifications.

Are you a government office?

No. We are experts in New York and federal filings, but we are not a government agency.

Related Guides

• Birth Certificate Apostille
• Marriage Certificate Apostille
• Divorce Decree Apostille
• Death Certificate Apostille
• Academic Diplomas & Transcripts Apostille
• FBI Background Check Apostille (Federal)
• Power of Attorney & Notarized Documents Apostille

Disclaimer: Requirements and timelines reflect common practices of the New York State Department of State and the U.S. Department of State but can change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.