We have developed our solid reputation by understanding every aspect of the authentication and apostille process and by taking only a limited number of NY apostille projects, so we can give each document our undivided attention.
Also, most documents requiring the NY apostille of the Hague Convention need to be notarized first (except NY vital records and NY Certificates of Incorporation) and we do that for free as part of the apostille service. It is also better that we do the notarization as it will be scrutinized by NY county staff and many NY notaries are not as versed on all the requirements as they think they are. One missing element and the document will be bounced back.
However if you need to notarize your document because your signer is frequently unavailable, you must make sure your notary includes the mandatory NY notary wording (an acknowledgement or “sworn to before me” jurat and the State and County where the notarization took place and the notary is qualified in New York County on his or her notary stamp). The notary also needs to live in Manhattan or, if not, pay for their notary commission to be also filed in Manhattan/NY County for us to be able to process your notarized documents in Manhattan.
Critical Review of Documents: We, typically, also need you to send us a Word version of the document, or if not available, a scanned version of the document. The top margin may need to be adjusted slightly to make room for a few elements, including the apostille grommet and our notary stamps.
We specialize in obtaining New York Apostilles for the following documents:
- Certified Copies of NYC Birth Certificates (NY County requires that you provide us with a “Long Form” Birth Certificate and a Letter of Exemplification)
- Certified Copies of NYC Marriage Certificates (requires an original signature from the NYC City Clerk and a raised seal on the back of the certified document)
- Certified Copies of NYC Death Certificates (NY County requires a “Long Form” Death Certificate and Letter of Exemplification).
- Power-of-Attorney Documents
- Education Documents such as Diplomas and Transcripts (a signed, sworn statement from the school about it being “a true copy” must be notarized first). We must review the notarization before accepting the job or notarize the document when it is being signed.
- Business Formation Documents (Certificates of incorporation documents may be copies as long as they are signed by First Deputy Secretary of State Daniel Shapiro).
- Certified Divorce Documents
- Copies of Document With an Affidavit from Document Owner (see FAQ section)
We accept birth, marriage and death certificates from other NY counties as long as they have been certified/authenticated by the clerk of the county in which the certificate originated.
BIRTH AND DEATH CERTIFICATE NOTE: You cannot use a birth certificate from a hospital or the small 5-1/2′ x 8-1/2″ “short-form” version of the NYC birth certificates when obtaining an apostille. You must order certified long-form birth and death certificates from your local health department or you can receive the birth certificate from vitalchek.com and certified long-form NYC certified marriage certificates from the NYC City Clerk/Marriage Bureau. Be sure to ask for the long form (which is 8-1/2″ x 11″) and the separate Letter of Exemplification when ordering a certified NYC birth certificate in person or by mail and select “apostille” as the “reason for ordering” when ordering online through vitalchek.com (when ordering online, Vitalchek will not mention the “Exemplification Letter” but it will come automatically if you check off “apostille” as reason for ordering certificate). By law, we cannot order birth or death certificates for you. We can order a NYC marriage certificate for you by obtaining an original notarized letter of authorization from you. We should notarize the authorization letter ourselves or review the document you have notarized before you send it to us.
We must review your documents over the phone or by email/fax before proceeding with your job. Once we okay the document(s), we can then set up an appointment to meet with the signer (if documents are being notarized) or to pickup the documents or can provide you with our mailing address (when no notary is needed or shipping the documents is easier for you).
Timeframe: 1-3 days from time we receive documents, depending on your selection within our pricing schedule. See our Pricing and Payment info below.
Pricing and Payment: Please click on Pricing and Payment tab at top of home page or here when you are done with this page.
Address to FedEx Documents to: We will provide you with the address once we have reviewed your documents and confirmed the payment information.
TO START THINGS OFF:
Please call 917-693-3692 or email us at email@example.com. Please provide us with your name, address, project details (inlcuding quantity of notarizations or documents, type of document, country the document is being used in and your required timeframe/deadline.
If you are under a strict budget or we cannot help you for some reason, we can also take you through the different steps of the process to walk your document(s) through the different agencies yourself and to avoid missing a step or going in the wrong order as well as several other frequent mistakes people make. Our fee for this is $49. You can contact us at 917-693-3692 or firstname.lastname@example.org.