NY Apostilles and More

We not only know how to pronounce “Apostille”, we know all of the many rules associated with them. We obtain New York Apostilles (as well as US, Delaware and California Apostilles) for the full spectrum of legal documents, and specialize in apostilles for NYC Birth Certificates, NYC Death Certificates, NY State Certificates of Incorporation and Power of Attorney documents (especially for real estate or property transactions in Poland, Italy or Germany), but have expertise in all types of documents that need NY Apostilles. We also understand the issues related to obtaining the unique NYC Exemplification Letter that is required for NYC Birth and Death Certificates.

We have developed our solid reputation for obtaining NY, US, DE, and CA Apostilles by understanding every aspect of the authentication and apostille process and by giving each client and document our undivided attention.

NY Notarization of Documents to be Apostilled. Most documents requiring the NY apostille of the Hague Convention need to be notarized first (except NYC 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 notary requirements as they think they are. One missing element and the document will be rejected.

However, if you need your in-house notary to notarize your document because your signer is frequently unavailable, you must make sure your notary includes the mandatory NY notary wording (an a NY, or similar, notary 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, make sure his or her notary commission is also filed in Manhattan (NY County) for us to be able to process your notarized documents.

Critical Review of Documents: We, typically, also need you to send us a Word and PDF version of the document, or if a Word version is not available, a scanned version of the document. The margins may need to be adjusted slightly to make room for a few elements, including the apostille grommet and our notary stamps.

We frequently obtain Apostilles for the following documents:

  • Certified NYC Birth Certificates (NY County requires that you provide us with a “Long Form” Birth Certificate and a Letter of Exemplification)
  • Certified NYC Marriage Certificates (requires an original signature from the NYC City Clerk and a raised seal on the back of the certified document)
  • Certified 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
  • Certificate of Incorporation
  • Copies of ID and Address Documents with a Signed 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 order 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 be sent to you automatically if you check off “apostille” as the reason for ordering the birth or death certificate).

If you are in a hurry, you can order and receive the long-form birth certificate and exemplification by going to the NYC Department of Health at 125 Worth St., but you may have to wait on line for awhile. Be sure to have official ID with you like a driver’s license and passport and a marriage certificate or your name changed when you got married.

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 we 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.

Please call 917-693-3692 or email us at manhattanmobilenotary@gmail.com. Please provide us with your name, address, project details (including quantity of notarizations or documents, type of document, country the document is being used in and your required timeframe/deadline).