NY Apostilles and More

We not only know how to pronounce “Apostille,” we know how to get them for your critical documents. We obtain New York Apostilles (as well as US, Delaware and California Apostilles) for the full spectrum of legal documents, but specialize in apostilles for NYC Birth Certificates, NYC Death Certificates, NY Certificates of Incorporation, FBI Reports and US Certificates of Naturalization  (especially for transactions in Argentina, Brazil, France, Germany, Greece, Hong Kong, Israel, Italy, Poland, Portugal, Russia, South Korea, Spain, Turkey and Ukraine). We also understand the special requirements related to how you can obtain your long-form NYC Birth Certificates and Death Certificates and the NYC Exemplification Letter that goes with them.

We have developed our solid reputation for obtaining NY, US, and CA Apostilles by understanding every aspect of the authentication and apostille process and by giving our clients our undivided attention. You can reach us by email at manhattanmobilenotary@gmail.com or by phone at 917.693.3692.

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 include that 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 well versed on all the notary requirements as they think they are. One missing element and the document will be rejected and we would likely have to have re-execute and re-notarize the document.

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 (a NY, or similar, notary acknowledgement or “Sworn to before me” jurat and the State and County location where the notarization took place) and confirm that the notary is qualified in New York County on his or her notary stamp.

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

Apostille Timeframe: Currently, it takes 7-10 business days from the time we receive your documents if they are birth certificates, death certificates, marriage certificates or certificates of incorporation or from the time we notarize documents that need to be notarized. We typically need an additional 2-3 days in the first phase of the process to slightly reformat, make adjustments to the notary section, get your approval on the final draft and print most documents (this 2-3 day step is not needed for official government-issued documents such as birth certificates, death certificates and marriage certificates). 

Pricing and Payment: Please click on Pricing and Payment tab at top of home page or here for pricing and payment information.

To Start Things Off: Please 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).

We frequently obtain Apostilles for the following documents:

  • Certified NYC Birth Certificate (the long-form version and, preferably, along with the NYC Exemplification Letter, which makes the process go quicker and costs less than without it).
  • Certified NYC Marriage Certificate (Requires the “extended version” marriage certificate that includes the bride and groom’s parents’ names, an original signature from the NYC City Clerk and a raised NYC City Clerk seal on the back of the certified document). We typically pick that version up for you by obtaining a notarized, original authorization letter from the bride or groom, which we can email to you. (Note: during the pandemic, this process takes several weeks longer).
  • Certified NYC Death Certificate (the long-form version, along with the NYC Exemplification Letter).
  • 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 can apostille 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 select “apostille” as the “reason for ordering the birth or death certificcate” when ordering online through vitalchek.com.

If you are in a hurry, you can order and receive the long-form birth certificate and exemplification letter 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.

Address to Ship Original Documents to: We will provide you with the address once we have reviewed your documents and confirmed the payment information.