How to get an apostille... in New York and nationwide?


FEBRUARY 10, 2017

question answer

If you plan to live, study, work, get married or adopt a child in a foreign country, you will need to present your U.S. documents apostilled / legalized, and translated. What should be done first: apostilles or translation.? This is one of the most common question our clients ask. The answer is: your document needs to be apostilled / legalized first. Then, everything in the document (including notary seals, if any, and all legalization pages) needs to be translated.

tip apostilleHave the translation done locally, in the country where you will use the document(s). Local translation agencies know all the requirements including notarization, formatting, ribboning, etc. Besides, it will be a lot less expensive.

tip apostille

Some consulates and embassies require that you present your documents and the translations apostilled. This is an entirely different story. In this case, the translation has to be done in the U.S., the translator's signature has to be notarized, and then apostilled.

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FEBRUARY 5, 2017

Exemplification letter

A Letter of Exemplification (also called "Exemplification of Birth or Death Record") is a page attached to a New York City birth certificate (long form only). It is signed by a Deputy City Registrar. Do you really need a Letter of Exemplification to get an apostille for a New York birth certificate? Can a birth certificate be apostilled without it?

tip apostilleA New City birth certificate can be apostilled / legalized with or without a Letter of Exemplification.

tip apostille

You only need a Letter of Exemplification if and when the receiving agency specifically asks for it. In all other cases, for the sake of apostille legalization, this letter is not required.

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JANUARY 31, 2017

nassau county new yorkIf you need an apostille for a document that originates from Nassau county (Long Island), New York, we will be happy to assist you!

Documents notarized by notaries public qualified in Nassau county, as well as Nassau vital records issued by local registrars (birth, marriage, death certificates), and Nassau court records, require county clerk's authentication before they can be submitted for New York apostilles. We will take care of both legalization steps (Nassau county clerk's authentication + New York State apostille).

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JANUARY 27, 2017

guatemala apostilleStarting September 18, 2017 Guatemala will be accepting Hague apostilles. 

On 19 January 2017, the Republic of Guatemala deposited its instrument of accession to the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents (the "Apostille Convention"), making it the 113th Contracting State to the Convention. Following the usual procedural steps, the Convention will enter into force for Guatemala on 18 September 2017.

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JANUARY 23, 2017

russia usIf you need to get a New York apostille for use in Russia for a personal or a corporate document originating from the State of New York, we will be happy to assist you!

Both the U.S. and Russia signed the Hague Apostille Convention, therefore all U.S. documents bearing Hague apostille stamps will be legal and valid in Russia.

tip apostilleYour notarized document (e.g. a power of attorney, an affidavit, etc.) can be in Russian. However, the notarial statement must be in English.

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JANUARY 19, 2017

Apostille New York

According to the Hague Apostille Convention brochure, an Apostille can be placed directly on the document itself (as a stamp) or on a separate attached page (called an allonge). Apostilles may be affixed by various means, including rubber stamps, self-adhesive stickers, impressed seals, etc. If an Apostille is placed on a separate page, this page can be attached to the underlying document by a variety of means, including glue, grommets, staples, ribbons, wax seals, etc. All of these means are acceptable under the Convention.  Failure to affix an Apostille in a particular manner is not a basis for refusing the Apostille. The State of New York uses metal grommets to attach apostilles to documents. A grommet can be placed in the upper left corner or in the upper right corner of an apostille. There is no other means to attach apostilles to  documents. Your document cannot be rejected because foreign authorities expect an apostille to look different or to be attached to a document in a different manner, e.g. to be ribboned or glued to the document.

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JANUARY 15, 2017

Apostille New York

Documents, such as vital records (birth, marriage, death certificates), divorce judgments, powers of attorney, notarized affidavits, etc. frequently need to be used abroad. However, the documents are not acceptable in foreign countries if they do not have certain seals an stamps. Before a document can be used in a foreign country, it must be authenticated. The procedure authenticating documents to be used abroad is called "legalisation" or "attestation".

In the past the process involved officials of the country where the document was issued as well as the foreign Embassy or Consulate of the country where the document is to be used. Because of the number of authorities involved, the legalisation process is frequently slow, cumbersome and costly.

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JANUARY 11, 2017

How to apostilleCase study: John needs to submit a death certificate registered in Nassau county, New York, to an Italian court. What needs to be done? Can John prepare the document himself, if yes, what is the procedure? The easiest way, of course, would be to entrust the document to a legalization/apostille expert. However, John can do it himself...

Step 1: First, John needs to make sure his document qualifies for the legalization.

Step 2: Then, John needs to find out if he needs an apostille or embassy legalization. As Italy joined the Apostille Hague Convention, he will need a Hague apostille.

Step 3: The next step is to take the document to Nassau county clerk's office for authentication

Step 4: Finally, the document needs to be apostilled by the Office of New York Secretary of State.

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JANUARY 7, 2017

bylaws how to apostilleIf you need to get a New York apostille or foreign embassy legalization for your company's bylaws, we will be happy to assist you! Follow these steps to prepare this document for authentication:

Step 1: Make a copy of the bylaws.

Step 2: Prepare an affidavit signed by a corporate officer (president, vice-president, secretary of the company, etc), and his/her signature has to be notarized. Free sample affidavit follows.

Step 3: Make sure the notary follows the New York State notary requirements...

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