New York apostilles for copies of the corporate stock ledger and share certificates
Apostille for Stock Ledgers and Share Certificates
Foreign banks, regulators, and business partners may require proof of ownership or shareholder records when your New York corporation operates abroad. To be accepted in Hague Convention countries, your stock ledger or share certificates must be authenticated with a New York apostille.
We handle the process end to end—reviewing notarization, ensuring compliance with state rules, and securing the apostille quickly from the New York Department of State.
Have multiple documents from different states? No need to search each state.New York apostille requirements for copies of the stock ledger and share certificates
The original stock ledger and share certificates are kept in the company’s main office. If you need to use a copy of these documents in another country—for example, to open a branch, set up a representative office, or handle other business matters—follow these steps:
Step 1: A corporate secretary or authorized officer can make a copy of the stock ledger or share certificates and confirm that it matches the original.
Step 2: A company officer signs a notarized affidavit stating that the copy is true and complete.
Sample affidavit for a copy corporate bylaws, operating agreements, etc. (free download)
This affidavit is provided as an example only. You or your company’s attorney may prepare a different version if needed. The affidavit includes the necessary notarial statement and can be used to certify copies of various corporate records, such as bylaws, meeting minutes, the corporate ledger, or a list of shareholders.
Please note: this affidavit cannot be used for powers of attorney, authorizations, or certificates of incumbency, as those documents must always be originals. It also cannot be used for copies of the certificate of incorporation, amendments, or dissolution documents—these must be obtained as certified copies directly from the Office of the Secretary of State.
Here’s what you need to know:
The affidavit can be originally notarized or signed electronically/remotely. 
We recommend that you email a copy of your notarized document for a free evaluation. We will advise if the document has been notarized properly, if the notary is active, and if the document is eligible for an apostille / legalization.
What does a "proper notarization" mean?
Please note that for apostille purposes the contents of the document is not important. What is important is the way the document is notarized. We will check if the notary public who notarized your power of attoney, authorization, affidavit or consent is active (in good standing) and whether the document was notarized properly.
Make sure the notary follows the requirements:
The signature of the notary public must exactly match the sample signature filed with the office of the County Clerk in the county where the notary public is qualified. This is important because if the notary's signature on the document does not match the sample signature on file with the County Clerk's office, the document will be rejected.
The notary's stamp must indicate the notary's name, license number, the name of the county where the notary is qualified, and the expiration date of the notary's license. If the notary does not have an ink stamp, the above information must be printed or typed in black ink.
Depending on the type of document, the notary must include either Certificate of acknowledgment (for powers of attorney, consents, statements, letters, etc) or a Jurat (for affidavits, sworn statements) basically of the following form:
New York Certificate of Acknowledgment:
(for personal and corporate powers of attorney, letters, consents, copies of diplomas and transcripts signed by school officials, etc.)
State of New York )
County of _________ )
On the . . . . . . day of . . . . . . in the year 20 . . . . before me, the undersigned, personally appeared . . . . . ., personally known to me or proved to me on the basis of satisfactory evidence to be the individual(s) whose name(s) is (are) subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their capacity(ies),
_______________ [Notary stamp]
Notary Signature
New York Jurat:
(for affidavits and sworn statements)
State of New York )
County of _________ )
Sworn to and subscribed before me this . . . . . . day of . . . . . . in the year 20 . . by ...... (name of the signer(s)).
_______________ [Notary stamp]
Notary Signature
There are specific requirements for remotely notarized documents. . Read more about the apostille requirements for notarized documents (including the requirements for remote notarization) in the State of New York....
Get a New York apostille
Send the original notarized affidavit, a copy of the stock ledger and/or share certificates and the Order Form by mail and we will be happy to assist you with obtaining a New York apostille.
In the State of New York, as in all U.S. states, an apostille is a separate page attached to the document by an eyelet. It is signed by a Deputy Secretary of State (facsimile signature) and has a blue Seal of the Department of State of the State of New York.
New York apostille: $175
Processing time: app. 5 bus. days + mail
Please complete the Order Form and mail it with your original document(s) to
If you are sending your document(s) from a foreign country, please use FedEx, DHL, UPS or TNT, and email the tracking number so that we can watch for your package.
No hidden fees.
Our guarantee: If we are unable to get your documents apostilled or legalized, we will issue a 100% refund, we do not keep any service fees.
Free document evaluation
Want to double check before shipping your document? Email a copy for a free evaluation.
