If you need to present a state or county document in a foreign country, it may be necessary to have the signature authenticated. This process is known as an apostille. The Division of Authentications issues this certification for documents that are public and signed by a New York State official or a notary public in the name of the state. An apostille or certificate of authentication contains the department seal and a facsimile signature of the New York Secretary of State. The document is a one-page certificate with a blue, laser-printed facsimile of the department seal and includes the words “apostille for federal records requests” or “Certificate of Authentication.”

The division cannot apostille or authenticate federal documents. If you need to present a federal document in a foreign country, contact the appropriate agency in that country for its process.

Apostille for Federal Records Requests: Legalizing Official Federal Copies

In addition to a notary’s stamp and seal, an apostille contains a unique serial number. This number is used to track the process. The number can be found on the top right corner of the apostille. An apostille is valid for use in all countries that have joined the 1961 Hague Convention abolishing the Requirement of Legalization for Foreign Public Documents.

Authentication services review the documents only during the hours listed below. Customers must drop off their documents for review during the cited time period and provide proof of identification (valid national passport or state-issued photo ID, or driver’s license) for themselves and the person signing the document. Third-party requestors must also present written authorization from the original signatories that they are acting on their behalf.