Apostille Anxiety: How to get an apostille in NYC & at the federal level
Apostille
(App-oh-steel)
Before we started the visa application process, neither of us had ever heard the word apostille, much less knew how to get an apostille in NYC or at the federal level. I’d seen posts lamenting the lengthy and daunting process.
I have to admit, just the word apostille freaked me the eff out. I only just learned how to pronounce apostille correctly: app-oh-steel. 🤯
Navigating the apostille process can feel like diving into uncharted waters, especially when dealing with legal documents required for use in foreign countries. If you're searching for information on how to get an apostille in NYC or at the federal level, you're in the right place. This guide breaks down the steps, simplifies the jargon, and offers insider tips to save you time and frustration.
In short, an apostille is sort of like a high-level notarization issued either at the state or federal level, depending on who issued the document. It is used to certify documents for international use. For us, we had to obtain apostilles from three different entities. Our marriage certificate was from Texas, so we had to get the apostille from the Texas Department of State. Our kids’ birth certificates were issued in New York, so we needed a New York Department of State apostille. And our FBI reports were issued federally, so we had to send those off to the U.S. Department of State for their apostilles.
Needless to say, I thought it was overwhelming when I thought I could send them all off to the same place, so imagine how I felt when I realized I needed to send them off to three separate government entities and follow three different processes!
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My Experience Getting an apostille in NYC
Originally, I called a UPS store in Manhattan that is equipped to handle all of these things and obtain the apostilles from all 50 states, but when they quoted me a price of almost $1,000 (2 federal apostilles for FBI reports, 2 Texas state apostilles for our marriage certificates, and 4 New York State apostille requests for our kids’ birth certificates), I almost fainted and decided I would just figure out how to do it myself.
After I’d done all the research and legwork to organize the three packages, I learned about a magical online service called Apostille USA that takes all the guesswork out of the process and gets you your apostilled documents in as few as 24 hours. Plus, it only takes one minute to order your document apostilles.
File this under “things I wish I’d known sooner”!
Alas, I had already done all the work, so after reading the various government websites ten times over (why don’t they make these easier to understand?!), I felt confident I could send off the FBI reports to DC and the marriage certificates to Texas.
Things went a bit off the rails when I got to the NYC-issued birth certificates. If your kids were born in New York, pay attention. If not, skip this part and consult your state’s government website regarding getting apostilles for birth certificates for more info.
Apparently, if your children are born within the five boroughs, you are not eligible to receive a New York State Health Department-issued birth certificate. You must order it from the NYC Health Department through the VitalChek website.
Side note: you can order birth, death, marriage, and divorce certificates through VitalChek.
Take care to choose “apostille” for the purpose of the birth certificate, not “travel/passport” as we did. This one little mistake cost us weeks, as we had to reorder the certificates with the correct purpose chosen. Why? Because in order to get the New York City County Clerk to certify the birth certificates, you must also present a document called a Letter of Exemplification.
What is that, you ask? I have no clue, but you have to have it, and they won’t issue it separately from the certificates.
Once you have the certificates and letters of exemplification, you take those to the New York City County Clerk to be certified. Then and only then, can you send the certificates to be apostilled by the Department of State in Albany. Tired yet? Confused? Yeah, me too.
Keep reading to learn more about how to get an apostille in NYC and at the federal level.
What Is an Apostille?
An apostille (pronounced app-oh-steel) is a type of certificate of authentication that verifies the authenticity of the signature on a public document. It ensures the document will be recognized in foreign countries that are part of the Hague Apostille Convention. Examples of documents requiring an apostille certification include:
Birth certificates
Marriage certificates
Death certificates
Educational documents
Power of attorney
FBI background checks
Why Do You Need an Apostille in NYC?
The apostille process ensures that your original document is recognized abroad as valid and authentic. Whether you're applying for a visa, relocating to another country, or handling international legal matters, this certification is a vital step in verifying your official records.
Understanding the New York State Apostille Process
Getting an apostille in New York involves multiple steps, and the process varies depending on the type of document and issuing authority.
Here's a breakdown:
First, Identify the Issuing Authority
Different documents are handled by different offices:
Birth and death certificates: Handled by the New York City Department of Health or Vital Records.
Marriage certificates: Certified by the County Clerk of the county where the marriage took place.
Educational documents: Must be verified by the issuing educational institution and then authenticated by the New York State Department of State.
Next, Certify Your Document
Before obtaining an apostille, your document must be certified.
For example:
NYC birth certificates require a Letter of Exemplification from the NYC Department of Health.
Legal documents such as power of attorney must be signed and notarized by a notary public, with the notary’s signature authenticated by the County Clerk's Office.
Last, Submit Your Documents to the Appropriate Office
Once certified, your documents can be sent to the New York State Department of State in Albany for the apostille certification. For federal documents like FBI background checks, send them to the U.S. Department of State.
How to Get an Apostille for NYC-Issued Documents
Step 1: Order Certified Documents
For birth certificates, order from the NYC Department of Health via the VitalChek website. Be sure to select "apostille" as the purpose of the document to avoid delays.
Step 2: Obtain a Letter of Exemplification
The Letter of Exemplification is required for NYC-issued birth certificates. It is issued alongside the birth certificate when requested for an apostille.
Step 3: County Clerk Certification
Bring your certified copy of the document and Letter of Exemplification to the New York County Clerk's Office for certification.
Step 4: Apostille Certification
Send the documents to the New York State Department of State Office for the final apostille certification.
Alternatives to DIY: Apostille Services in NYC
If the thought of handling these steps yourself seems overwhelming, you can opt for professional apostille specialists. Services like Apostille USA streamline the process, offering express services and international shipping options. While this convenience comes at a price, it can save you significant time and stress.
Federal Apostille: Getting Certified Documents for Federal Use
For documents issued by federal agencies, such as FBI background checks, the process differs:
Submit your FBI report to the U.S. Department of State for authentication.
Include a money order or personal check for the required fees.
Provide a cover letter with your contact information and the destination country.
Tips to Avoid Common Pitfalls
Double-check document details: Ensure all information is accurate before submission to avoid delays.
Order extra copies: Having extra copies of your certified documents can save you from restarting the process if errors occur.
Use expedited services: If time-sensitive, consider next day air or express services for faster processing.
FAQs About Apostille in NYC
How long does it take to get an apostille in NYC?
Processing times vary. The New York State Department of State typically requires several weeks unless expedited. For quicker results, use walk-in appointments if eligible or hire an apostille specialist.
Can I use personal checks for payment?
Yes, the County Clerk’s Office and Department of State accept personal checks and money orders for apostille fees.
What is a Letter of Exemplification, and why is it needed?
A Letter of Exemplification certifies that a document, such as a birth certificate, is an official record. It is required for documents issued by the NYC Department of Health.
Can I walk into the County Clerk’s Office for same-day service?
Some locations offer in-person services for specific steps, but availability varies. Contact the office directly for details.
Do I need a certified translation for foreign use?
Yes, if the document is not in the official language of the destination country, a translated document may be required.
Conclusion
The apostille process may seem like a daunting maze, but breaking it down step by step makes it manageable. Whether you're obtaining an apostille in NYC, dealing with federal apostille requirements, or seeking professional help, being informed is key.
By following the detailed instructions above, you'll save time, avoid common pitfalls, and ensure your documents are ready for use abroad.
For info on how to send your FBI report for federal apostille, click this link.
And don’t miss these additional resources to help you prepare for your move abroad!
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