How to Get an Apostille in New York: Step by Step

Reviewed October 2026 by Katherine Perron, New York State Notary Public

If a document issued or notarized in New York is going to be used in another country, that country will usually want proof that the signature on it is genuine. That proof is an apostille, issued by the New York Department of State.

Apostille or certificate of authentication?

If the destination country is a member of the Hague Apostille Convention, you need an apostille, and that is the end of the process. If the country is not a member, New York issues a certificate of authentication, and the document usually needs further legalization at that country's consulate.

The process for a notarized document

Step 1: Notarization

The document is signed in front of a New York notary, with a complete notarial certificate: venue, date, the notary's signature, printed name, and commission details. The original is what moves forward. Photocopies cannot be authenticated.

Step 2: County clerk authentication ($3)

The Department of State does not keep every notary's signature on file. The county clerk does. So the notarized original goes to the clerk of the county where the notary is qualified, and the clerk attaches a certificate confirming the notary's signature. County clerks charge $3 per notary authentication.

This is the step people skip. A notarized document sent straight to the state without county clerk certification gets sent back.

Step 3: Department of State ($10 per document)

The authenticated original goes to the Department of State with a completed Apostille/Certificate of Authentication Request Form and the fee of $10 per document. You must name the country where the document will be used.

• By mail: NYS Department of State, Division of Licensing Services, Apostille and Authentication Unit, P.O. Box 22001, Albany, NY 12201-2001. Include a return envelope.
• Walk-in: same-day service at Department of State offices in New York City, Albany, Binghamton, Buffalo, and Utica, limited to 10 documents per customer.
• Courier: for UPS, FedEx, or DHL, use the street address: 1 Commerce Plaza, 99 Washington Avenue, 6th Floor, Albany, NY 12231.
• Drop-off: accepted at the Albany and New York City offices. Drop-offs are processed in order of receipt, not while you wait.

Birth, death, and marriage certificates

Vital records are not notarized. The state authenticates the signature of the official who issued them, so you need an original or certified copy, and the path depends on who issued it:

• Issued by the New York State Department of Health: these can go directly to the Department of State without a county clerk step.
• Issued by a local registrar or town or city clerk: the county clerk authenticates the local official's signature first, then the document goes to the state.
• Issued in New York City: when you order a city birth or death certificate, request a Letter of Exemplification with it. City records are then certified by the New York County Clerk before they go to the state.

Diplomas and transcripts have their own rule: a school official certifies the document, and that official's signature is notarized before the county clerk step.

Old certificates are a common problem. If the official who signed yours is no longer on file with the county clerk, you will need a newly issued certified copy.

Five ways apostille requests go wrong

1. Skipping the county clerk step for a notarized document.
2. Taking the document to the wrong county clerk. It has to be the county where the notary is qualified.
3. Sending a photocopy instead of the original.
4. An incomplete notarial certificate.
5. Getting exactly what you asked for, then learning the foreign agency wanted something else. Confirm their requirements, including translations, before you start.

When to hand it off

You can do every step yourself. People hire an apostille concierge when they are on a deadline, cannot get to a county clerk during business hours, or have several documents from different offices.

Common questions

This guide is general information about New York notarial practice. It is not legal advice. For advice about your situation, consult a New York attorney.