How to Get an Apostille in New York: 2025 Complete Guide

Documents heading abroad need proper authentication to be legally recognized in foreign countries. Getting an apostille in New York provides this essential certification for your important papers.

When you get an apostille from New York State, your documents become legally recognized in over 120 countries that participate in the Hague Apostille Convention. This international treaty, established in 1961, created a standardized certification process that removed complicated authentication procedures previously required for cross-border document use.

Here are some reasons why a New York apostille is necessary when using documents in foreign countries:

• An apostille confirms that a New York document is authentic and legally accepted.
• Many foreign governments require apostilles before accepting US documentation.
• Apostilles make the legalization procedure easier by removing complex embassy authentication.
• Apostilles lower the chance that documents will be fake or rejected when you take them abroad.
• An apostille makes sure that foreign agreements and legal standards are followed.

Before the Hague Convention, documents required a multi-step document authentication chain that often involved county clerk verification, state authentication, U.S. Department of State certification, and international legalization. Now, with a New York State apostille, this entire process is condensed into a single step for use in member countries.

The common documents that need apostille certification for use abroad:

• Educational Documents: Transcripts, diplomas, and degree certificates are required when applying to foreign universities or having your credentials recognized abroad.
• Employment Records: Background checks, employment contracts, and professional licenses need authentication when accepting positions overseas.
• Personal Documents: Marriage certificates, birth records, and adoption papers require apostilles for international recognition of these important life events.
• Business Papers: Corporate documents, powers of attorney, and commercial contracts need apostilles when conducting business across borders.

Apostilles from New York State feature multilingual text and unique verification numbers, making them easily recognizable by foreign authorities regardless of language barriers.

The New York State Department of State, Division of Licensing Services, issues apostille certificates that verify the authenticity of signatures, the capacity of signers, and the identity of seals on your documents. It simply verifies the document's validity, not its contents. When a document receives an apostille, it becomes legally legitimate in any country that has signed the Hague Apostille Treaty.

To make sure your documents are accepted without delays, follow these key points carefully:

• Make sure your documents were issued within the last five years; older ones may not be accepted.
• Get an original or certified copy directly from the right New York authority (like your school, court, or government office).
• For state-issued birth, death, or marriage certificates, request them from the NYS Department of Health or the Office of Mental Hygiene.
• If your birth or death certificate is from New York City, get a “Letter of Exemplification” with it and have both certified at the County Clerk’s office.
• Educational documents must be certified by your school or university official, and their signature should be notarized.
• Power of attorney or legal documents need to be notarized first, then certified by a NY State official or County Clerk.
• Background checks from NY should be from the Division of Criminal Justice Services (DCJS); include the cover letter, no notarization needed.
• FBI background checks aren’t handled in NY; send those directly to the U.S. Department of State.
• Attach the Apostille/Authentication Request Form from the NY Department of State with your documents.

You have three options:

• Walk-In Service: You can submit your apostille request in person at one of the New York State Department of State offices located in New York City, Albany, Buffalo, or Utica. Walk-in services are offered on weekdays and allow you to have your documents processed the same day or within 2 to 3 days. Make sure your documents are fully prepared before you arrive. This includes having all necessary notarizations, certifications, and a completed apostille request form. Walk-in service is a great option if you’re local and prefer handling everything face-to-face. Keep in mind that there is a limit on the number of documents you can submit per visit.
• Mail-In Submission: If you’re not near a service center or prefer to avoid travel, mailing your documents is a simple alternative. To do this, send your certified or notarized documents along with a completed request form to the NYS Department of State office in either New York City or Albany. Be sure to include a self-addressed, stamped envelope so they can return your documents to you. This method is reliable and works well if you're not in a rush and want to manage the process from home.
• Use a Professional Apostille Service: For those who want a hassle-free experience or aren’t based in New York, using a professional apostille service can make the entire process easier. These services, like Globeia, allow you to upload your documents online and fill out a short application. They take care of reviewing your paperwork, ensuring it meets all requirements like county certifications, and submitting everything to the Department of State on your behalf. Once completed, they’ll send your apostilled documents back to you. This option is ideal if you want convenience, especially when dealing with multiple or complex documents.

The State of New York charges only a minimal fee for apostille processing. However, depending on how you submit your request, the total cost may vary. If you choose walk-in or mail-in service, you’ll need to cover travel, mailing supplies, and any notary or County Clerk certification fees. There are three payment options available: check or money order for mail-in requests, and credit/debit card if applying in person.

For added convenience, many people choose to work with a professional apostille service. While these services do charge an additional fee, they often include document review, certification handling, and express return. This can save time and effort, especially if you're out of state or need multiple documents processed quickly.

The processing time for an apostille in New York depends on how you submit your documents. If you go in person to the Department of State offices in NYC, Albany, Buffalo, or Utica, you can often get same-day service, though it may take 2–5 business days in some cases, depending on volume. Just make sure your paperwork is complete to avoid any delays. 

After you’ve submitted your apostille request, you might be able to track the progress, especially if you're using a third-party service or express mail with tracking. Once your apostilled document arrives, it’s smart to confirm its authenticity. Every apostille issued by the New York Department of State includes a unique ID number. 

Completing an apostille in New York comes down to proper preparation and following the right steps. Your documents must either originate from New York State or be notarized by a New York notary public to qualify for a state apostille.