Why New York is different
The New York Department of State is the only office that issues New York apostilles, but most documents cannot go straight there. Notarized documents, and vital records issued by a city or town rather than the state, must first be certified by the county clerk.
For a notarized document, that means the clerk of the county where the notary is commissioned, not the county where you signed and not the county where you live. Send it to the wrong clerk and it comes back.
Which path your document takes
Straight to the Department of State: birth, death, and marriage certificates issued by the New York State Department of Health and signed by the State Registrar or Director of Vital Statistics, and documents already signed by a state official.
County clerk first, then the Department of State: anything notarized, including powers of attorney, affidavits, corporate resolutions, and school documents certified by a registrar, plus vital records issued locally by a city, town, or village clerk.
A different route entirely: New York City birth and death certificates, which have their own requirement described below.
New York City birth and death certificates
NYC vital records come from the New York City Department of Health and Mental Hygiene rather than the state, and for apostille purposes you have to ask for a Letter of Exemplification when you order the certificate. A plain certified copy is not enough.
The record then goes to the New York County Clerk for certification before the Department of State will issue the apostille. NYC marriage certificates come from the City Clerk's Marriage Bureau and follow their own path.
One important limit: New York does not allow a third party to order someone else's birth or death certificate. You have to request your own record, and we work with what you receive.
Diplomas, transcripts, and school records
A diploma or transcript is not a public document on its own. An official at the school, college, or university has to certify in writing that it is an official record or a true copy, and that official's signature has to be notarized.
From there it follows the notarized document path: county clerk where the notary is commissioned, then the Department of State. NYU, Columbia, Fordham, and the CUNY and SUNY schools all have a registrar process for this, so start with them.
What we need from you
The original document, not a photocopy, and the destination country, since that decides whether you need an apostille or authentication for embassy legalization.
For a notarized document, tell us which county the notary is commissioned in. For NYC vital records, the Letter of Exemplification. For school records, the registrar's certification, notarized.
If you are not sure which of these applies, send us a photo before you order anything and we will tell you which path your document takes.
Fees beyond our service
The New York Department of State charges $10 per document. County clerk certification is usually a few dollars per notary signature. Ordering a certified copy or a Letter of Exemplification has its own fee from the issuing office. Shipping is separate.
Our $350 covers preparing the request, routing it through the county clerk and the Department of State in the right order, and tracking it. Additional documents in the same submission are $65 each.
Documents going to countries that do not accept apostilles
For the United Arab Emirates, Qatar, Kuwait, Egypt, and other non-member countries, New York documents need a certificate of authentication rather than an apostille, followed by embassy legalization. The New York steps are the same; what changes is what happens after. We quote those separately.
Everything in one place
Fingerprinting, the FBI background check, notarization, witnesses, certified translation, the apostille or authentication request, passport photos, and tracked shipping are all done by our own team, in our own offices.
That matters because these steps have an order. A translation done before the apostille usually has to be redone. A document notarized in the wrong state cannot be apostilled here. When one team handles the chain, those mistakes do not happen, and you make one call instead of coordinating four businesses against one deadline.
Other languages
Each language has its own page with document types and rules.
Translation languages
A document in another language usually needs a certified translation as part of the process.
Country guides
Requirements depend on where your documents are going.
Prices for New York apostille service
- New York apostille courier serviceFor documents issued or notarized in New York. Additional documents are $65 each.$350first document
- Additional documents, New York and other states$65each
- Authentication and embassy legalization courier serviceFor countries that don't accept apostilles.Request a quote
- Domestic shipping, FedEx or USPSTracked shipping within the United States. Added to the cost of the service.$25per shipment
- International shipping, DHL or FedExQuoted by destination and weight. Tracked door to door.Request a quote
Our courier service fee. The New York Department of State charges $10 per document, county clerk certification is about $3 per notary signature, and shipping is separate. See all prices.
Questions about New York apostille service
How much does a New York apostille cost?
Our courier service is $350 for the first document and $65 for each additional document in the same submission. The New York Department of State charges $10 per document, county clerk certification is a few dollars per notary signature, and shipping is separate.
Why does New York need a county clerk certification?
New York requires notarized documents and locally issued vital records to be certified by the county clerk before the Department of State will issue an apostille. For a notarized document it is the clerk of the county where the notary is commissioned.
Does my New York birth certificate need the county clerk step?
It depends on who issued it. A certificate issued by the New York State Department of Health and signed by the State Registrar can go straight to the Department of State. A New York City certificate needs a Letter of Exemplification and certification by the New York County Clerk.
What is a Letter of Exemplification?
It is an extra certification from the New York City Department of Health and Mental Hygiene that makes an NYC birth or death certificate eligible for an apostille. Ask for it when you order the record, because a plain certified copy will not work.
Can you order my New York birth certificate for me?
No. New York does not permit third-party retrieval of birth and death certificates. You order your own record, then we handle the certification and apostille steps.
Do vital records need to be notarized first?
No. A certified copy from the issuing office is already authentic. Notarizing it does not help and can complicate the filing.
How do I apostille a New York diploma?
Ask the registrar to certify that it is an official record or true copy and to have that signature notarized. Then it goes to the county clerk where the notary is commissioned, and on to the Department of State.
How long does a New York apostille take?
Our courier service runs 10 to 15 business days. County clerk and Department of State processing are set by those offices and add to that, so New York generally takes longer than an Oregon apostille.
I live in Oregon. Can you still handle a New York document?
Yes, that is most of this work. Mail or bring us the document and we handle the New York offices from here. Call (971) 514-3743 first so we can confirm your document is the right version.
Notary and document services
Signing, witnessing, translating, and authenticating documents. Book them together and we coordinate the order.
- Notary Public Services
Notarization at our Beaverton office at $10 per signature, Oregon's maximum fee.
- Mobile Notary
We come to your home, office, hospital, or care facility to notarize signatures.
- Loan Signing Agent and Document Closings
Mobile loan document closings for title companies, escrow offices, and signing services.
- Estate Planning Notary and Signing Services
Notarization and independent witnesses for wills, trusts, advance directives, powers of attorney, and deeds.
- Witness Services for Wills, Advance Directives, and Powers of
Attorney
Independent witnesses for wills, advance directives, and powers of attorney.
- Form I-9 Verification for Remote Employees
We act as your authorized representative to examine documents and complete Section 2 of Form I-9.
- Apostille Courier Service (Document Authentication)
Private courier service that prepares and delivers your apostille requests to the right government office.
- California Apostille Courier Service
Apostille courier service for California documents, handled from Oregon.
- Washington Apostille Courier Service
Apostille courier service for Washington documents, handled from Oregon.
- Corporate and Life Sciences Document Authentication
Apostille and authentication for FDA export certificates and corporate records used to register products and open entities abroad.
- Certified Spanish Translation and Document Translation
Certified Spanish to English translations of birth, marriage, and divorce records, plus other languages.
- Passport Photos
U.S., Canadian, and international passport and visa photos, printed or as a digital file.
Where we offer New York apostille service
At our Beaverton office and by mobile appointment across the Portland metro area.
Last updated 2026-09-20