New York has an extra step that most states do not, and it is the single most common reason New York apostilles come back rejected. Documents notarized by a New York notary, or issued by certain county offices, must first be certified by the County Clerk in the county where the notary is registered. Only then will the Department of State issue the apostille.
Skip that step and the document is returned unprocessed, usually after you have already waited. This applies to notarized documents from all five boroughs, and it is why people who send their own paperwork to Albany often get it back with nothing done.
We handle the county clerk stage as part of the order, so it is not something you have to know about or manage. If your document was notarized in Manhattan, Brooklyn, Queens, the Bronx, or Staten Island, we route it through the right clerk first.
We also have people in New York, so you can drop your document off and collect it, or book a mobile notary who comes to you. Vital records from New York City work differently from the rest of the state, which is another thing worth getting right the first time.
At a glance
When the county clerk step applies
| Document | County clerk first? | Notes |
|---|---|---|
| Anything notarized by a NY notary | Yes | Clerk of the county where the notary is registered |
| NYC birth or death certificate | No | Issued by NYC Health Department, goes direct |
| NY State birth certificate (outside NYC) | No | Issued by NYS Department of Health |
| Marriage certificate (NYC) | No | NYC City Clerk issued |
| Court records | Usually | Depends on the issuing court |
| Power of attorney | Yes | Notarized, so clerk certification first |
| Diploma or transcript | Usually | Notarized copy, so clerk certification first |
We determine which route your document needs before submitting. You do not have to work this out yourself.
New York quirks worth knowing
- NYC vital records are separate from the rest of the state. Births and deaths in the five boroughs come from the NYC Health Department, not Albany.
- The county clerk must match the notary. Not where you live, not where the document is going, but where the notary is registered.
- Marriage certificates from NYC come from the City Clerk, and the long-form copy is usually the one accepted abroad.
- Older records may need retrieval first. If your certified copy is decades old or damaged, expect to order a fresh one.
- Letters of exemplification are sometimes requested for court documents going abroad, which is a different certificate from an apostille.
How it works
Step 1
Send or drop off the document
Bring it to our New York office, book a mobile notary, or mail it in. We can also order a certified copy for you.
Step 2
County clerk certification
If your document was notarized in New York, we handle the clerk stage first, in the correct county.
Step 3
Department of State apostille
We submit to the New York Department of State and pay the state fee, included in your price.
Step 4
Back to you
Collect at our office, shipped tracked and insured, or scanned and emailed as soon as it is done.
New York Apostille: common questions
What is the county clerk step and do I need it?
New York requires notarized documents to be certified by the clerk of the county where the notary is registered before the Department of State will apostille them. If your document was notarized in New York, you almost certainly need it. We handle it as part of the order.
My NYC birth certificate: does it go to Albany?
The certificate itself is issued by the NYC Health Department rather than the state, but the apostille comes from the New York Department of State. We route it correctly either way.
Can I use a photocopy of my New York birth certificate?
No. It must be a certified copy with the issuing office’s raised or printed seal. Photocopies and hospital souvenir certificates are rejected.
How long does a New York apostille take?
Standard processing is typically four to seven business days once we have a correct document. The county clerk stage can add a day or two. See processing times.
I got my document back rejected. Can you fix it?
Usually, yes. The most common cause is a missing county clerk certification, which we can add. Send us what you have and we will tell you what is still needed.
Official sources
Requirements, fees and processing times are set by the authorities below and can change without notice. Verify anything time-critical directly with them.
NY Dept. of State apostille or authentication
Ready to get started?
Book online and we will handle the county clerk step for you, so it does not come back rejected.
Related: California apostille · Power of attorney · Marriage certificate · What you need