How to Get an Apostille
in NYC. Step by Step.
Which authority to file with, what needs to happen before you submit, and realistic timelines — so your document isn't rejected and sent back to the start.
Five Steps
From Start to Finish
Most delays happen because a document is sent to the wrong authority, or because it needed notarization before it could be Apostilled. Getting the sequence right the first time is the difference between a 5-day process and a month of back-and-forth.
Confirm You Need an Apostille
Check whether the destination country is a Hague Convention member. If it isn't, you need embassy or consular legalization instead — a different, usually longer process.
Determine NYS or Federal
NY-issued vital records, NY-notarized documents, and NY state court orders go through the NYS Secretary of State. Federal records — FBI background checks, U.S. Department of State documents — go through the federal process instead.
Prepare & Notarize If Needed
Some documents must be notarized by a NY notary before they qualify for a NYS Apostille. Confirming this before you submit avoids an automatic rejection.
File & Wait for Processing
Standard NYS processing is 5–10 business days. Federal Apostilles typically take 6–8 weeks. Expedited options exist for both if your deadline is tight.
Receive & Use Your Document
Your document is returned with the Apostille certificate attached, ready for use in any of the 125+ Hague Convention countries.
Common Mistakes That Cause Delays
Wrong Authority
Sending an NY-notarized document to the federal government (or vice versa) causes an outright rejection — restarting your timeline from zero.
Missing Notarization
Some document types must be notarized first. Skipping this step is one of the most common reasons a NYS Apostille request bounces back.
Wrong Country Assumption
Not every country accepts Apostilles — non-Hague countries require embassy legalization, a separate and longer process entirely.
Sequencing Translation Wrong
If your document also needs translation, confirm with the receiving institution whether they want the Apostille on the original, the translation, or both.
Start Your Apostille
Apostille Process FAQ
If the destination country is a signatory to the Hague Convention of 1961, an Apostille is sufficient. If it is not a signatory, the document instead needs embassy or consular legalization, which is a different, typically longer process.
Documents issued in New York — birth, marriage, and death certificates, NY-notarized documents, and NY state court orders — go through the NYS Secretary of State. Federally issued documents, such as FBI background checks or U.S. Department of State records, go through the federal Apostille process instead.
Standard NYS Apostille processing takes 5–10 business days. Federal Apostilles through the US Department of State typically take 6–8 weeks standard. Expedited processing is available for both.
The Apostille is typically attached to the original document. If the destination country also requires a translation, that translation is usually certified separately and does not need to happen before the Apostille is issued — but requirements vary by country, so confirm with the receiving institution.
Sending a document to the wrong authority — for example, submitting an NY-notarized document to the federal government instead of the NYS Secretary of State — which causes rejection and restarts the timeline. Confirming the correct authority before filing avoids this.
Continue From Here
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Your Apostille?
We confirm the correct authority and handle the full filing for you.
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