How to Get an Apostille in New York: Step-by-Step Guide (2026)

By The Coffee Shop Notary NYC · Updated July 2026 · 5 min read

Sending a document abroad — for dual citizenship, a foreign marriage, overseas property, or an international job? You'll likely be asked for an apostille. Here's what that actually is and how to get one in New York, step by step.

What is an apostille?

An apostille is a certificate issued by the New York State Department of State that authenticates a public document (including a notarized document) so it will be accepted in other countries that are members of the Hague Apostille Convention — which covers most of the world. Think of it as a government stamp that says "this notarization is legitimate."

Step 1: Get your document notarized correctly

For personal documents like affidavits, powers of attorney, and consent-to-travel letters, the chain starts with a proper New York notarization. Two things matter here: the notary must be commissioned in New York, and — per NYS law — only the English-language portions of a document can be notarized. If your document is bilingual, plan for that before your appointment.

Step 2: County clerk authentication

For notarized documents, this step is required: per the NYS Department of State, notarized documents must be certified by the County Clerk of the county where the notary is certified before the state will issue the apostille. (Certain state-issued vital records signed by the NYS Registrar can skip this step.) County certification fees vary by county, so check with the relevant clerk's office or ask when you book your notarization.

Step 3: Submit to the NYS Department of State

You can request the apostille by mail or in person through the Department of State's licensing offices (including the New York City office). You'll submit the original notarized/certified document, a completed request form naming the destination country, and the state fee — currently $10 per document. Processing times vary by season and method, so check the current timeline on the DOS website before you plan around it.

Step 4: Send it abroad

Once the apostille certificate is attached, your document is ready for the receiving country. If the destination country is not a Hague Convention member, you'll need embassy legalization instead of an apostille — a different, longer process handled through that country's consulate.

Common mistakes that get apostilles rejected

• Notarization done in the wrong state (the apostille must come from the state where the document was notarized)
• Missing county authentication when it's required for your document type
• Notarizing a photocopy when the receiving country requires an original or certified copy
• Non-English portions handled incorrectly — remember, NYS notaries can only notarize the English-language portions

Frequently asked questions

How much does an apostille cost in New York?

The state fee is $10 per document, plus the cost of the underlying notarization and any county authentication. Third-party expediting services charge more for handling it for you.

Can The Coffee Shop Notary get the apostille for me?

We handle the notarization step and provide guidance on the rest of the chain — the apostille itself is issued by the NYS Department of State. Text us and we'll point you in the right direction for your specific document.

Does an apostille expire?

The apostille itself doesn't expire, but some receiving countries or institutions require documents issued or notarized within a recent window (often 3–6 months). Check with the requesting party.