Can a Notary Apostille a Document?

A notary and an apostille are not the same thing. People often mix them up. A notary witnesses signatures and confirms the identity of the signer.

An apostille is a certificate that proves a document is genuine for use in another country. If you are asking, "can a notary apostille a document?" the answer is no.

StateVitalRecords.org, a resource for ordering certified state vital records, helps clear up this mix-up. This guide explains why a notary cannot issue an apostille. It also covers who does issue one, and what steps to take for a birth, marriage, or death certificate.

What Is the Difference Between a Notary and an Apostille?

A notary works within the state where they hold their commission. They witness signatures and confirm identity.

An apostille goes further. It certifies that a public document and the official who signed it, are authentic. The table below shows the main differences.

A notary holds a state commission to witness signatures. That role does not include the power to verify records for use abroad. Only a state's Secretary of State or the U.S. Department of State can issue an apostille.

A notary stamp cannot replace that step. Asking a notary to apostille a document will not make it valid in another country.

Who Issues an Apostille for a Birth, Marriage, or Death Certificate?

USAGov, the federal government's official information site, confirms that state-issued vital records need an apostille from that state's Secretary of State. Only federal documents need one from the U.S. Department of State. A birth, marriage, or death certificate almost always falls under the state process.

Learn more about the apostille process for a birth certificate or a certified copy of a marriage certificate. The general steps look like this:

1. Order a certified copy of your birth, marriage, or death certificate (You can do this at Statevitalrecords.org).
2. Fill out any notarized request form your state requires.
3. Send the certified copy to your state's Secretary of State for an apostille.

Do You Need Notarization Before Getting an Apostille?

This depends on the specific document type and the state's individual requirements. The South Carolina Secretary of State's Office charges five dollars per document for this service. It requires most documents to be notarized by a commissioned South Carolina notary public first.

Other states follow comparable notarization rules for vital records requests. Verify the current requirements on your state's Secretary of State website before submitting anything.

How Do Notarization and Apostille Requests Work Together?

Some states ask for a notarized cover sheet or sworn statement with your certified vital record. The Secretary of State needs this before adding an apostille.

Through StateVitalRecords.org's partnership with NotaryLive, you can finish that notarization step online. There's no need for a trip to a bank or a notary's office.

Frequently Asked Questions

• Is an apostille the same as an authentication certificate? 
  • No. An apostille applies to documents used in countries that belong to the Hague Convention. An authentication certificate applies to countries outside that treaty.
• Can I get an apostille at a bank or a shipping store? 
  • No. Banks, shipping stores, and other retail notary locations cannot issue apostilles. Only a state Secretary of State or the U.S. Department of State can.
• How long does it take to get an apostille for a birth certificate? 
  • Processing time varies by state and can range from a few days to several weeks. Check your state's Secretary of State website for current times.
• Does every country require an apostille? 
  • No. Only countries that belong to the 1961 Hague Convention accept an apostille. Other countries require a separate authentication process.

Ready to Order and Certify Your Vital Record?

Order your certified birth, marriage, or death certificate through StateVitalRecords.org, and use the NotaryLive partnership to complete any required notarization step before you submit it for an apostille.

This post was written by the StateVitalRecords.org editorial team.