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What is an Apostille or Certification?
An apostille is a certificate to a notarized document by the Secretary of the Commonwealth of Pennsylvania to verify the notary's authority to notarize the document to which is attached.
When a Pennsylvania notary public notarizes a document that will be filed in another state or country, the notary may be asked for proof of his or her appointment. This verification, depending upon the requirements of the particular state or country, may be obtained from the county where the notary public’s office is located or from the Secretary of the Commonwealth. The individual for whom the notarization was completed should check with the state or country of destination for their requirements.
The Secretary of the Commonwealth provides authentication of public officials’ signatures on documents. If the document is to be used outside the United States, the country of destination determines whether the authentication is an Apostille or Certification.
In countries that have accepted the Hague Convention, the notary public’s appointment is certified by an Apostille. The Apostille and other verifications are prepared by the Secretary of the Commonwealth for a $15.00 fee. At this time the following countries and territories have accepted the Hague Convention:
Member States of the Hague Conference Which are Contracting States to or have Signed the Convention Non-Member States of the Hague Conference Which are Contracting States To or have Signed the Convention Argentina
Australia
Austria
Belarus
Belgium
Bosnia and Herzegovina
Bulgaria
China, Hong Kong
Special Administrative Region
China, Macau
Special Administrative Region
Croatia
Cyprus
Czech Republic
Estonia
Finland
France
Germany
Greece
Hungary
Ireland
Israel
Italy
Japan
Latvia
Lithuania
Luxembourg
Macedonia, The former Yugoslav Republic of
Malta
Mexico
Monaco
Netherlands
New Zealand
Norway
Panama
Portugal
Romania
Russian Federation
Serbia and Montenegro
Slovakia
Slovenia
South Africa
Spain
Suriname
Sweden
Switzerland
Turkey
Ukraine
United Kingdom
Venezuela
Andorra
Antigua and Barbuda
Armenia
Bahamas
Barbados
Belize
Botswana
Brunei Darussalam
Colombia
Dominican
El Salvador
Fiji
Grenada
Kazakhstan
Lesotho
Liberia
Liechtenstein
Malawi
Marshall Islands
Mauritius
Namibia
Niue
Saint Kitts and Nevis
Saint Lucia
Saint Vincent and the Grenadines
Samoa
San Marino
Seychelles
Swaziland
Tonga
Trinidad and Tobago
A certificate of authentication is affixed to documents intended for countries that are not party to the Hague Convention. Apostilles require no further diplomatic or consular legalization while certificates of authentication must first be processed by the U.S. Department of State.
When the Secretary of the Commonwealth certifies a document, it verifies that the person who signed the document is a Pennsylvania official and the Secretary has given “full faith and credit” to the official’s seal and signature.
Common uses of Certification may be for adoptions, international business transactions, foreign study, dual citizenship, patents, marriage licenses, reference and job certification, birth certificates, transcripts and many other uses.
How Do I Obtain an Apostille or Certification?
Your documents must be signed and sealed by a Pennsylvania notary public or the Pennsylvania official who is the custodian of the record.
Mail your documents to the Department of State along with a cover letter that includes your name and full mailing address. Identify in the cover letter the country where the documents will be used. (view sample PDF)
Enclose a personal check, money order or cashier's check made payable to "Commonwealth of Pennsylvania" in the amount of $15 per document per separate signature. Checks and money orders must be issued by a U.S. institution. Cash cannot be accepted by mail or in person.
Photocopies of notarized or certified documents may not be certified by the Secretary of the Commonwealth.
Enclose a self-addressed, stamped envelope for return of your documents. If you wish the order to be returned by a courier service, you must enclose a prepaid air bill with your order.
Mail your request to:
Pennsylvania Department of State
Bureau of Commissions, Elections and Legislation
Room 210 North Office Building Harrisburg, PA 17120(Please note: Notaries Equipment Company can assist in obtaining Apostilles on an expedited basis)
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