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New York City birth certificates are more difficult to apostille than in any of the 50 states. This is because there are 4 steps to the process:

1. Your birth certificate needs to be exemplified, and if you’re reading this article chances are yours is not. This is a crucial step in the process.
2. It needs to be authenticated by the New York County Clerk.
3. It needs to be sent to Albany for the Apostille.
4. If you’re in a hurry, handling this process on your own can be quite challenging. As of this writing, you can expect the following timeframes:

• Ordering your exemplified birth document with exemplification from vitalchek.com – 2 weeks
• Mailing your documents to the County Clerk – 8 weeks
• Mailing your documents to Albany for Apostille processing – 4 weeks

I’m going to break each one of these down and explain how the process may differ between working remotely versus locally.

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The New York City Exemplified Birth Certificate:

Obtaining an Exemplified Birth Certificate in New York City:

The New York City birth certificate process is particularly complex. When you’re born, the hospital acts as an intermediary and handles the process of ordering the birth certificate. However, due to the heightened security standards for birth certificates, intermediaries are no longer allowed in the process. The exemplification document that was issued at the same time as the birth certificate indicates that the document originated at the New York City Department of Health and not a local hospital. This step takes approximately the same amount of time, whether you’re located locally or in California.

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The Authentication Process:

The authentication of your exemplified birth certificate is a different matter altogether. This process can only be performed at the New York County Clerk located at 60 Centre Street in downtown Manhattan. Whether you were born in Staten Island, The Bronx, Queens, or Brooklyn, this is the only clerk that authenticates exemplified birth certificates. You can walk in without an appointment any day, except Wednesdays, between 8:30 AM to 12:30 PM and 2:00 PM to 4:00 PM. If you’re not local, it’s an issue. You’ll need to mail them your documents with a money order for $3 and include a self-addressed envelope. Excluding return mailing, the processing time is approximately 8 weeks.

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The Apostille Process:

With very few exceptions, all apostille applications must be mailed directly to Albany and typically take just under four weeks. The process is fairly straightforward. You don’t need to fill out a standard application form, but be sure to enclose a $10 check and include a return postage-paid envelope.

Apostille or Attestation for UAE: What You Need to Know

We frequently receive requests for Apostille services for the United Arab Emirates (UAE). Our first response is usually, “Are you sure?” The reason for this is simple: the UAE is not a signatory to the Hague Convention on Apostilles, which means their standard procedure is different. However, there are instances where businesses or educational institutions, familiar with the U.S. process, will specifically request an Apostille or Authentication on documents. We’ve accommodated these requests, particularly for schools and companies aware of the complexities and costs associated with UAE Attestation services through the UAE Embassy or Consulate. That cost? A hefty $544.59 per document.

PHOTO: Hand Delivery to the UAE Consulate

When using our UAE Attestation service, one of the first things you should know is that all documents are hand-delivered to the UAE Consulate, located on the 7th floor at 305 East 47th Street in New York City. We take pride in our meticulous process—every step is documented, and photos of the transaction are sent to our clients for their records.

If you’re considering using our UAE Attestation service, here are some crucial points you need to know, in addition to our standard procedures and pricing guidelines:

1. No Same-Day Service: Unlike our usual Apostille services, same-day processing is not available for UAE Attestation. The UAE Consulate simply does not process documents within a day—or even the next day. They typically quote a three-day turnaround, but even that can be unpredictable. At White Plains Apostille & Mobile Notary, we ensure that your documents are delivered by hand, avoiding any risk of delays or lost items.

PHOTO: Bank Check Submission

Another essential aspect of this service is payment. The UAE Consulate charges $544.59 for each set of documents requiring Attestation. This fee is typically paid by a bank check, which can be supplied either by you or by us. We hand-submit the payment along with your documents, ensuring nothing is left to chance.

2. High Costs: As mentioned, the UAE Consulate charges $544.59 per set of documents, such as a Power of Attorney and passport authentication, that can be combined into one “Authentication.” This means fees can nearly double if you have separate sets, potentially reaching close to $1,100. While the Consulate’s website may state that credit cards are accepted, our experience has shown that a bank check is the most reliable form of payment (4 out of 5 credit card attempts result in declined transactions and the 5th usually boots you out of the website). Be prepared for the fees to add up quickly if you’re submitting multiple sets of documents, far beyond what’s quoted on our standard rate cards.

PHOTO: Front Reception Window at the Consulate

Our expediters often face challenges, such as arriving at the Consulate only to find the all-too-common sign at the front reception window on the 7th floor stating, “They’ll be right back.” When this happens, our expediters don’t just wait around—we persistently try until we successfully submit your documents. This persistence ensures that your documents are handled correctly, with no missing items.

PHOTO: The Attestation Hologram

Finally, after the rigorous process, what does the $544.59 fee actually buy? One of the coolest looking Attestation hologram stamps of any of the 30+ Consulates we work with! We’re not kidding.

Important Questions to Ask Before Submitting Documents for UAE:

• Check with the Recipient: If the documents are not being directly submitted to a government entity, ask if they would accept a Hague Convention-approved New York State Authentication or Apostille instead.
• Consolidate Documents: The UAE charges fees for each separate document requiring Authentication or Apostille. Ask if any documents can be combined to minimize costs.

If you have specific instructions from a business based in the UAE, share them with us. For same-day or next-day orders, we include the necessary time to assist you in asking the right questions, consolidating documents, and speeding up the process.

Note: Same-day and next-day orders guarantee the processing and completion of documents “ready for UAE” Consulate submission here in NYC.

Disclaimer: Consulate fees for White Plains Apostille & Mobile Notary vary between $499 and $999 depending on the location of the Consulate (e.g., NYC vs. Queens). These fees are always in addition to the Authentication or Apostille fees and expediting fees. We do not offer Consulate service with any of the economy service options; it is only available for our same-day or next-day orders.

Tidbit: Why $544.59? The UAE is the only Consulate that prices everything in “dirham” and then converts the amount.

Redacted version from this original post: https://notary.harryotto.com/nyc-birth-record-apostille-faq/

Before obtaining an apostille on the NYC based birth record, the record must be “exemplified” and “authenticated”. This rule applies to any birth or death record from these five counties:

New York County – Manhattan
Bronx County – The Bronx
Richmond County – Staten Island
Kings County – Brooklyn
Queens County – Queens

If your birth document is “one document” it won’t qualify. Here’s an example of a non-qualifying birth certificate, front and back:

You cannot exemplify a document. Your document must come with exemplification when you order it.

You will need to order your long form exemplified birth document from vitalchek.com and, during the ordering process, indicate you need this birth document for “international or apostille use”. Here is an example of a 2-page birth document that would be acceptable at the NYC county clerk:

How old is it? The clerk can reject authenticating the exemplified birth record after it’s a year old for any “substantive” reason, but usually doesn’t.

Still have a question on what’s acceptable for authentication and apostille? Call, text or WhatsApp apostille expediter Harry Otto and we’ll get you started: (914)441-2444

Harry Otto from White Plains Apostille and Mobile Notary Shares Insight on Obtaining Apostille for Naturalization Documents or Replacements for Lost Copies

As an expert in document authentication, Harry Otto of White Plains Apostille and Mobile Notary offers valuable information for those seeking Apostille services for naturalization documents or needing to obtain replacements for lost copies.

1. Original Documents:

• Typically required for Apostille through the U.S. Department of State
• If originals are unavailable, some countries may accept authenticated copies

1. Authentication Process:

• For accepted countries, we can make a laser copy and obtain a New York State Apostille
• This process is generally much faster than federal Apostille – even the very same day with our same-day service option.

1. Obtaining Copies of Naturalization Documents:

• Visit a USCIS field office
• Locations:
  a) Federal Plaza in New York City
  b) Great news for local residents: There’s a convenient local office at 40 South Main St. in Port Chester, NY 10573
• This local option means you don’t have to travel to Federal Plaza in New York City
• Appointments are required for both locations
• Schedule online at: https://my.uscis.gov/en/appointment/v2

1. Apostille Validity (Expiration):

• Unlike FBI background checks, Apostilles do not typically expire
• No need for regular renewals as with some time-sensitive documents

1. Streamlining the Process:

• Harry suggests sending White Plains Apostille uploads of the instructions you’re working from
• This allows him to review the language and determine if the country will accept an authenticated copy
• If accepted, the process can be much easier and faster through New York State, rather than Washington DC
• Always share the instructions and a copy of the naturalization document with a member of the White Plains Apostille team
• They can then provide direction and outline the next steps for your specific situation

For specific country requirements or more detailed information, please call, text or WhatsApp us at (914)441-2444. The best approach is to consult with the White Plains Apostille team early in the process to ensure the most efficient and appropriate handling of your documents.

White Plains Apostille & Mobile Notary Translation Services

According to the guidelines of the International Hague Convention, vital record translations cannot be considered as “legal” documents. The translations that accompany your Apostille are classified as “reference translations,” intended to assist, rather than directly serve as the information source, outside the United States.

For instance, if you are applying for a student VISA, you are not allowed to utilize the translation document as a source of pedigree or identifying information. Instead, information for your new international document must be sourced from the original government-issued vital document. Moreover, if you intend to change your name, even in a minor way, you will need to apply for that change independently. Any variations to your name in the translation or notes in parentheses will be disregarded, following the Hague Convention guidelines.

We have established close partnerships with law firms capable of performing high-level legal translations for Italian, German, Portuguese, and Spanish. For legal documents like a Procura Specialie in Italy, we advise against opting for a $99 reference translation. However, for documents such as marriage licenses, birth certificates, or death certificates, reference translations are sufficient, as they are not used for sourcing information.

Our acceptance guarantee ensures that any rejections based on procedural guideline violations will be covered. Please note that our replacement guarantee does not apply to opinion-based objections from clients, such as “I think the gender of the word bicycle wasn’t proper.” In essence, the primary goal of the translation is to ensure the acceptance of your Apostille document, rather than being relied on as the primary source of information.

If you have any questions regarding the translation process, please feel free to ask before placing your Apostille order. Even if you think your question may be unrelated, we encourage you to seek clarification.