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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.

Are you in search of a place to get something notarized and don’t require a mobile notary? You’re in luck! There are convenient options available:

1. Banks: Most banks have a notary on-site for simple notarial acts, and they typically provide this service free-of-charge.
2. Local Government Offices: In accordance with New York State law, county, city, town, or village clerk offices are required to have a notary on staff during regular business hours. To find the nearest clerk’s office, simply search “city clerk near me” on Google.
3. Saturday Notarization: If you need notarization on a Saturday and happen to be in White Plains, you can visit Saxon Pharmacy at 460 Mamaroneck Ave, located next to Citibank. They offer notary services. Additionally, many UPS stores also offer notary services.

Please note that White Plains Apostille specializes in mobile notary services, catering to hospitals, offices, nursing homes, and handling more complex signings, such as Last Will & Testaments, Real Estate Closings, Financings, and Trusts, among others.

By utilizing these options, you can easily get your documents notarized without the need for a mobile notary service.

Generally speaking, one of the first steps to get the apostille is to order a certified copy of the birth certificate through the New York State Department of Vital Statistics. 

There are literally millions of U.S. citizens living abroad and many get married, work, or establish businesses outside the United States. If an U.S. citizen is about to marry abroad, obtain dual citizenship, or start a business in a member of the Hague Apostille network, then they will need to provide a birth certificate with an apostille. The birth certificate must be authenticated by the same state that has issued the certified copy.

Let New York Apostilles help handle the process for as little as $149. We can even assist you in authenticating a copy as many countries will accept copies when you can not obtain an exemplified or certified copy.

In Westchester County, the following Cities, Towns and Villages have the authority to issue birth certificates:

1. Cities:

• Mount Vernon
• New Rochelle
• Peekskill
• Rye
• White Plains
• Yonkers

2. Towns:

• Bedford
• Cortlandt
• Eastchester
• Greenburgh
• Harrison
• Lewisboro
• Mamaroneck
• Mount Pleasant
• New Castle
• North Castle
• North Salem
• Ossining
• Pelham
• Pound Ridge
• Rye
• Somers
• Yorktown

3. Villages:

• Ardsley
• Briarcliff Manor
• Bronxville
• Buchanan
• Croton-on-Hudson
• Dobbs Ferry
• Elmsford
• Hastings-on-Hudson
• Irvington
• Larchmont
• Mamaroneck (town)
• Mount Kisco
• Ossining (town)
• Pelham Manor
• Pleasantville
• Port Chester
• Rye Brook
• Scarsdale
• Sleepy Hollow
• Tarrytown
• Tuckahoe
• Irvington
• Armonk
• Chappaqua
• Katonah
• You can even upload your copy securely here: apostilleapply.com

Questions about the process? Call, text or WhatsApp Apostille Expediter Harry Otto at (914)441-2444 7 days a week.