Authentication of Documents for International Use

Answer

Many types of documents must be sent to other countries. Only documents which are attested to by a proper West Virginia officer, such as a notary public, county clerk, or the State Registrar of Vital Statistics may be certified by the West Virginia Secretary of State.

Examples of Documents:

• Adoption
• Certified Copies
• Export
• Legal
• Miscellaneous Original
• Official
• School

Answer

By mail: Mail to the Secretary of State the following:

• The original document with proper official signature & seal.

• Completed Apostille and Certification Request (Form AC-1).

• Fees: $10 for each certification required, unless the order includes multiple documents certified by the same public official. In that case, the first document to be certified by one official is $10, and all additional documents are $5 each.

• The name of the country to which the document is to be sent.

• Your return address.

• If you need express mail services, enclose a prepaid return Express Mail packet or a FedEx, UPS or other shipping service packet with your account number.

In person: Services are available 8:30 a.m. to 5 p.m. EST Monday through Friday.

Answer

Improperly prepared documents are the number one cause of most delays. You can avoid rejected requests by checking your documents carefully before sending or bringing them to our office for certification. Follow these tips:

• Documents must be originals or certified copies -- plain copies cannot be certified.

• If a certified copy can be obtained from an officer in West Virginia (such as a birth, marriage or death certificate, deed, will, or license), a notary is not authorized to certify a copy.

• A certified copy from a County Clerk, Circuit Clerk or Registrar must have an original signature of the clerk or a deputy and a raised impression seal.

• A notarized document must include the proper notary affidavit (acknowledgment statement), the notary's original signature, and the notary's rubber stamp seal. A document with only the notary's signature and seal cannot be certified. View examples of notary acknowledgment statements that should accompany the notary seal and signature.

Answer

The type of authentication provided depends on the country receiving the document

• An apostille (ă pŏs tēēl') is provided when the country is a signatory to the Hague Convention. This is a simplified certification in a standard format with the West Virginia State seal stamped in RED ink. The U. S. Department of State posts a list of Hague Convention countries.

• A certificate is provided when the country is not a signatory to the Hague Convention. It includes more detailed information about the official certificate as well as the West Virginia State seal stamped in RED ink.

All apostilles and certificates certifying other officers have either an original signature of the Secretary of State, or his/her stamped signature with an original countersignature of an authorized staff member. The U.S. Department of State has these signatures on file.

Answer

We make every attempt to process filings within 48 business hours. However, please be aware the actual time required to process filings may be extended due to various factors. Walk-in customers are served as soon as possible, usually within a matter of minutes, depending on the number of documents to be authenticated.