New York Birth Certificate Apostille
Complete 2026 guide to apostilling a New York birth certificate. Learn about the mandatory 2-step process (County Clerk + State), the "Long Form" requirement, and how to handle NYC documents.
What is a Birth Certificate Apostille?
An apostille is an official certificate issued by the New York Department of State that authenticates a birth certificate for use in another country. It verifies that the signature of the official who signed the birth certificate (or the County Clerk who authenticated it) is genuine.
Because New York has a decentralized vital records system, most birth certificates signed by local registrars must first be authenticated by a County Clerk before the State can issue the apostille.
Key Difference: Unlike many other states, you cannot simply mail a local NY birth certificate to the Secretary of State. You must almost always go through the County Clerk first.
When Do You Need It?
You'll need an apostilled New York birth certificate for international legal matters:
- Dual Citizenship: Applying for citizenship in another country (e.g., Italy, Ireland).
- Marriage Abroad: Proving your identity and age to marry in a foreign country.
- School Enrollment: Registering a child for school in another country.
- Residency/Visa: Applying for long-term residency or work visas.
Document Requirements
To be accepted for an apostille, your New York birth certificate must meet specific criteria:
"Long Form" Required
You must use a Certified Copy (Long Form) or "Vault Copy".
- Must include parents' names.
- Must have a raised seal.
- No "Short Form" or wallet-sized cards accepted.
NYC Requirements
Issued by NYC Dept of Health (5 Boroughs).
- Must be signed by the City Registrar.
- Letter of Exemplification: Required to get the County Clerk authentication.
Critical Rule: The New York Department of State keeps the signatures of County Clerks on file, not every local registrar. Therefore, the County Clerk acts as the middleman to verify the local signature.
Step-by-Step Instructions
Check the Signature
Look at who signed your birth certificate.
- Local Registrar / NYC Registrar: Proceed to Step 2 (County Clerk).
- State Director of Vital Statistics (Albany): You can skip to Step 3 (rare).
County Clerk Authentication
Take or mail the certificate to the County Clerk in the county where the birth occurred.
- Fee: Usually $3.00 - $5.00.
- Action: They will attach an "Authentication Certificate" verifying the registrar's signature.
- NYC Note: For NYC certificates, go to the New York County Clerk (60 Centre St) or the clerk in the specific borough.
State Apostille Submission
Once you have the County Clerk's authentication attached, send everything to the NY Department of State.
Division of Licensing Services
Apostille and Authentication Unit
P.O. Box 22001
Albany, NY 12201-2001
Include the Apostille Request Form and a check/money order for $10.00 per document.
Costs & Processing Time
Total Fees
- County Clerk Fee ~$3.00 - $5.00
- State Apostille Fee $10.00
- Total per doc ~$13.00 - $15.00
Processing Time
- Standard Mail 4-6 Weeks
- Walk-in (Albany/NYC) Same Day / Next Day
- *Includes both County and State processing steps.
Common Rejection Reasons
The NY process is stricter than most. Avoid these errors:
- Missing County Clerk Authentication: This is the #1 reason for rejection. You cannot send a local birth certificate directly to Albany.
- Using a Short Form: You must use the "Long Form" (Vault Copy) with parents' names. Short forms are not accepted.
- Missing Letter of Exemplification (NYC): Some County Clerks require this letter to authenticate an NYC birth certificate.
- Wrong Payment: Checks must be payable to "NYS Department of State".
Frequently Asked Questions
Do I need a Letter of Exemplification?
For NYC birth certificates, often yes. It is a separate page attached to the certificate that verifies it is a true copy. The County Clerk uses this to verify the signature. If you don't have one, you may need to order a new long-form certificate with the letter.
Can I use a "Short Form" birth certificate?
No. The Department of State requires a "Long Form" (Vault Copy) which includes the parents' names and a raised seal. Short forms or wallet cards are not accepted for apostilles.
Can I walk in to get my apostille?
Yes. You can walk in at 123 William St (NYC) or 99 Washington Ave (Albany). However, you must still have the County Clerk authentication before you go to the State office.
Review Log
Review Date: November 26, 2025
Confirmed NY's 2-step process (County Clerk -> State) remains mandatory for local certificates. Verified "Long Form" requirement and current fees ($10 State).