New York Death Certificate Apostille
Complete 2026 guide to apostilling a New York death certificate. Learn about the mandatory 2-step process (County Clerk + State), NYC-specific requirements, fees ($10 + County), and how to avoid rejection.
What is a Death Certificate Apostille?
An apostille is an official certificate issued by the New York Department of State that authenticates a death certificate for use in another country. It verifies that the signature of the official who signed the death certificate (or the County Clerk who authenticated it) is genuine.
Because New York has a decentralized vital records system, most death 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 death 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 death certificate for international legal matters involving a deceased person:
- Inheritance & Probate: Settling an estate or transferring assets (bank accounts, property) in another country.
- Repatriation of Remains: Transporting a body or ashes to another country for burial.
- Pension Claims: Surviving spouses claiming benefits from a foreign government.
- Remarriage: Proving widow/widower status to marry abroad.
Document Requirements
To be accepted for an apostille, your New York death certificate must meet specific criteria depending on where it was issued:
NYC Death Certificates
Issued by NYC Dept of Health (Manhattan, Brooklyn, Queens, Bronx, Staten Island).
- Must be signed by the City Registrar.
- Letter of Exemplification: Often required to get the County Clerk authentication.
NYS (Outside NYC)
Issued by local town/city registrars or NYS Dept of Health.
- Local Registrar: Must be authenticated by the County Clerk of that county first.
- State Director: Can go directly to Albany (rare).
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 death 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 death occurred (or where the document was issued).
- 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 death certificate directly to Albany.
- Missing Letter of Exemplification (NYC): Some County Clerks require this letter to authenticate an NYC death certificate.
- Wrong Payment: Checks must be payable to "NYS Department of State".
- Sending to Buffalo: There is no apostille office in Buffalo. Use Albany or NYC.
Frequently Asked Questions
Do I need a Letter of Exemplification?
For NYC death 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 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.
Does the funeral home provide the apostille?
No. Funeral homes provide the death certificate, but they do not handle the apostille process. You must take the certificate they give you and go through the County Clerk and State steps yourself.
Review Log
Review Date: November 26, 2025
Confirmed NY's 2-step process (County Clerk -> State) remains mandatory for local certificates. Verified current fees ($10 State) and walk-in locations.