Procedure for Notarial or Apostille Certification Florida State:


The Secretary of State will Apostille or recognize the commission of a Florida notary or a Florida elected official for the following documents:

  • Original notarized documents, that have been correctly notarized in English, or that have been certified as true copies by a Florida Notary Public** Please see the excerpt from the notary reference manual at http://www.flgov.com/notary_ref_manual/http://www.flgov.com/wp-content/uploads/notary/ref_manual11-22.pdfhttp://www.flgov.com/wp-content/uploads/notary/ref_manual23-40.pdf for questions regarding documents that may or may not be notarized**
  • School transcripts from FLORIDA public schools and universities that have had the SIGNATURE OF THE SCHOOL REGISTRAR or ISSUING OFFICIAL NOTARIZED AT THE TIME OF ISSUANCE. These documents MAY NOT BE printed and notarized by an individual.
  • Birth, Death and Marriage Certificates bearing the signature of the State Registrar, who is currently C. Meade Grigg, obtained from the Florida Bureau of Vital Statistics in Jacksonville Florida. For their contact information, fees and procedures, or to determine whether your document is an original, you will need to visit the Bureau of Vital Statistics website at: www.doh.state.fl.us/planning_eval/vital_statistics/birth_death.htm
  • ****Please note that records obtained from local health departments are NOT ACCEPTABLE****
  • Vehicle Titles certified by the Florida Department of Motor Vehicles. For their phone number and fee information, please go to the following website: www.hsmv.state.fl.us
  • Original certified copies of documents filed with the Division of Corporations or original Certificates of Status bearing the signature of the Secretary of State. **Fees for corporate certification and apostille/notarial certification, when requested at the same time, will need to be paid separately and not all together in one check or money order. WE DO NOT ACCEPT CASH**
  • Documents certified by a Clerk of Circuit Court from a county within Florida, such as a marriage license or a divorce document bearing the stamp and seal of the Clerk.

**NOTE:  Documents must be submitted with original signatures; a photocopy of an original cannot be authenticated.

CERTIFICATION FEES:

****DO NOT SEND CASH****

***WE CANNOT ACCEPT INCORRECT FEES OR PAYMENT FOR ADDITIONAL POSTAGE***

Please note that checks or money ordersMADE PAYABLE TO: DEPARTMENT OF STATE, are the only acceptable forms of payment to this office.

The fee for a notarial or apostille certification by the Secretary of State is $10 per notarized document.

The fee for apostille certification of ORIGINAL certified copies of documents, such as a marriage license or a divorce document, obtained from the Clerk of Circuit Court are $20 per document. **You must contact the Clerk of Circuit Court to obtain these documents as we do not provide them**

Certified copies of ORIGINAL birth/death/marriage records obtained from THE BUREAU OF VITAL STATISTICS in Jacksonville, Florida that are signed by THE STATE REGISTRAR (the current State Registrar is C. Meade Grigg) are $10 per document. **** Please note that records obtained from local health departments are NOT ACCEPTABLE.****

PROCESSING TIME:

The processing time varies dependent upon the volume of work received and the resources available. We advise you to allow at least five (5) working/business days (Monday through Friday) for processing. Requests are completed in the date order they are received. We do not offer expedited services.

PROCEDURES:

Please follow these procedures carefully to enable our staff to process your request without delay.

  1. Enclose a cover letter stating the name of the country in which the documents will be used. The country name is needed in order to authenticate the document correctly, whether by Certificate of Notarial Authority or Apostille.
  2. Enclose the required fee. (See "CERTIFICATION FEES" above)
  3. You may enclose a self addressed, stamped envelope for return of the documents. ***If you wish the order to be returned by a courier service, you must enclose a pre-paid air bill with your order that is preaddressed FROM YOU and TO YOU. (No collect or cash on delivery (COD) mail or air bills can be sent from this office.)
  4. If you are using U.S. Mail, please use this address: 

    Department of State
    Division of Corporations
    Apostille Certification
    P.O. Box 6800
    Tallahassee, FL 32314-6800

    Note:  When using oversized envelopes, please insure the proper postage is affixed. All postage due envelopes are held in the post office for 4 to 6 weeks before being delivered. **Please address inquiries to the USPS regarding documents being held for additional postage or that have been lost or misdirected after leaving this office**


  5. If you are using a courier service, please use our physical address as courier service packages cannot be delivered to the Post Office Box. 

    **NOTE** This is also the address where we are located, if you chose to come in person, where you may wait for your request to be completed. No appointment is necessary.

    Division of Corporations
    Clifton Building, Apostille Section
    2661 Executive Center Circle
    Tallahassee, FL 32301
    Phone:  850-245-6945

 



On October 15, 1981, the United States became a member of the 1961 Hague Convention which abolished the requirement of legalization for foreign public documents. The Convention provides for the simplified certification of public (including notarized) documents to be used in countries that have joined the convention. Below are the requirements for receipt of a U.S. Department of State issued Apostille, or a State issued Apostille

U.S. Department of State Issued Apostille Requirements

Federally issued documents destined for use in participating Hague countries and their territories require an Apostille issued by the U.S. Department of State. Documents requiring an apostille issued by the U.S. Department of State are those which have been signed by one of the following:

  • U.S. Federal Official
     
  • an American Consular Officer
     
  • a Military Notary, Judge Advocate (10 USC 1044a), or a foreign Consul diplomatic official registered with the State Department Office of Protocol

Note:   All certifications must include a legible signature of the official's name, title and seal of the agency.

  • Please submit a completed Request of Authentications Service DS-4194 form with all of your requests. In Section 4 of the DS-4194, the "Country of Use" please put the actual name of the country the document will be used in. This information for each document must be specified before the document(s) can be processed. The "Country of Use" is the actual country the document will be used in.

State Issued Apostille Requirements

State issued documents destined for use in participating Hague countries and their territories should be certified by one of the officials in the jurisdiction in which the document was executed. The local state requirements are as follows:

  • Officials (usually in the office of the state‚Äôs Secretary of State) must have been designated as a competent authority to issue "apostille" certifications as stated by the 1961 Hague Convention Treaty.
     
  • A document with this certification does not require additional certification by the U.S. Department of State or legalization by a U.S. embassy or consulate overseas to be recognized in a participating country.

Note:

  • The U.S. Department of State will not issue an apostille for state-issued documents.
     
  • If your documents are intended for use in a country that does not participate in the Hague Convention of 1961, you may request an authentication certificate from the Department of State based on the authentication requirements.

Translate This Page