Apostille

If you’re applying for dual citizenship or are planning to study abroad, you’ve probably come across the word “Apostille,” pronounced “eh-puh-STEEL”.

An Apostille is used to authenticate documents for use in another country.

To be eligible for an Apostille, which is issued through the New York Department of State (DOS), documents must first be authenticated in the Oneida County Clerk’s Office.

After authentication by the County Clerk, you must mail the following items to DOS Apostille and Authentication Unit:

• The original documents are to be apostilled/authenticated, along with their required County Clerk Certifications.
• A completed Apostille Request Form:
  • Form: https://dos.ny.gov/apostillecertificate-authentication-request-form-english
• DOS’s required fees ($10 per document)
  • Checks/Money Orders made payable to N.Y.S. Department of State
  • Payment can also be made via credit card on the Apostille Request Form.

The Department of State’s mailing address is:

New York Department of State
Division of Licensing Services
Apostille and Authentication Unit
PO Box 22001
Albany, NY 12201-2001

For more information about the Apostille process, please visit https://dos.ny.gov/apostille-or-certificate-authentication.

Birth, Death, and Marriage Certificates

If you need to authenticate a birth, death, or marriage certificate issued by a municipal Clerk or Registrar of Vital Statistics in Oneida County, you must provide us with original or certified copies of the documents.

• If the documents weren’t issued within the last few years, you should contact your City, Town, or Village Clerk to obtain a Certified Copy.
  • The Clerk’s Office is authenticating the signature of the Clerk or Registrar who signed the document. If it was issued several years ago, we can’t guarantee that we we’ll still have their signatures on file.
• Documents must have original signatures with a raised or embossed seal.
• Hospital records and photocopies cannot be authenticated.
• The fee for each Registrar/Clerk authentication is $5.00.
  • Checks should be made payable to the "Oneida County Clerk".

NOTE: Birth, Death, and Marriage Certificates issued by the New York State Department of Health, bearing the signature of the Director of Vital Statistics or NYS Registrar, do not require a County Clerk certification. 

Notarized Documents

The Oneida County Clerk’s Office can only authenticate Notary Publics who are commissioned to notarize in Oneida County.

If you need to authenticate a document that was notarized by someone who’s qualified in Oneida County, we will need the original document with a notary stamp and signature.

• Copies cannot be authenticated.
• The fee for each Notary authentication is $5.00.
  • Checks should be made payable to the "Oneida County Clerk".

Information regarding the types of documents that require notarization prior to the issuance of an Apostille can be found at www.dos.ny.gov/apostille-or-certificate-authentication.

Yes!

If you’re submitting documents by mail, please send them to the following address:

Oneida County Clerk
Naturalization & Passport Office
800 Park Avenue
Utica, NY 13501

Since we can only authenticate original documents, we recommend mailing them to us via Fed Ex, UPS, or Certified Mail, so you can track your package throughout the delivery process.

Please be sure to include a self-addressed, prepaid envelope so we can return the documents to you.

The Oneida County Clerk’s Office is not responsible for packages that get lost in the mail or don’t reach their intended destination.

• We make every effort to complete all requests received by mail within 24 to 48 hours.
• If you visit our office in person, we will authenticate your documents on that day.

Unfortunately, no. Since the Oneida County Clerk’s Office can't be held responsible for packages after they leave our offices, we do not provide the mailing service.

The documents will be returned to the customer in the self-addressed prepaid envelope provided and it is your responsibility to send them to the NYS Department of State for Apostille.