Common Mistakes in the Apostille Process and How to Avoid Them

Submitting the Wrong Type of Document

One of the most common apostille process mistakes in New York is submitting the wrong version of a document. Not all documents are eligible for an apostille, and even eligible ones must meet specific requirements.

Examples:

• Submitting a photocopy of a birth certificate instead of a certified copy issued by the Department of Health or the local registrar.

• Sending original notarized documents (like power of attorney) that weren’t notarized correctly or lacked a proper acknowledgment.

How to Avoid It:

• For vital records (birth, death, marriage, divorce): Use only certified copies issued by the proper state or county authority.

• For notarized documents (affidavits, authorizations, contracts): Ensure the notary’s acknowledgment or jurat includes proper wording, date, signature, and stamp.

• Avoid self-notarization—you cannot notarize your own signature.

Tip: A mobile notary can review your document before submission to confirm it meets apostille requirements, saving you from rejections later.

Skipping County Certification (for New York Documents)

In New York State, certain documents must first be certified by the County Clerk before they can receive an apostille from the Department of State. Missing this step is one of the leading causes of apostille rejection.

Example:

A client submits a notarized power of attorney directly to the Department of State, but the notary’s commission was issued in Westchester County. Because it lacks county authentication, the apostille request is denied.

How to Avoid It:

• Check whether your notarized document requires county certification before state apostille.

• County certification verifies that the notary was active and authorized at the time of notarization.

• Once certified, the document can then be sent to the New York Department of State Apostille Division.

Tip: Professional notary facilitators like Alisha’s Mobile Notary Service routinely handle this two-step process, ensuring your documents move seamlessly through both county and state offices.

Using Incorrect or Outdated Apostille Forms

Submitting outdated or incomplete apostille request forms can delay processing by several weeks. Each state—and sometimes even each country—has its own document requirements and fee structures.

Example:

Someone prints an old apostille request form from a third-party website instead of the official New York Department of State form. Their request is returned for correction, adding unnecessary time and postage costs.

How to Avoid It:

• Always download forms directly from the official New York Department of State website.

• Double-check the fee amount, mailing address, and payment method (New York requires a $10 fee per document, payable by check or money order).

• Include a self-addressed, pre-paid return envelope for faster turnaround.

Tip: Apostille facilitators ensure every form is current, accurately filled out, and compliant with the receiving country’s requirements.

Not Understanding Country-Specific Requirements

Each country has unique requirements for apostilled documents. Some may require translations, while others demand specific formats or extra certifications. Failing to meet these can result in your document being rejected upon arrival.

Example:

A client sends their marriage certificate to Spain with a valid New York apostille but forgets to have it translated into Spanish by a certified translator. The Spanish consulate refuses to accept it.

How to Avoid It:

• Research the destination country’s legalization rules before submission.

• Verify whether a translation or consular legalization is needed beyond the apostille.

• Ask about document expiration timelines—some countries only accept documents issued within 90 days.

Tip: Professional apostille services stay up to date on international requirements and ensure your paperwork is prepared correctly the first time.

Incorrect Notarization or Missing Details

Even a minor notarial error can invalidate a document. Common issues include missing seals, incomplete acknowledgments, incorrect dates, or illegible stamps.

Example:

A notary forgets to include their printed name under their signature or their seal is smudged. When the Department of State reviews the document, it’s rejected as “unverifiable.”

How to Avoid It:

• Always use a qualified notary who understands apostille documentation standards.

• Ensure every notarized document includes:

  • The notary’s signature and printed name

  • The commission expiration date

  • A clear, legible seal or stamp

  • The correct acknowledgment wording (New York-specific)

Tip: Alisha’s Mobile Notary Service provides both in-person and remote online notarization, ensuring documents are properly executed before submission.

Mailing Errors and Processing Delays

The apostille process often involves mailing original documents to various offices. Incorrect addresses, insufficient postage, or missing enclosures can cause serious setbacks.

Example:

A client mails their documents to the wrong department within the New York Department of State or forgets to include the return envelope. The documents are returned weeks later, unprocessed.

How to Avoid It:

• Use trackable mail services (like USPS Priority or FedEx).

• Double-check the address before sending:

  • For New York, apostille requests go to the Department of State, Division of Licensing Services, in Albany.

• Always include:

  • Completed request form

  • Proper payment

  • Return envelope with prepaid postage

Tip: A mobile notary facilitator handles mailing logistics and tracking, ensuring your documents reach the right hands without delays.

Attempting to Apostille Ineligible or Improperly Prepared Documents

Not all documents are eligible for apostille—especially documents that were altered, laminated, or contain errors. Attempting to certify or notarize documents that do not meet state or federal standards wastes time and money.

Example:

Someone submits a laminated birth certificate or an online printout instead of a certified copy. The Department of State rejects it immediately.

How to Avoid It:

• Never submit laminated documents.

• Only send certified, unaltered copies issued by the proper agency.

• For FBI background checks, ensure you obtain the federal apostille from the U.S. Department of State in Washington, D.C.

Tip: Alisha’s Mobile Notary Service directly handles FBI background check apostille facilitation by mailing documents to Washington, D.C., ensuring the process is done correctly.

Why Professional Apostille Facilitation Matters

Navigating the apostille process can feel like solving a bureaucratic puzzle. Each document type—whether personal, educational, or corporate—has its own set of rules. A professional apostille facilitator ensures your paperwork meets every requirement before it leaves your hands.

Benefits of working with Alisha’s Mobile Notary Service:

• Expertise in New York State apostille requirements and county certification processes

• Convenient mobile and online notarization for eligible documents

• Fast turnaround with full mailing and tracking support

• Assistance with international document translation and authentication coordination

• Service coverage across Hudson Valley, statewide in New York, and nationwide

Conclusion: Don’t Let Apostille Mistakes Derail Your Plans