Certifications, Apostilles, and the Authentication of Documents

New Single Certificate and Seal

The Pennsylvania Department of State has updated its Apostille format to a universal Apostille/single certificate.

The Office of Notaries, Commissions and Legislation will now issue a single certificate that can be used for contracting and non-contracting parties to the Apostille convention. We have also redesigned the Apostille, adding Spanish and French translations to each section. We will change to an electronic seal, printed in black ink instead of the raised gold seal. The authenticity of all certificates now may be verified by entering the certification number in our document search.

This update affects only the appearance of the Apostille/Certification. It does not require the public to provide additional information or take any additional steps to get their public records certified.

Overview

The Secretary of the Commonwealth provides authentication of Pennsylvania public officials' signatures on documents that will be used outside the United States. For documents intended for use in foreign countries, the country of destination determines whether the authentication is an Apostille or Certification. Apostilles and Certifications are not issued for documents that will be used within the United States.

When a Pennsylvania notary public notarizes a document that will be filed in another state or country, the notary may be asked for proof of his or her appointment. This verification is called a Certificate of Good Standing for Notary Public and may be obtained from the Secretary of the Commonwealth. The individual for whom the notarization was completed should check with the state or country for its requirements.

The Apostilles, certifications and other verifications are prepared by the Secretary of the Commonwealth for a $15.00 fee. The front doors of the North Office building are locked after 3PM.

If you are looking for information on Vital Records such as Birth Records and Death Records or changing Birth and Death Records visit the Pennsylvania Department of Health- Vital Records.

If you are looking for information on Marriage and Divorce Records or Adoption Registry you may wish to contact the appropriate Pennsylvania county government office in which the records were filed.

How do I obtain an Apostille or Certification

• For documents that are submitted by mail, typically, allow about two (2) to three (3) weeks.  Processing time does not include mailing time. 
• We are now accepting appointments for authenticating documents for use out of the USA. You can schedule an appointment for certification of documents. Be sure to arrive on time or you will run the risk of being rescheduled. You will need to tell us the number of documents (not pages) to be processed and the country that it is requiring them. The payment is expected upon completion the certification.
• If using a GPS device for driving directions, please use 401 North Street Harrisburg, PA 17120 for the street address. Once you get to the North Office Building, come upstairs to room 201.
• The cost is $15.00 per document. 
  Starting on Monday, November 25, 2024, we will no longer accept cash for walk-in services.  We will accept checks, money orders and credit card payments. 
• Do not remove the staple from any document that has been processed.
• To mail requests, submit the following to:

Pennsylvania Department of State
Apostilles & Certifications
North Office Building, Room 201
401 North Street
Harrisburg, PA 17120-0029

1. Original document(s)
2. Include a cover letter or you may use our Request for Legalization of Documents form (Chinese/中国人) ( Spanish/Español). Identify the country where the documents will be used, as well as the requestor's name, contact phone, email, and full mailing address.
3. Enclose a personal check, money order, or cashier's check made payable to "Commonwealth of Pennsylvania" in the amount of $15 per document (not per page).  Checks and money orders must be issued by a U.S. institution or, if issued by a foreign bank, must be in U.S. dollars and contain a routing number.  Cash cannot be accepted by mail or drop-box.
4. Enclose a self-addressed, stamped envelope for the return of your documents.  If you wish the order to be returned by a courier service, you must enclose a prepaid air bill with your order.  Effective October 1, 2009, the Department no longer accepts FedEx or DHL for the return shipment of documents.  NOTE: If requesting your documents to be returned via UPS (United Parcel Service), please list yourself as the sender and recipient on the air bill that you will be providing.  Otherwise, the air bill will be changed accordingly.  We recommend purchasing tracking services for both the original envelope and the return envelope, and keep a record of your tracking numbers.

For Certificates of Good Standing for Notaries Public, write a letter requesting a Certificate of Good Standing and providing the full notary name and commission ID, if known, your name and full mailing address and payment in the amount of $15 per certificate. 

Questions concerning apostilles or certifications may be directed to the Pennsylvania Department of State, Bureau of Notaries, Commissions, and Legislation by calling (717) 787-5280, by email: RA-CERTIFICATIONS@pa.gov or by writing to the address listed above. 

You may contact the U.S. Department of State concerning the legalization of FBI background checks and other federal documents at https://travel.state.gov/content/travel.html.