When authenticating and verifying documents for international use, two common terms often come up "apostille" and "notarization." While they appear similar at first glance, these processes differ significantly, and it is essential that your customers know which certification best fits their situation. Understanding these differences can make communication with customers more accurate.
Apostilles are used to certify public documents for international use according to an agreement among countries known as the Hague Convention. Apostilles are most frequently required when entering another country for marriage or birth certificates and official documents from other institutions that need recognition by another government agency (typically the Secretary of State's Office); notaries do not possess this authority themselves but may assist customers in applying through local agencies for them.
Notarization refers to the process by which a Notary public witnesses the signatures on documents, stamping them with his seal and stamp. Notarization is widely recognized and accepted across many countries as part of their authentication processes. Notaries ensure that each signer is who they claim they are while verifying whether the document was signed in the correct presence and environment.
Some notaries offer apostille services as part of their notary services, assisting customers with applying for an apostille certificate. It is important to remember that Notaries cannot affix the certificate; that responsibility lies with the State Department that issues an apostille. Instead, Notaries can use courier services that send original documents with request forms and postage-paid return envelopes to an agency that attaches them and returns them to the Notary/customer for their approval and final apostille attachment process.
Notaries specializing in apostille services can make extra income through this lucrative field. Notaries typically charge fees to attach the apostille, mail the documents with payment for processing fees, and request forms to appropriate agencies, then return documents at a fee to customers.
When determining the appropriate certification type for customer documents, it's best to consult the embassy or consulate of the country where they will be used. They will give specific guidance on which steps are needed and may even assist in expediting apostille or authentication processes.
As international travel and business expand, so does the need to authenticate legal documents. Notaries need to ensure their customers understand which certification is necessary. By being knowledgeable of apostille and notary services, they can better communicate this message to their customers.
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