Apostilles and Authentications of Documents

Some documents intended for use abroad (such as birth certificates, death certificates, marriage certificates, grade transcripts and diplomas, adoption papers, and corporate documents) require some form of authentication.

The Secretary of State provides this authentication in the form of either an apostille or a certificate of authentication. Authentications are often called legalizations or incumbencies. An apostille is a form of authentication used for countries which are parties to the Hague Convention, which abolished the need for legalization of foreign public documents.

The initial steps for apostilles and certificates of authentication are identical. First, a notary public notarizes the primary signature on the document. Next, the notary’s signature is certified by the county clerk in the county in which the notary public took the oath of office. Finally, the Secretary of State issues his certification by certifying the county clerk’s signature and affixing an Apostille or a Certificate of Authentication.

If the country in which the document will be used is party to the 1961 Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents, then an apostille is affixed. A certificate of authentication is affixed to documents intended for countries that are not party to the Hague Convention. Apostilles require no further diplomatic or consular legalization while certificates of authentication must first be processed by the U.S. Department of State.

One of the most common errors of persons seeking an apostille or authentication is the neglect to indicate the country in which the document will be used and the failure to provide contact information to call and inquire. 

Another common error often made is neglecting to get the county clerk's signature. The county clerk must certify the notary public's signature.

In some counties, if the county clerk isn't available, a deputy county clerk may be designated to sign the document being apostilled or authenticated. However, not all deputy county clerks are authorized to sign these documents. Please call our office first before having a deputy county clerk sign your document.

If a person has a divorce decree or other documents coming from the circuit clerk's office, these documents should not only be signed and certified by the circuit clerk or a judge, but it must also be notarized and certified by the county clerk.

Also, all vital records must contain the computer generated signature of the current registrar.  Only Mexico must have a live signature from the office of vital statistics. Contact the Office of Vital Statistics at (502) 564-4212. To order certificates with a credit card, please call 1-877-817-7362.

The fee for an apostille or a certificate of authentication is $5.00. A check for the correct amount should be made payable to the Kentucky State Treasurer.

For more information regarding apostilles, please contact the Apostilles Branch of the Office of the Secretary of State:

The Office of the Secretary of State is open Monday through Friday, 8:00 am to 4:30 pm EST.