Executive Records
Authentication of Documents for International Use
What is authentication for international use?
When a document from West Virginia needs to be filed in another
country, those countries require proof that the document is a
true and proper document. The Secretary of State provides a
certification which the other country then relies on to accept
the document. These procedures help prevent forgeries.
What documents can be certified?
Many kinds of documents must be sent to other
countries. Only
documents which are attested to by a proper West Virginia
officer, such as a notary public, county clerk, or the State
Registrar of Vital Statistics can be certified by the West
Virginia Secretary of State.
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Examples:
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Official personal records
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School records
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Legal documents
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Adoption documents
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Export documents
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Miscellaneous original
documents
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Certified copies of
miscellaneous documents
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Other documents
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Click the
graphic for detailed examples of documents which
may be authenticated.
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How do I avoid delays and returned documents?
Most delays are caused by improperly prepared documents. You
can avoid rejected requests by checking your documents carefully
before sending or bringing them for certification. Follow
these tips:
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Documents must be originals or certified copies --
plain copies cannot be certified.
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If a certified copy can be obtained from an officer
in West Virginia (such as a birth, marriage or death certificate, deed, will, or
license), a notary is not authorized to certify a copy.
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A certified copy from a County Clerk, Circuit Clerk or
Registrar must have an original signature of the clerk or a deputy and a raised impression seal.
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A notarized document must include the proper notary
affidavit (acknowledgment statement), the notary's original signature,
and the notary's rubber stamp seal. A document with only
the notary's signature and seal cannot be certified.
What are the procedures and fees for certification?
By mail:
Mail to the Secretary of State the following:
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The original
document with proper official signature & seal.
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$10 for each
certification required, unless the order includes multiple
documents certified by the same public official. In
that case the first document by certified by one official is
$10, and all additional documents are $5 each (see Ordering
& Payment).
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The name of
the country to which the document is to be sent.
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Your return
address.
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If you need
express mail services, enclose a prepaid return Express Mail
packet or a FedEx, UPS or
other shipping service packet
with your account number.
In
person: Services are available 8:30 a.m. to 5:00 p.m.
Monday through Friday.
What will you receive?
The type of authentication provided depends on the country which will
receive the document.
An apostille (ă pŏs tēēl')
is provided when the country is a signatory to the
Hague
Convention. This is a simplified certification in a
standard format with the gold seal of the State of West Virginia attached.
The U. S. Department of State posts a list of Hague Convention countries.
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A certificate is provided when the country is not a signatory to the Hague
Convention. It includes more detailed information about the official certified,
The gold seal is attached. (See a sample!)
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All apostilles and certificates certifying other officers have either an original signature
of the Secretary of State, or his stamped signature with an original countersignature of an
authorized staff member. The U.S. Department of State has these signatures on file.
How long will it take to get certifications?
Complete requests with proper documents received by mail will generally be prepared and
mailed back within 24-48 hours.
Complete requests with proper documents received by express delivery will be prepared for the
next pick-up, if possible, or within 24 hours.
Walk-in customers are served as soon as possible, usually within a few minutes.
Who can answer questions about certification services?
E-mail execrecords@wvsos.com
Call (304) 558-6000 between 8:30 and 5:00 Eastern Time.
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