Secretary of State > Business and Licensing > Authentications

 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.

Examples:

Important Information Regarding FBI Fingerprinting Cards!!!

As of August 1, 2009, we will no longer be able to authenticate the FBI fingerprint cards directly. These cards must be notarized by a WV notary in order for our office to authenticate them. Once these documents are released to the customer they are not considered federal documents. Due to being personal documents, they must first be notarized like all other personal documents to be authenticated.

The fingerprint card can be photocopied by the person who owns it, and then an affidavit can be drafted, which would refer to the the fingerprint/report, with general information stating where the fingerprint was obtained and the person it was obtained for. This affidavit must be signed in front of a notary by the person mentioned on the card and must be on a separate sheet of paper from the card. Once the notary has acknowledged this affidavit, send the affidavit, copy of the front and back of the fingerprint card and criminal record (if applicable) to our office for authentication. REMINDER! We are only able to authenticate documents notarized by a West Virginia Notary.

See the below examples of affidavits and completed authentication of a fingerprint card.

Affidavit

Completed Authentication

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:

• Documents must be originals or certified copies -- plain copies cannot be certified.
• 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.
• 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.
• 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. Click here to view examples of notary acknowledgement statements that should accompany the notary seal and signature.
• Click here for the authentication form to be used when submitting documents

What are the procedures and fees for certification?  By mail:  Mail to the Secretary of State the following:

• The original document with proper official signature & seal.
• Completed Authentication Service Request Form
• $10 for each certification required, unless the order includes multiple documents certified by the same public official.  In that case, the first document to be certified by one official is $10, and all additional documents are $5 each (see Ordering & Payment).
• The name of the country to which the document is to be sent.
• Your return address.
• 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.  (See a sample!)

A certificate is provided when the country is not a signatory to the Hague Convention.  It includes more detailed information about the official certificate.  The gold seal is attached.  (See a sample!)
 
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 Standard Time.