Notary & Apostille Services
Authenticate Your Documents
Whether you need a document notarized for a U.S. transaction or apostilled for use in a foreign country, Manay CPA manages the complete authentication process — accurately, quickly, and without the complexity of coordinating multiple agencies on your own.
- Notarization of business and personal documents
- Apostille authentication for use in Hague Convention countries
- Available for U.S. and international clients in all 50 states
Certified for guaranteed quality
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What Are Notary and Apostille Services?
A notary service involves the certification of a document by a licensed notary public — an official authorized by the state to witness the signing of documents, verify the identity of the signatories, and certify that the signatures are genuine. Notarization is required for a wide range of legal and business documents including powers of attorney, affidavits, business agreements, real estate documents, and many government applications.
An apostille is a higher-level authentication certificate — issued by the secretary of state or other designated authority — that certifies the authenticity of an official document for recognition in countries that are members of the Hague Apostille Convention. If you need to use a U.S. document in a foreign country — such as a certificate of incorporation, a power of attorney, or a vital record — that country will typically require the document to first be notarized and then apostilled before it will be recognized as legally valid. Manay CPA manages both steps as a coordinated service.
STEPS
Steps
Document Review
We review the documents requiring authentication, confirm the destination country’s specific requirements — including whether apostille alone is sufficient or whether additional consular legalization is required — and identify the notary and apostille process specific to your state and document type.
Notarization Coordination
We arrange notarization of your documents by a licensed notary public, verifying the identity of all signatories and confirming that the document is executed correctly before it proceeds to the apostille step.
Apostille Application
We submit your notarized document to the appropriate state authority — typically the secretary of state’s office — for issuance of the apostille certificate, managing the application, fee payment, and follow-up through issuance.
Document Delivery
We deliver the fully authenticated document — notarized and apostilled — to you in the format required for its intended use, whether physical delivery, courier service, or digital copy depending on the destination country’s acceptance of electronic documents.
Table of Contents
Notarization Is Required Before Apostille Can Be Issued
The apostille process has a specific sequential requirement: a document must first be properly notarized before it can receive an apostille. The apostille certifies the authenticity of the notary’s seal and signature — not the content of the document itself. If the notarization is defective — wrong format, expired notary commission, or missing required elements — the secretary of state’s office will reject the apostille application and the process must begin again.
Manay CPA ensures that every document is correctly notarized before it is submitted for apostille, verifying the format and completeness of the notarization against the requirements of the state that will issue the apostille, to prevent rejections that delay the authentication process.
Apostille Is Only Valid for Hague Convention Countries
The apostille process applies only to countries that are members of the Hague Apostille Convention — a multilateral treaty that establishes a standardized document authentication system among member countries. If a document needs to be used in a country that is not a Hague Convention member, the apostille is not sufficient — the document must go through a more complex consular legalization process involving the foreign country’s embassy or consulate.
Manay CPA confirms the destination country’s membership status and the specific authentication requirements before initiating any apostille service, so the authentication process produces a document that is actually valid in the country where it will be used.
Business Documents Are Among the Most Commonly Apostilled
The most commonly apostilled business documents include certificates of incorporation or organization, certificates of good standing, articles of incorporation, powers of attorney authorizing a representative to act on behalf of the business in a foreign country, and corporate resolutions that authorize specific transactions. For international business owners who manage their U.S. entity from abroad, apostilled business documents are frequently required for foreign banks, government agencies, and business partners that must verify the legal existence and authority of the U.S. entity.
Manay CPA manages apostille requests for all types of business documents and coordinates with the state business registry where certified copies of formation documents are needed before the apostille can be issued.
Turnaround Times Vary by State and Document Type
The time required to obtain an apostille varies significantly by state. Some states process apostille requests through an online portal and issue the certificate within one to two business days. Others require mail submissions and take one to three weeks. For time-sensitive transactions — a real estate closing, a bank account opening in a foreign country, or a deadline-driven government filing — Manay CPA identifies the fastest available processing option in the relevant state and requests expedited processing where available.
For clients who need multiple documents apostilled for use in multiple countries, Manay CPA coordinates all apostille requests simultaneously, managing the different state filings and turnaround timelines to deliver all authenticated documents as efficiently as possible.
FAQ
Frequently Asked Questions about Federal Trademark Registration
What is the difference between notarization and an apostille?
Notarization is the certification of a document by a licensed notary public, confirming the identity of the signatories and the genuineness of their signatures. An apostille is an additional authentication certificate issued by a government authority — typically the secretary of state — that certifies the notary’s credentials for recognition in foreign countries that are members of the Hague Apostille Convention. Notarization is a domestic certification. An apostille is an international authentication that is built on top of the notarization.
Which countries accept apostilles?
Countries that are members of the Hague Apostille Convention — currently more than 120 countries — accept apostilles as sufficient authentication for official documents. Major Hague Convention members include most European countries, Mexico, Brazil, Argentina, Russia, China, India, Japan, Australia, and many others. Countries that are not Hague Convention members require a separate consular legalization process. Manay CPA confirms whether your destination country is a Hague member before initiating any apostille service.
Do I need a new apostille for each country where I will use the document?
Generally yes. While the same notarized document can receive an apostille that is recognized by all Hague Convention countries, the destination country may have specific requirements about the language, format, or recency of the apostille. If a document needs to be used in multiple countries simultaneously, separate apostille requests may be needed for each. Manay CPA advises on the most efficient approach when a document must be authenticated for multiple destinations.
Can digital or electronic documents be apostilled?
Many countries that have updated their Hague Convention implementation now accept e-apostilles — digital apostilles issued and verified electronically. However, acceptance of e-apostilles varies by destination country and by the type of document. Manay CPA confirms whether the destination country and institution accept e-apostilles before recommending digital authentication, and provides physical apostilles when required.
How long is an apostille valid?
An apostille does not have a standardized expiration date — the apostille itself confirms the authenticity of the document as of the date it was issued. However, many foreign institutions, banks, and government agencies will only accept apostilled documents that were issued within a specific recent period — often three to six months. If your apostilled document will not be used immediately, plan for the possibility that a new apostille may be needed by the time it reaches its destination. Manay CPA advises on timing to ensure the apostille is current at the point of use.
Do you have other questions?
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