Apostille Notary Services in Philadelphia, PA

Searching for apostille services in Philadelphia, PA? A notary does not issue the apostille — they complete the notarial certificate on eligible private documents. The Pennsylvania Secretary of State (or U.S. Department of State for federal papers) issues the apostille. This page helps you book the notary step locally.

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Notaries for apostille prep near Philadelphia, PA

Apostille vs Notarization in Philadelphia

An apostille authenticates a public document for use in another Hague Convention country. In Philadelphia, start by confirming whether you need a notarized private document (power of attorney, affidavit, consent) or a vital record (birth, marriage, death). Vital records begin as certified copies from the issuing office — not from a notary.

Steps for Apostille Prep in Philadelphia, PA

(1) Confirm the destination country wants an apostille vs embassy legalization. (2) For private documents, book a Pennsylvania-commissioned notary in or near Philadelphia and do not pre-sign. (3) File with the Pennsylvania authentications unit using their cover sheet and fee. (4) Federal documents go to the U.S. Department of State, not the state SOS.

Documents Commonly Prepared in Philadelphia

Local notaries frequently handle powers of attorney, affidavits, school enrollment consents, adoption-related private papers, and corporate authorizations destined for apostille. Bring the destination-country requirements and enough time for SOS processing, which is usually days to weeks after the notary visit.

Fees for the Notary Step in Pennsylvania

Notary fees for apostille-bound documents in Philadelphia are separate from Pennsylvania's maximum notary fees ($5 per acknowledgment and $5 for jurats). Travel and appointment fees are negotiated separately. Pennsylvania notary fees are set by the Department of State by regulation under 57 Pa. C.S. § 329.1, with the current schedule at 4 Pa. Code § 167.3 (codified by the final RULONA implementing regulations published in early 2026 at 56 Pa.B. 1672). Acknowledgment of the first individual on a certificate is $5, with $2 for each additional name in the same certificate. An oath or affirmation is $5 per individual. A verification on oath or affirmation (the Pennsylvania equivalent of a jurat) is $5 per individual. Witnessing or attesting a signature is $5 per signature. A certified or attested copy or deposition is $5. Noting a protest of a negotiable instrument is $3 per page. Electronic notaries public and remote notaries public may charge an additional fee of up to $20 per notarial act performed on an electronic record or using communication technology under 4 Pa. Code § 167.3(b), so a typical RON act is capped at $25 ($5 base plus $20 EN/RON addition). A notary may not charge any fee for notarizing an Emergency Absentee Ballot supporting affidavit or the assistance affidavit for a person needing help to vote by absentee ballot. Travel and clerical fees (copying, postage, phone calls, mileage) are not capped by the Department. They must be customary and reasonable for the geographic area, disclosed to the customer before the notarization, separately itemized in the journal, and included on the receipt the notary must provide whenever any fee is charged (4 Pa. Code § 167.3(c)).

Frequently asked questions

Does a notary in Philadelphia issue the apostille?

No. The notary completes the notarial act. The Pennsylvania Secretary of State (or the U.S. Department of State for federal documents) issues the apostille.

Can I apostille a photocopy of a birth certificate in Pennsylvania?

No. Order a certified copy from the vital records office that issued the record, then request the apostille on that certified copy.

Which state's notary should I use if I am in Philadelphia?

Use a notary commissioned in the state that will apostille the document — typically Pennsylvania for filings through the Pennsylvania SOS. Do not notarize in one state and ask another state to apostille it.

How long does apostille processing take after notarization in Philadelphia?

The notary visit is often same-day. Secretary of State apostille processing usually takes days to weeks depending on the state and whether you use mail or walk-in options.

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