vvvdo not receive certification
• Incorrect fees.
• Lack of notarization or certification by the proper
official.
• Name of country where the document will be used not
specified.
• Problem with notarization (i.e., notary did not sign the
document or did not affix rubber stamp seal).
• Rubber stamp seal has incorrect commission date of
the notary.
• Notary signature or stamp does not match the way the
notary has been appointed.
• School diplomas and transcripts not orginally signed
and notarized.
Please note:
• A notary cannot certify copies of documents or
signatures.
• All documents must be originals.
• The Index Department cannot certify out-of-state
officials.
For more information, please contact:
Secretary of State
Index Department
111 E. Monroe St.
Springfield, IL 62756
217-782-7017 • 217-782-7018
Monday — Friday
8 a.m. - 3:30 p.m. (walk-in services)
8 a.m. - 4:30 p.m. (drop-off services)
or
17 N. State St., Rm. 1030
Chicago, IL 60602
312-814-2067 • 312-793-2556
Monday — Friday
8 a.m. - 3:30 p.m. (walk-in services)
8 a.m. - 4:30 p.m. (drop-off services)
Printed by authority of the State of Illinois. March 2006 — 20M — I 177.2
The Secretary of State’s Index
Department is authorized to
certify and process
documents for foreign use.
The department certifies that
the official who signs a
particular document is
authorized to do so. As an
authorizing agent, my office
will affix the Great Seal of the
State of Illinois to your documents, which
allows them to be recognized and
accepted by foreign countries.
This brochure describes the
types of certificates
available and explains the
certification process. By
familiarizing yourself
with this process, the
Index Department
can better expedite
your documents.
I look forward to
serving you.
Jesse White
Secretary of State
Types of Certificates issued
Certificate of Authority — Certifies the validity of an
Illinois notary public.
Certificate of Incumbency — Certifies the validity of an
Illinois county clerk, circuit clerk or local registrar.
Apostille — Certifies the validity of an Illinois notary
public, county clerk, circuit clerk or local registrar.
Documents needed to obtain
one of these Certificates
Any document that has been notarized or certified must
be submitted to the Secretary of State Index Department.
Some documents require certification by the official who
has custody of the original document or by the office that
officially filed the document. Documents other than those
listed below must be notarized by an Illinois notary public.
Birth certificate — Must be a certified copy from the
county clerk, local registrar or Illinois Department of
Public Health.
Marriage license — Must be a certified copy from the
county clerk.
Divorce decree — Must be a certified copy from the
circuit clerk.
Requesting a Certificate
Submit a written request by mail to the Index Department
in Springfield, along with the following:
• Original document(s) to be certified, signed by the
appropriate official.
• Name of country where the document(s) will be used.
• $2 fee per document payable to Secretary of State.
• Self-addressed, stamped envelope. Prepaid Express
Mail, Priority Mail, Federal Express, UPS or Airborne
Express envelopes also are accepted. The envelope
may be addressed to a third party.
Submitting documents
Documents to be certified for foreign use may be
submitted via Express Mail, Priority Mail, Federal Express,
UPS or Airborne Express. Documents also may be
submitted in person at the Index Department in
Springfield. Address and hours are listed on the back of
this brochure.
Normal processing time of documents received by mail in
the Springfield office is 5-7 business daysvdo not receive certification
• Incorrect fees.
• Lack of notarization or certification by the proper
official.
• Name of country where the document will be used not
specified.
• Problem with notarization (i.e., notary did not sign the
document or did not affix rubber stamp seal).
• Rubber stamp seal has incorrect commission date of
the notary.
• Notary signature or stamp does not match the way the
notary has been appointed.
• School diplomas and transcripts not orginally signed
and notarized.
Please note:
• A notary cannot certify copies of documents or
signatures.
• All documents must be originals.
• The Index Department cannot certify out-of-state
officials.
For more information, please contact:
Secretary of State
Index Department
111 E. Monroe St.
Springfield, IL 62756
217-782-7017 • 217-782-7018
Monday — Friday
8 a.m. - 3:30 p.m. (walk-in services)
8 a.m. - 4:30 p.m. (drop-off services)
or
17 N. State St., Rm. 1030
Chicago, IL 60602
312-814-2067 • 312-793-2556
Monday — Friday
8 a.m. - 3:30 p.m. (walk-in services)
8 a.m. - 4:30 p.m. (drop-off services)
Printed by authority of the State of Illinois. March 2006 — 20M — I 177.2
The Secretary of State’s Index
Department is authorized to
certify and process
documents for foreign use.
The department certifies that
the official who signs a
particular document is
authorized to do so. As an
authorizing agent, my office
will affix the Great Seal of the
State of Illinois to your documents, which
allows them to be recognized and
accepted by foreign countries.
This brochure describes the
types of certificates
available and explains the
certification process. By
familiarizing yourself
with this process, the
Index Department
can better expedite
your documents.
I look forward to
serving you.
Jesse White
Secretary of State
Types of Certificates issued
Certificate of Authority — Certifies the validity of an
Illinois notary public.
Certificate of Incumbency — Certifies the validity of an
Illinois county clerk, circuit clerk or local registrar.
Apostille — Certifies the validity of an Illinois notary
public, county clerk, circuit clerk or local registrar.
Documents needed to obtain
one of these Certificates
Any document that has been notarized or certified must
be submitted to the Secretary of State Index Department.
Some documents require certification by the official who
has custody of the original document or by the office that
officially filed the document. Documents other than those
listed below must be notarized by an Illinois notary public.
Birth certificate — Must be a certified copy from the
county clerk, local registrar or Illinois Department of
Public Health.
Marriage license — Must be a certified copy from the
county clerk.
Divorce decree — Must be a certified copy from the
circuit clerk.
Requesting a Certificate
Submit a written request by mail to the Index Department
in Springfield, along with the following:
• Original document(s) to be certified, signed by the
appropriate official.
• Name of country where the document(s) will be used.
• $2 fee per document payable to Secretary of State.
• Self-addressed, stamped envelope. Prepaid Express
Mail, Priority Mail, Federal Express, UPS or Airborne
Express envelopes also are accepted. The envelope
may be addressed to a third party.
Submitting documents
Documents to be certified for foreign use may be
submitted via Express Mail, Priority Mail, Federal Express,
UPS or Airborne Express. Documents also may be
submitted in person at the Index Department in
Springfield. Address and hours are listed on the back of
this brochure.
Normal processing time of documents received by mail in
the Springfield office is 5-7 business days |
