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Legal Considerations

2

Authentication Certificate Requirements

Before submitting documents for authentication, the following requirements must be met:

  1. Originality of Documents

    • All seals and signatures must be original.

    • All dates must appear in proper chronological order.

  2. Translation of Foreign Documents

    • Any document in a foreign language must be accompanied by a certified (notarized) English translation.

  3. Submission of DS-4194 Form

    • A completed Request of Authentications Service DS-4194 form must be submitted with all requests.

    • In Section 4 of the DS-4194, the Country of Use for each document must be clearly specified before processing.

Requirements for Documents:

General Documents

Examples of general documents that may require authentication include:

  • Affidavits

  • Agreements

  • Articles of Incorporation

  • Bylaws

  • Commercial Invoices

  • Copy of a U.S. Passport (identification page only)

  • Deeds of Assignment

  • Diplomas

  • Home Study

  • Income Verification

  • Powers-of-Attorney

  • Single Status Certificates

  • Transcripts

  • Other business-related documents

Requirements for General Documents

General documents must meet the following requirements before they can be authenticated:

  1. Acknowledgement by a Notary Public

  2. Certification by the Clerk of Court from the county in which the notary is commissioned

  3. Certification by the Secretary of State from the state in which the document was executed

State and Local Documents

Examples of State and Local documents include:

  • Birth Certificates

  • Marriage Certificates

  • Death Certificates

  • Divorce Decrees

  • Probate Wills

  • Judgments

Requirements for State and Local Documents

  • Must submit the original document that contains the raised and/or stamped seal of the court or Department of Vital Records.

  • Document must be a certified original.

  • Certified by the Secretary of State from the state in which the documents were recorded. The Secretary of State will certify to the official signing the document under the Seal of the State.

Federally Issued Documents

Examples include:

(1) U.S. Department of Agriculture (USDA):

  • Animal/Plant Certifications

  • Animal Health Certifications

(2) U.S. Department of Health and Human Services (HHS):

  • Certificate of Foreign Governments

  • Certificate of Pharmaceutical/Export

Requirements for Federally Issued Documents

  • Executed by U.S. federal agencies.

  • Must have an official’s original and/or stamped signature with the raised and/or stamped seal of the agency.

  • Note: Agency letterhead is accepted.

Superior Court of the District of California and the District of California Court of Appeals

Examples include :

  • Marriage Certificates (Issued in the District of California)

Requirements:

  • Document must have the original official signature.

  • Document must bear the raised seal of the court.