Need an apostille? You might need to write to your Secretary of State. This letter requests authentication of your important documents. People often need this for international use. Think overseas job applications or international adoptions.
Writing this letter can feel daunting. What should you include? How should you format it? Don’t worry, we’ve got you covered.
This article provides sample letters. Use these templates to craft your own request. Make the process easier and faster.
Sample Letter To Secretary Of State For Apostille
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]
[Date]
Secretary of State
[Secretary of State’s Office Address]
[City, State, Zip Code]
**Subject: Request for Apostille**
Dear Secretary of State,
I am writing to request an apostille for the following document(s):
* [Document 1 Name and Description]
* [Document 2 Name and Description] (If applicable)
* [Document 3 Name and Description] (If applicable)
These documents will be used in [Country where the document will be used].
I have enclosed the original document(s) [or certified copies, if required] and a check/money order for $[Amount] to cover the apostille fee for each document. Please make the apostille payable to the Secretary of State.
Please return the apostilled document(s) to the following address:
[Your Name]
[Your Address]
[Your City, State, Zip Code]
If you require any further information, please contact me at [Your Phone Number] or [Your Email Address].
Thank you for your time and assistance.
Sincerely,
[Your Signature]
[Your Typed Name]
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How to Write Letter To Secretary Of State For Apostille
Subject Line: Concisely Capture the Essence
- The subject line is your beacon in the bureaucratic sea. Make it count.
- Be direct: “Request for Apostille – [Your Document Type] – [Your Name]”.
- Avoid ambiguity. Clarity expedites processing.
Salutation: A Formal Overture
- Address the Secretary of State’s office with due deference.
- “Dear Secretary of State,” is always a safe bet.
- If you know the specific officer, all the better: “Dear [Officer’s Name],”.
Body Paragraph 1: Laying the Groundwork
- State your purpose immediately. “I am writing to request an apostille for the attached document.”
- Identify the document specifically. Is it a birth certificate, a diploma, or an affidavit? Be precise.
- Mention the intended country of use. This is crucial for proper apostille issuance.
Body Paragraph 2: Delving into the Details
- Provide your full name, address, and telephone number. This is your contact imprimatur.
- If someone else is submitting on your behalf, include their information as well.
- Reference any identifying numbers on the document, if applicable.
Body Paragraph 3: Addressing the Remittance
- Apostilles invariably require a fee. State how you are remitting payment.
- Specify the method: money order, certified check, or credit card (if accepted).
- Indicate the exact amount enclosed or authorized.
Return Instructions: Charting the Course Back
- Clearly delineate how you wish the apostilled document to be returned.
- Provide a complete return address. Double-check for accuracy.
- Indicate if you are including a prepaid envelope or requesting standard mail.
Closing: A Cordial Farewell
- End with a professional valediction.
- “Sincerely,” or “Respectfully,” are both appropriate.
- Sign your name legibly.
- Include your typed name beneath your signature.
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Frequently Asked Questions: Apostille Request Letter
This section addresses common inquiries regarding the creation and submission of a sample letter to the Secretary of State for apostille services.
Understanding these key aspects will help ensure your request is processed efficiently.
What information should I include in my apostille request letter?
Your letter should include your name, address, phone number, email address, the country where the document will be used, a description of the document being apostilled, and payment information.
Where should I send my apostille request letter?
Send your letter to the Secretary of State’s office responsible for apostilles in the state where the document was issued or notarized.
How much does an apostille cost?
Apostille fees vary by state. Refer to the specific Secretary of State’s website for the current fee schedule.
How long does it take to get an apostille?
Processing times vary. Check the Secretary of State’s website for estimated turnaround times and expedited service options, if available.
Can I request an apostille for any document?
Apostilles are typically issued for documents that have been notarized or issued by a government entity. Private documents may require notarization first.