Rhode Island apostille

Documents issued or notarized in Rhode Island are apostilled by the Business Services Division / Apostille, Rhode Island Department of State (Rhode Island Department of State (Secretary of State)). The office authenticates the signatures of Rhode Island public officials — registrars, court clerks, state agencies — and Rhode Island-commissioned notaries public, then attaches an apostille for Hague Convention countries or an authentication certificate for all others.

Issues a 'single certificate apostille'; documents for non-Hague countries need further legalization through the US Department of State.

Where to file

How to get a Rhode Island apostille

1. Confirm the document is a Rhode Island public document

   The Business Services Division / Apostille, Rhode Island Department of State authenticates signatures of Rhode Island officials and Rhode Island-commissioned notaries only. Documents from other states go to their own state; federal documents go to the U.S. Department of State.

2. Prepare the request

   Complete the request form (official form), naming the destination country so the office issues an apostille (Hague country) or an authentication certificate (non-Hague country).

3. Submit the document, fee and return envelope

   Submit online — Online application and payment at services.sos.ri.gov ($5 + $0.75 enhanced access fee per document); original documents are then mailed in. Submission status can be tracked online.; by mail to RI Department of State, Business Services Division/Apostille, 148 West River Street, Providence, RI 02904; in person at 148 West River Street, Providence, RI 02904 (use the bell tower entrance; free visitor parking) (Office hours Monday-Friday 8:30 am-4:30 pm; in-person submission accepted. Same-day service not stated.). The fee is $5 per document.

4. Receive the apostille

   Processing: 3-5 business days from receipt. Expedited: No expedited processing; prepaid DHL/FedEx/UPS label required for expedited or international return (bill-later labels not accepted).. Keep the apostille attached and translate afterward if the destination requires it.

Fees and processing time

Fee: $5 per document. Check or money order payable to 'RI Department of State' (no cash by mail); online orders add a $0.75 enhanced access fee per document.

Processing time: 3-5 business days from receipt

Expedited: No expedited processing; prepaid DHL/FedEx/UPS label required for expedited or international return (bill-later labels not accepted).

Documents Rhode Island will apostille

• State Registrar vital records
• RI-notarized personal documents (POA, wills, passport copies)
• Family Court divorce/custody orders and court-certified judgments
• Probate court certified records
• URI/RIC/CCRI records signed by officials on file (no notarization needed)
• Notarized records from other schools
• Attorney General BCI background checks with AG seal and signature
• Notarized burial transit permits

Not accepted or commonly rejected

• City or town issued birth, marriage and death certificates
• Documents with photocopied, stamped or facsimile signatures (except raised-seal certified copies)
• Public records from other states or countries
• Federal documents (naturalization, federal background checks)
• Photocopies

Notarized documents

RI notary only; certificate must be complete and in English, with legible signature matching state records and an inked stamp with all RI-required elements. Notaries cannot notarize or copy-certify vital records or court records. Translations: translator signs before a RI notary.

Rhode Island does not require county clerk certification of notarized documents before the state apostille.

General rules: notarized documents and apostilles.

Birth, marriage and death certificates

Only certificates issued by the RI Department of Health Center for Vital Records signed by the State or Deputy State Registrar; city/town-issued certificates are not accepted. Birth/marriage records over 100 years and death records over 50 years must come from the RI State Archives. DOH can send a record directly to the Department of State for apostille.

See the document guides for birth, marriage and death certificates.

Rhode Island-specific points

• Municipal vital records are flatly rejected; only State Registrar copies work, and old records must come from the State Archives.
• Burial transit permits are issued digitally without a signature and must be notarized via affidavit or copy certification (not by the signing funeral director).
• Signatures of URI, RIC and CCRI registrars are on file, so their records skip notarization.
• Email a scan for free pre-clearance before submitting.
• Online application adds a $0.75 enhanced access fee on top of the $5 fee.

Federal documents and non-Hague destinations

Rhode Island does not apostille federal documents. An FBI background check, Certificate of Naturalization, DD-214, IRS letter or Social Security letter issued to a Rhode Island resident is authenticated by the U.S. Department of State in Washington, D.C. — see the federal section. For destinations outside the Hague Convention, the Rhode Island authentication certificate must then be authenticated by the U.S. Department of State and legalized at the destination's embassy (how the chain works).