Free Notary Public Apostilles and Authentication Services - Oregon


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Pages: 4
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State: Oregon
Category: Notary
Author: Oregon Secretary of State Corporation Division
Word Count: 1,601 Words, 10,499 Characters
Page Size: 792 x 612 pts (letter)
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http://www.filinginoregon.com/forms/pdf/notary/1502.pdf

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Apostilles & Authentication Services

Secretary of State Corporation Division
NOTAAS (1502) 01/2004

· Requests for Authentication of Certificates · Special Handling and Mailing · Fees · Need Additional Information · Apostilles · Vital Records: Birth/Death Certificates; Records of Marriage and Dissolution · School Documents: authenticating a diploma or transcript · Foreign Language Documents · Sample Notarial Certificates for School Records

Requests for Apostilles and Authentication of Certificates
When a document is to go to a foreign country, it is often necessary to have the notarization or official certification authenticated. Some countries call this an apostille. The Oregon Secretary of State can certify to Oregon notaries public and the State Registrar for Vital Records (Oregon Center for Health Statistics). The procedures are outlined below. It normally takes two (2) to three (3) business days to process a request. · If you need an apostille or authentication certificate for a county record or court document, please call our office, (503) 986-2593, before sending it in. Most county records cannot be authenticated.

Short Form Photocopy Of Document In Possession
Required elements: 1. State and county where the document was notarized. 2. Date of notarization. 3. Statement to the effect, and type of document in possession. Notary should make photocopy of the diploma/grade transcript to ensure this is a true and correct photocopy. 4. Signature line for the notary (signature must be exactly as the seal/ stamp reads). 5. Clear and legible imprint of the notary seal/stamp with the notary's name, commission number and expiration date on it.

Requests for these services should be made in writing to the Corporation Division, Notary Public section office, and must include the name of the country of destination.

Example:
State of Oregon County of ___________________ On this _____ day of _________________, _________________, I hereby certify that this is a true and correct photocopy of the (diploma/ grade transcript) for _______________________ (student's name) in the possession of ______________________ (name of the person or school). __________________________________ Notary Public for the State of Oregon

Special Handling and Mailing
If you mail or express mail the request, you should include: 1. A brief cover letter stating the country the document is going to, your name, phone number, and other contact information. 2. Each original, notarized document or vital record document we need to authenticate. 3. A personal or business check or money order made payable to the State of Oregon. If you are paying by Visa or MasterCard, please include the credit card number and expiration date. 4. A return self-addressed, stamped envelope so that we can mail the documents precisely to the place you desire.

A NOTARY PUBLIC IN OREGON IS NOT A "NOTARIO PUBLICO." In most of the world, Notaries Public are lawyers, often with training in immigration, estate and contract law. In Latin America, such notaries are called "Notario Publico". That is NOT true in Oregon. An Oregon Notary Public may not advertise as a "notario publico." In Oregon, notaries are basically witnesses, and unless they are also licensed attorneys, are not allowed to give immigration or legal advice, or accept legal fees.

Mail documents to:
Corporation Division Notary Public Section 255 Capitol St. NE, Suite 151 Salem, OR 97310

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Short Form For Witnessing Or Attesting A Signature Of A School Official
Required elements: 1. State and county where the document was notarized. 2. Statement by school official (principal/registrar) as to the authenticity and type of document being notarized. 3. Signature of the school official. DOCUMENT MUST BE SIGNED IN THE NOTARY'S PRESENCE! 4. Statement by the notary indicating who signed the document and the date the document was signed. 5. Signature line for the notary (signature must be exactly as the seal/ stamp reads). 6. Clear and legible imprint of the notary seal/stamp with the notary's name, commission number and expiration date on it.

Walk-in:
You may bring your request in to our office in Salem. If you bring it in, we will do the apostille/authentication while you wait (normally less than 20 minutes). All requests are done on a first-come, first-served basis.

Fees
We will charge $10 for each apostille/authentication. Generally, you will need a different apostille or authentication for each notarized document.

Additional Information · Corporation Division, Notary Public questions: Phone: (503) 986-2593 E-mail: [email protected] Web: http://www.filinginoregon.com/notary · Vital Records (Oregon Center for Health Statistics):

Example:
I, ___________________________, the (school registrar/principal) of ____________________________ (name of school) hereby certify that this is the true and original (diploma/school transcript) for ___________ _____________________ (student's name). __________________________________ Signature of School Official State of Oregon County of ___________________ This _____ day of _________________, _________________, before me personally appeared _______________________________ (school registrar/principal) and signed the above statement. __________________________________ Notary Public for the State of Oregon

Oregon Vital Records 800 NE Oregon Street, Suite 205 Portland OR 97232 Phone: (503) 731-4108 Web: http://www.ohd.hr.state.or.us/chs/certif/certfaqs.cfm

Apostilles
Apostilles are issued by our office for all documents going to countries that are members of the 1961 Hague Convention. The Convention provides for a simplified certification process for public documents. Our office has a reference list of Hague Convention countries. Since not all countries are members of the Hague Convention, it is important that you list the country your documents are going to. We will match the country with the appropriate certificate, according to the latest information from The Hague.

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Authenticating a Vital Record
When you need a vital record (birth/death certificate, marriage or dissolution of marriage certificate, etc.) authenticated, you should first get a certified copy of the record from the Oregon Center for Health Statistics. A certified copy of a county record is not appropriate and should not be sent to us. Only the Oregon Center for Health Statistics can issue a true and current vital record.

For these reasons, the Secretary of State recommends that notaries should not notarize documents written in a language they cannot read. When in doubt, a notary can always refuse to notarize and refer the customer to a bilingual notary. These can be found at consulates and embassies, in an ethnic community, at universities and community colleges, and sometimes in the Yellow Pages. Translators are often notaries. As an alternative, a notary can notarize signed, English translations, but these may not be acceptable to the receiving agency. It is best to confirm that option first. If a non-Roman alphabet is used, some recorders require translation. The usual procedure is to notarize the oath of the translator of the document to the accuracy and completeness of the translation. The translation is attached to the original, together with the translator's oath, and the notary notarizes both the translation signed by the signer in the original document and the signed, original document itself.

Authenticating a Transcript or Diploma
Typically, the home countries of foreign exchange students want their students' records certified by the school and then authenticated by the state. When you need an Oregon high school or college transcript or diploma authenticated, you must have the person in charge of the records (normally the Registrar or Principal) certify to the record in the presence of the notary, who then notarizes that statement. The notarized transcript or diploma is sent to the Secretary of State's office for authentication or apostille. See the Sample Certificates section for more details.

Foreign Language Certificates
A notary public may use a notarial certificate written in a foreign language, if he or she can read and write the language on the certificate, and the certificate meets the minimum requirements of Oregon statute. ORS 194.565, ORS 194.575. Otherwise, the notary could offer to type or attach an English language certificate chosen by the customer. Some countries may object to an attached English certificate and refuse to accept the document because of it, so it is always best for the customer to check first.

Foreign Language Documents
Increasing international commerce has made foreign language document notarizations more common. A notary public who fluently reads and writes a language may notarize the signature on a document written in that language. The notarization takes place in the same way as any other, but the notary should note the foreign language factor in the notarial journal. A document written in a language the notary cannot read can cause the following problems: · · The notary may be unable to get accurate data for journal. The notary may be unable to complete the notarial certificate correctly because he or she can't follow the document's instructions, or does not recognize blank spaces. The notary may be unable to detect blatant frauds. If the document is written in a non-Roman alphabet, such as Arabic, Chinese, or Japanese, the notary may be unable to determine that the signer is signing the same name as the party named in the document, or if the notary is named in the document.

Sample Notary Certificates For School Records
You will find below sample notary certificates that we have found generally works in these instances. Feel free to use them, but please be aware that the Secretary of State does not guarantee they will be appropriate for your particular situation, nor are we advising you to adopt these methods. It is always best to consult with an official of the destination country before undertaking these procedures. The face of a diploma should not be altered by the registrar or notary. The registrar or other authority of the school should sign a statement, which is typed on the BACK of the diploma or transcript. The wording in this statement says that the diploma or transcript is either the original document issued by the school or a copy of the original document issued by the school and the date it was issued.

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