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Which Office in Your US State Authenticates a Document for the UAE

By the AttestPort team · How we research and check our guides

Researched, drafted and fact-checked with AI assistance: every fact was matched against the exact wording of the official source listed at the end on 2 October 2026. The AttestPort team reviewed and approved this guide.

Which office in my US state authenticates a document for the UAE?

The office your issuing state designates. The US Department of State says it "could be the state's secretary of state, a lieutenant governor, or other authority." States also differ in what they call their certificate, what has to happen before it and whether your copy must be recent, so the entries below go state by state. For personal and educational documents, your state's certificate is the first of the US steps; the federal, UAE and MOFA steps that follow are the same whichever state issued the document.

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First, check whether your document needs a state step at all

The US Department of State sorts documents into two kinds, and only one of them goes through a state office.

  • -State documents go to the state first. The State Department's own examples include birth, marriage and death certificates, divorce decrees, articles of incorporation, and diplomas and transcripts, and its first instruction for them is: "Get your document authenticated by the state who issued it."
  • -Federal documents skip the state. These are documents signed by a US federal official, a US consular officer, a foreign consul registered with the State Department's Office of Protocol, or a military notary or judge advocate. Do not have one notarized first: "Your document will no longer be valid if it is notarized."

Company documents can follow a different route after the state step, and the UAE's own pages don't all describe it the same way, so confirm the route before you send one. Our USA certificate attestation page covers business and corporate documents.

The state table

These entries come from each state's own official pages, which we read on 2 October 2026. Each one covers, where the state's pages say so, where the certified record comes from, which office authenticates it and what that office calls its certificate, what has to happen first, whether a time limit applies to authentication, and what the state says it will not accept. For a marriage certificate, our guide to using a US marriage certificate for a Dubai spouse visa lists, state by state, which office holds the record. Every entry is re-checked by 2 April 2027, or sooner if we see that the state has changed its page. Where an office's live website refused access when we checked, we used that office's own page as archived, and the entry says so and gives the archive date.

Arizona

  • -Where the record comes from: Birth and death: the Bureau of Vital Records. Divorce: the state health department has said these records are kept by the Clerk of the Superior Court in the county where the event occurred, not by the Bureau.
  • -Authenticated by: Arizona Secretary of State. Its certificate certifies an Arizona notary public, court clerk or state document custodian and, depending on the requesting country, may be called an "Apostille" or a certificate of "Authentication".
  • -Before that: An original notarized or certified recorded document.
  • -Time limit: None on the pages we read.
  • -Not accepted: Photocopies; documents recorded by another state.
  • -Check first: Name the UAE as the destination when applying; the pages we read do not say which name a UAE-bound certificate receives.

The record-source line rests on the health department's own pages as archived on 1 August 2026 and 1 November 2023, because its live site refused access when we checked.

Verified 2 October 2026 · next check by 2 April 2027

California

  • -Where the record comes from: Birth: county of birth or CDPH-VR. Divorce decree: divorce county's Superior Court only.
  • -Authenticated by: California Secretary of State: "a single Apostille" for every destination. The Secretary of State's pages we read don't mention the federal step: for personal and educational documents, don't stop there.
  • -Before that: California public official's signature, or original notarized and/or certified document. Birth and death certificates: county clerk, county recorder and State Registrar signatures qualify; one signed by a Health Officer or County Registrar may first need certification by the county clerk of the county where it was issued, unless you order a certified copy from the county recorder or CDPH instead.
  • -Time limit: None on the pages we read.
  • -Not accepted: Photocopies.

Verified 2 October 2026 · next check by 2 April 2027

Colorado

  • -Where the record comes from: Birth and death: Vital Records Office of Colorado. Divorce decrees: County Clerk and Recorder or Clerk of the District Court where issued.
  • -Authenticated by: Colorado Secretary of State: a combined single certificate of authentication, which serves as an apostille in Hague countries.
  • -Before that: The original must bear a Colorado notary's signature or be certified by Colorado Vital Records or a Colorado County Clerk's office.
  • -Time limit: None on the pages we read.
  • -Not accepted: Stamped or photocopied signatures; notary-certified copies of Colorado clerk-and-recorder or vital records; out-of-state documents, except a Colorado notary's certified copy of one. For the UAE, order an out-of-state record from the state that issued it, since the US Embassy in the UAE says only the issuing office can carry out the check the UAE requires.
  • -Check first: District court clerks are not on the Secretary of State's list of issuers it may authenticate; confirm with it before ordering a court-certified divorce decree.

Verified 2 October 2026 · next check by 2 April 2027

Florida

  • -Where the record comes from: Birth: the Bureau of Vital Statistics or a County Health Department, signed by the State Registrar. Dissolution of marriage: the Bureau of Vital Statistics certificate, which the State Registrar or a Clerk of the County Courts signs; the Bureau's divorce certificate is an abstract of the judgment, and the judgment itself comes from the clerk of court in the county where the divorce was granted.
  • -Authenticated by: the Florida Department of State, Division of Corporations: a "notarial certificate" or "certification" (non-Hague countries).
  • -Before that: Notarized documents: full notarial statement, original notary signature, stamp and seal. Transcripts: public, notarized and signed by the School Registrar or an issuing official; private, a printed notarized transcript attesting it is a copy, signed by the student or custodian.
  • -Time limit: None on the pages we read.
  • -Not accepted: photocopies; commemorative birth and marriage certificates; Florida-notary-attested copies of birth, death or marriage certificates, clerk-recorded documents or public-education student records.
  • -Check first: The Florida Department of State says birth records from before 2004 "contain limited information" and asks you to contact the consulate or embassy to verify they will be acceptable.

Verified 2 October 2026 · next check by 2 April 2027

Georgia

  • -Where the record comes from: Birth: the State Office of Vital Records (request a "Pen in Hand" copy, hand-signed by staff) or the birth county's probate court. Divorce decree: a certified copy from the superior court where it is recorded.
  • -Authenticated by: the Secretary of State, Elections Division: the "Great Seal" (non-Hague countries).
  • -Before that: Notarized documents: a Georgia notary, then a pen-in-hand certification by the superior court clerk of the notary's commissioning county, attached to each document. University transcripts, diplomas: registrar-certified pen-in-hand, or that route. Elementary through high school records: signed by administrative staff, then notarized and clerk-certified. The dates must run in order: notary, then clerk of court, then the Secretary of State.
  • -Time limit: None on the pages we read.
  • -Not accepted: birth, death or marriage certificates from outside Georgia or a county health department, or lacking an original pen-in-hand signature.

Verified 2 October 2026 · next check by 2 April 2027

Illinois

  • -Where the record comes from: Birth: a certified copy from the county clerk, local registrar or the Illinois Department of Public Health. The Secretary of State's page lists all three birth issuers; its request form names only the first two. Divorce decree: a certified copy from the circuit court clerk where it was granted.
  • -Authenticated by: Illinois Secretary of State: a Certificate of Authority, issued for non-Hague countries.
  • -Before that: Do not notarize a divorce decree or other document signed by a circuit clerk or circuit judge; it must show the official's seal, signature, printed name and title. Diplomas and transcripts: the school's records official (usually registrar or principal) certifies and signs the record before an Illinois notary, who notarizes that statement.
  • -Time limit: None on the pages we read.
  • -Not accepted: anything other than an original: an original certified copy or an originally notarized document; out-of-state officials' signatures; other states' vital records.

For this state we read the Secretary of State's own pages as archived on 21 September 2026, because its live site refused access when we checked, in a browser too.

Verified 2 October 2026 · next check by 2 April 2027

Maryland

  • -Where the record comes from: Birth: the Division of Vital Records, by mail, or at some local health departments. Divorce decree: only the granting Circuit Court.
  • -Authenticated by: the Secretary of State: a "standard certification" (non-Hague countries).
  • -Before that: Notarized documents, school records included, first go to the Circuit Court clerk of the county on the notary's seal; only the notary opens a sealed school envelope. Call the Secretary of State if a former clerk certified it or your copy is not current.
  • -Time limit: None on the pages we read.
  • -Not accepted: a notary's certified copy of a birth certificate, school record or diploma (Calvert County Circuit Court); for school records, use the sealed-envelope route above.

Verified 2 October 2026 · next check by 2 April 2027

Massachusetts

  • -Where the record comes from: Births: the Office of Vital Records or the city/town clerk where recorded. For 1841 to 1935, the Massachusetts Archives also issues state certified copies.
  • -Divorce records: the Registry holds none, but it can tell you which probate court granted the divorce and your docket number, which you need to order a certified copy from that court. One Secretary of the Commonwealth information sheet names a district court clerk instead; confirm with the court before ordering.
  • -Authenticated by: The Secretary of the Commonwealth issues a Certification (called an Apostille only for Hague countries). Name the UAE.
  • -Before that: Original signature of a Massachusetts notary, justice of the peace, city/town or court clerk or assistant, or Registrar of Vital Records. Massachusetts school records: the school registrar certifies before a notary, who notarizes that signature.
  • -Time limit: None on the pages we read.
  • -Not accepted: federal or out-of-state documents, including out-of-state transcripts and diplomas; photocopied signatures; notarized copies of government-issued documents.

Verified 2 October 2026 · next check by 2 April 2027

Michigan

  • -Where the record comes from: Certified vital records (birth, death, divorce): the state Division for Vital Records and Health Statistics or the county clerk.
  • -Authenticated by: The Secretary of State's Office of the Great Seal: apostilles only for Hague countries; a Certificate of Authority for all others.
  • -Before that: Vital records must be certified copies, not originals; notaries cannot issue certified copies (ask the issuing agency). Notarized documents must be notarized by a Michigan notary public, complete, and carry original signatures.
  • -Time limit: None on the pages we read.
  • -Not accepted: Faxed documents; stamped, photocopied, carbon-copied or facsimile signatures.
  • -Check first: Certified divorce records (state or county clerk) are on the Certificate-of-Authority list, but the judgment comes from the county and answers on court-clerk documents conflict (notarize first vs. not acceptable); confirm with the Great Seal first.

Verified 2 October 2026 · next check by 2 April 2027

Nevada

  • -Where the record comes from: Certified copies, per the Secretary of State: divorce decree from the court that granted the divorce; birth from the state's office of Vital Records and Statistics.
  • -Authenticated by: Nevada Secretary of State: for non-Hague countries, a Certification (Authentication of Signature) in place of the Apostille. Name the UAE on the request form; an incomplete form may be rejected.
  • -Before that: Submit the original certified copy; a notary may not certify a copy of a birth, death or marriage certificate or divorce decree. For a notarized document, the notary must be a Nevada notary.
  • -Time limit: None on the pages we read.
  • -Not accepted: Photocopies of records.

Verified 2 October 2026 · next check by 2 April 2027

New Jersey

  • -Where the record comes from: The state Office of Vital Statistics and Registry or a municipal Local Registrar, but Treasury accepts only NJ State Registrars' vital records.
  • -Before that (vital records): A certified copy from the state office with the State Registrar's (or Assistant/Deputy's) original signature; not a vital-records "certification" (plain paper, not valid for legal purposes). The Health Department says a copy flagged on the application for an "Apostille Seal" comes with that original signature; ask the state office how to flag an order for a non-Hague country.
  • -Divorces: The Health Department and the courts both say a certified copy of the divorce judgment comes from the Superior Court, and which office holds it depends on the year. Treasury's page lists divorce among the records to get from the state vital-records office and names Superior Court judges among the officials it authenticates, so confirm with Treasury that it accepts your copy's signer.
  • -Authenticated by: NJ Department of the Treasury: "certification of the public official" (non-Hague countries).
  • -Before that (notarized documents): Original inked signatures of the NJ notary and presenter; re-notarize if the notary is no longer active at submission.
  • -Time limit: None on the pages we read.
  • -Not accepted: Vital records from other states.

The divorce line rests partly on the courts' own page as archived on 5 March 2026, because its live site refused access when we checked.

Verified 2 October 2026 · next check by 2 April 2027

New York City (the five boroughs)

  • -Where the record comes from: Births, deaths: NYC Health Department. Divorces: County Clerk certified copy with an original County Clerk or State official signature.
  • -Authenticated by: New York Secretary of State (Department of State): Certificate of Authentication, for non-Hague countries.
  • -Before that (births, deaths): Order the long-form certificate with a Letter of Exemplification; the New York County Clerk then certifies both.
  • -Before that (educational documents): Institution official's certification, notarized, then the County Clerk where the notary is qualified.
  • -Time limit: None on the pages we read.

Verified 2 October 2026 · next check by 2 April 2027

New York State (outside New York City)

  • -Where the record comes from: Births: NYS Department of Health (DOH) or local registrar.
  • -Authenticated by: New York Secretary of State (Department of State): Certificate of Authentication, for non-Hague countries.
  • -Before that (vital records): Certificates from a local or county official: the issuing county's County Clerk first. DOH birth, death and marriage certificates signed by the Director of Vital Statistics or NYS Registrar skip this. Ordering from DOH online or by phone? Its directions, worded for apostilles, say to ask for the long form.
  • -Divorces: That exemption does not name DOH divorce certificates; ask the New York Department of State.
  • -Before that (notarized and educational documents): Notarized: the County Clerk where the notary is certified to notarize. Educational documents first need an institution official's certification, notarized.
  • -Time limit: None on the pages we read.

Verified 2 October 2026 · next check by 2 April 2027

North Carolina

  • -Where the record comes from: NC Vital Records (births from 1913, deaths 1930, divorce certificates 1958); divorce certificates also from the Clerk of Court in the county where the divorce was filed.
  • -Authenticated by: NC Secretary of State. For non-Hague countries: an Authentication (NC government-issued documents) or an Authority (NC-notarized documents).
  • -Before that: Register of Deeds, Clerk of Superior Courts and NC Vital Records documents need no notarization; NC school transcripts and diplomas need an NC notary, not a registrar's school seal.
  • -Time limit: Certifying signature must be from April 2000 or later.
  • -Not accepted: Out-of-state documents; uncertified Vital Records copies.
  • -Check first: Sending a copy of something other than a vital record? The Secretary of State's non-Hague page asks for a notarized true-copy affidavit, in a line worded for apostilles; confirm with that office. Vital records must be certified copies, says NC Vital Records.

Verified 2 October 2026 · next check by 2 April 2027

Ohio

  • -Where the record comes from: Birth: Ohio Department of Health (ODH), by mail for international legal matters.
  • -Authenticated by: the Secretary of State: an "authentication certificate" (non-Hague countries).
  • -Before that: Form 8003 accepts originals certified by an Ohio official; birth and death certificates "certified by the Ohio Department of Health"; certified copies of marriage certificates (from the probate court) and of divorce decrees (from the county Clerk of Court); and documents properly notarized by an Ohio notary. School records or transcripts "must be notarized before they can be authenticated."
  • -Confirm first: whether a birth certificate from one of the local offices ODH lists qualifies, since the form names certificates "certified by the Ohio Department of Health".
  • -Time limit: None on the pages we read, including the Secretary of State's current FAQ.
  • -Not accepted: improperly notarized documents; documents notarized by a notary commissioned outside Ohio; originals certified by an official of another state or a foreign country.

Verified 2 October 2026 · next check by 2 April 2027

Pennsylvania

  • -Where the record comes from: Births since 1906: the Department of Health. Divorces: typically the filing county's Prothonotary.
  • -Authenticated by: The Secretary of the Commonwealth issues one certificate for Hague and non-Hague countries; it is an Apostille only where the Convention is in force. Name the UAE.
  • -Before that: Originals, signed and sealed by the proper Pennsylvania official. Don't notarize birth certificates; diplomas and transcripts need a Pennsylvania notary first.
  • -Time limit: None on the pages we read.
  • -Not accepted: County documents signed by an assistant or deputy clerk; marriage certificates signed only by the officiant or clergyperson; hospital commemorative birth certificates or birth registration notices (not birth certificates, says the Department of Health).

Verified 2 October 2026 · next check by 2 April 2027

Texas

  • -Where the record comes from: Birth: DSHS Vital Statistics, or a city or county office. Divorce decree: district clerk where granted.
  • -Authenticated by: Texas Secretary of State: a "universal Apostille", acting as an authentication for non-Convention countries.
  • -Before that: School records qualify once properly notarized by a Texas notary, with a school official's signed issuance statement (original) or the student's or parent/guardian's signed ownership statement (copy).
  • -Time limit: Certified records: issued within the past five years.
  • -Not accepted: Copies of certified or notarized records.

Verified 2 October 2026 · next check by 2 April 2027

Virginia

  • -Where the record comes from: The Department of Health's Office of Vital Records or a local Virginia DMV; the Office holds births 1853–1896 and from June 1912, divorce records from 1918. A divorce decree is a Circuit Court document.
  • -Authenticated by: The Secretary of the Commonwealth, as a Great Seal; its Apostille is for Hague countries.
  • -Before that: Never notarize vital records or court documents (e.g. divorce decrees); no exceptions. Circuit Court documents without a Certification of Official Record/Triple Seal are rejected. The authentication verifies only a Virginia notary, clerk of court or deputy state registrar.
  • -Time limit: Vital and court records must be issued, and notarizations made, within the past 12 months.
  • -Not accepted: Vital records photocopied, altered or issued outside Virginia; out-of-state or electronic notarizations; out-of-state diplomas and transcripts.

Verified 2 October 2026 · next check by 2 April 2027

Washington

  • -Where the record comes from: Divorce decree: the county superior court clerk where it was finalized. Birth: the Department of Health.
  • -Authenticated by: Washington Secretary of State: one "universal certificate", used as an Apostille or, for non-Hague countries, an Authentication.
  • -Before that: Vital records: Washington-issued originals or certified copies. Other personal documents: a complete Washington notary certificate, signed and stamped.
  • -Before that (schools): Official college transcripts (Registrar-signed) and degrees (President-signed) need the school seal; original diplomas need no notary. Public high-school transcripts: signed by the Principal, Vice Principal or Registrar, no notary. Private-school documents: notarized by a Washington notary first.
  • -Time limit: None on the pages we read for vital records.

Verified 2 October 2026 · next check by 2 April 2027

When your state's certificate says "Apostille"

Several states now issue one certificate for every destination, and some of them call it an Apostille.

  • -California "issues a single Apostille for documents to be used outside of the United States, regardless of the country of destination."
  • -Texas issues a "universal Apostille" that "operates as an authentication for countries that are not party to the Apostille Convention."
  • -Pennsylvania issues "a single certificate" for all destinations; its sample is headed "APOSTILLE", and it adds: "If not an Apostille, this certificate remains subject to applicable additional authentication requirements."
  • -Washington uses a "universal certificate" that serves as an Apostille for Hague countries or an Authentication for the others.
  • -Colorado issues "a combined single certificate of authentication" that serves as an apostille in Hague countries.

For the UAE, that state certificate is the first step, not the last: for personal and educational documents, the US Department of State's authentication certificate still follows. Texas says so on its own page: for countries outside the Convention, "you will need additional authentication from the Office of Authentications at the U.S. State Department." In states that issue a separate certificate for countries outside the Convention, such as Michigan, an Apostille is the wrong state certificate for the UAE: ask the office for its non-Hague certificate and name the UAE. Why a US apostille cannot finish the chain is explained on our USA certificate attestation page.

Mistakes that can get a document refused

  • -Having a notary certify a copy of a vital record. Colorado says a notarial officer "cannot certify a copy of a record that can be obtained from" a clerk and recorder or a vital records office, and Nevada says no one may certify a copy of a birth, death or marriage certificate or a divorce decree as true and correct.
  • -Notarizing a vital record where the state says not to. Virginia law prohibits it and lists a notarized vital record as a reason for rejection, and Pennsylvania says birth certificates "do not need to be and should not be notarized."
  • -Sending a photocopy. California, Florida, Arizona and Nevada each say on their own pages that a photocopy is not accepted.
  • -Sending a keepsake instead of a certified copy. Florida says its commemorative birth and marriage certificates are not acceptable for official purposes, even though the Governor and the state registrar sign them. Washington's Department of Health, by contrast, calls its heirloom birth certificate "a legal, official document". The Washington Secretary of State pages we read don't say whether that office authenticates one, so ask the authenticating office before you rely on a decorative certificate.
  • -Using a copy that is too old. Virginia requires vital records and Circuit Court records issued, and notarizations made, "within the past 12 months", and Texas requires certified records "issued within the past five (5) years."
  • -Getting the copy from the wrong office. New Jersey's Treasury, which authenticates the state's documents, takes vital records only from the New Jersey State Registrars, not county copies.

If your state is not in the table

The State Department's advice is to "Ask the office that issued the document for the name of the authenticating authority if you do not know who to contact." Its instruction is to "Get your document authenticated by the state who issued it", and several states in the table say they cannot authenticate documents from another state. Tell us your state and document type on WhatsApp and we will find the office and its current rules before anything is sent.

After the state

For personal and educational documents, the US Department of State's authentication certificate comes next; its request page, last updated on 1 September 2026, says a mailed request is processed "within 5 weeks from the day we receive it" and a walk-in drop-off "within 7 business days". Then comes legalisation by the UAE Embassy in Washington, or MOFA's digital attestation route through the UAE Consulate General in Houston, which covers the consulate's and the ministry's attestation in one application, and MOFA's attestation in the UAE. Each of these offices sets its own pace, so we don't add them up into one total. How that chain works is explained on our USA certificate attestation page.

How we help

Send us a photo of your document on WhatsApp and tell us which state issued it. We check that state's current rules before anything is sent, coordinate the US steps by courier and, unless your document went through the Houston digital route, submit it for MOFA attestation in Dubai, with pickup and delivery at your door in Dubai. MOFA lets someone else submit the application for you; its English FAQ puts it as "Anyone can attest documents on your behalf." We are a private company, not a government office or an official MOFA channel. For the full service, see USA certificate attestation.

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Which Office in Your US State Authenticates a Document for the UAE — FAQ

No. The State Department says the authority "could be the state's secretary of state, a lieutenant governor, or other authority." In New Jersey it is the Department of the Treasury, and in Massachusetts and Virginia it is the Secretary of the Commonwealth.

Sources

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