Apostille Information for Notaries

When the RI Department of State apostilles a document, we are certifying that the public official or Rhode Island notary properly notarized the document. If you made an error when notarizing a public document submitted to our office for legalization, the document will be rejected and the document holder will be instructed to return to you. You may also receive official notice from our office about the notarial error.

Common reasons for rejection include:

  • There is no notarial certificate, the certificate makes it unclear which notarial act was performed, or the certificate is incomplete.
  • The signer’s and/or notary’s signature is not original or is missing, incomplete, or illegible.
  • The notarial certificate does not include a proper inked notary stamp.
  • The document was not notarized by a commissioned Rhode Island notary or public official.
  • The signer was not in the notary’s presence at the time the notarization was performed.
  • The notary copy certified a public document that is available as a certified copy from an official source (ex., a birth certificate).
  • A remote or electronic notarization was performed by a notary not authorized to perform notarial acts electronically or remotely.

Tips for Notaries

These are just a few examples of the documents you may see as a notary public. To learn more about proper notarial practice, or to sign up for a free notary training, click here.

Stack of books
Education
Records

If a customer asks you to notarize a school record such as a transcript or diploma, the document must include an original signature from a school official. To perform a copy certification, the document must be an original when it is presented to you. You cannot notarize a print-out of an education record if it does not contain an original signature.

Person with headset
Translated
Documents

If a customer asks you to notarize a translated document, the person who translated the document must attest that they made a true and accurate translation and must physically sign the document in your presence. The notarial certificate must be in English.

Vital Records

A notary public is not permitted to notarize vital records such as birth, marriage and death certificates. If you are asked to copy certify a vital record, you should refer the document holder to the Center for Vital Records at the RI Department of Health.

BCI Records

A notary public is not permitted to notarize a state or federal background check. If you are presented with a background check issued by the RI Attorney General’s Office or the Federal Bureau of Investigations, refer the signer to that office for a certified copy intended for apostille.