Glossary of Terms

Apostille
An official certificate that authenticates the origin of a public document for use in countries that are part of the Hague Convention.

Authentication
The process of verifying the legitimacy of a document or signature, often required before international use.

Certified Copy
A true copy of an original document, often created and certified by a notary or issuing authority.

Certified Translation
A translation accompanied by a signed statement from the translator affirming its accuracy and completeness.

Commissioned Notary
A person officially authorized by the state to witness signatures, administer oaths, and certify documents.

Competent Authority
An official agency or person authorized to issue apostilles or authentic documents (e.g., Secretary of State or Clerk of the Court).

Consulate Legalization
A process for authenticating documents for use in non-Hague countries, typically through a foreign consulate or embassy.

Document Authentication
A general term covering all steps taken to verify and prepare a document for legal use domestically or internationally.

Embassy Legalization
Authentication by a country's embassy for documents used in countries not party to the Hague Convention.

Foreign Passport
An international travel document that may serve as valid ID for notarization if properly stamped by U.S. Customs.

Hague Apostille Convention
A treaty that simplifies the legalization of documents among member countries by replacing embassy legalization with apostille certification.

Jurisdiction
The legal authority or geographic area in which a notary, court, or government agency can operate.

Jurat
A type of notarial act where the signer swears or affirms that the contents of a document are true.

Legalization
A multi-step process required for documents used in non-Hague countries, often involving a state authority, federal agency, and embassy.

Notarization
The official fraud-deterrent process that ensures a document's authenticity, including verification of identity and willingness to sign.

Notary Acknowledgment
A notarial act where the signer declares they willingly signed the document, but the signature may have occurred prior to meeting the notary.

Notary Public
A state-appointed official who performs notarial acts such as witnessing signatures and administering oaths.

Original Document
The physical, unaltered version of a document, required for apostille or copy certification.

Power of Attorney (POA)
A legal document that grants one person the authority to act on another's behalf in legal or financial matters.

Public Document
An official document issued by a government entity, eligible for apostille (e.g., birth certificate, court record, or diploma).

Seal (Notary Seal)
An official stamp or embossed emblem placed by a notary to validate their act.

Secretary of State
The state-level authority that issues apostilles for documents originating in that state.

Self-Proving Will
A type of will that includes notarized affidavits from the witnesses to speed up probate.

Signature Witnessing
A notarial act where the signer must sign in the presence of the notary, who verifies identity and applies a seal.

Sworn Statement
A written statement signed under oath and often notarized for legal use.

Translation Certificate
A signed statement by a translator confirming the accuracy and completeness of a translation.

U.S. Department of State
The federal agency responsible for authenticating certain documents (e.g., federal records, international adoptions, etc.).

Visa Application Documents
Documents (such as background checks or diplomas) often requiring apostille or translation for immigration or study abroad.

Vital Records
Official records such as birth, marriage, or death certificates issued by a government agency.

Witness
An individual who observes the signing of a document, sometimes required for notarization depending on the type of document.