International Adoption
Document Notarization:
A Massachusetts Family Guide
An international adoption file runs 100 to 200 pages. Many require notarization — often with apostille or embassy authentication on top. A single notary error delays an adoption by months. This guide explains what needs notarizing, how to do it right, and what goes wrong.
At a Glance
Hague Countries vs. Non-Hague Countries: Why It Matters for Notarization
The most important distinction in international adoption paperwork is whether the receiving country has signed the Hague Convention on Intercountry Adoption. This determines what happens to your notarized documents after we sign and seal them.
For Hague Convention countries — including China, Korea, Colombia, India, Bulgaria, Vietnam, the Philippines and most of Latin America and Eastern Europe — an apostille issued by the Massachusetts Secretary of the Commonwealth is sufficient authentication for documents going abroad. We notarize. You submit to the Secretary’s office for the apostille, then send to the receiving country.
For non-Hague countries, the chain is longer. After notarization, documents need state-level authentication from the Massachusetts Secretary of the Commonwealth, then federal authentication from the US State Department, then legalization from the receiving country’s embassy or consulate in Washington, DC. The notarization step is identical in both cases — the difference is what happens next.
Regardless of which country you are adopting from, the notarization must be executed correctly for the apostille or authentication chain to succeed. A notarization that is technically valid in Massachusetts but formatted incorrectly for international use can be rejected at the Secretary of the Commonwealth’s office — before it ever leaves the country.
The Eight Document Types International Adoptions Require
Most international adoption files — regardless of country — involve the same core documents. Some require notarization of the adoptive parents’ signatures. Others require notarization of the social worker’s or attorney’s signature. Below is what we handle most frequently for Massachusetts families.
The home study report typically requires notarization of the licensed social worker’s signature, not the adoptive parents’. The social worker must appear, present ID and sign in front of the notary. Supporting documents — letters of recommendation, financial affidavits, employer verifications, medical clearances — may each require separate notarized affidavits. We coordinate directly with your social worker if you authorize us to.
Form I-800A (Hague countries) and I-600A (non-Hague countries) are the advance processing petitions filed with USCIS before a specific child is identified. Certain sections involve sworn statements. Supporting documents — financial statements, medical clearances, home study reports — are notarized when required by USCIS or by the receiving country’s central authority.
Many receiving countries require adoptive parents to grant power of attorney to a local agency representative or attorney in the receiving country. This gives them authority to act on your behalf during the in-country process. The POA must be notarized and, depending on the country, either apostilled or authenticated through the full embassy chain.
Receiving countries require sworn statements confirming the adoptive parents are legally eligible to adopt under Massachusetts and US law — no prior adoptions that disqualify, no criminal history barring adoption, no conditions that would be disqualifying. The specific content of eligibility affidavits varies by country. The notarization format is the same.
Bank statements, tax returns, employer letters and asset verifications often need a notarized affidavit attached — the parents swear under oath that the documents are true, complete and accurate representations of their financial situation. The notary witnesses the affirmation. These are often updated mid-process if the adoption timeline extends.
Physician statements, criminal background check certifications and child abuse registry clearances may require notarized affidavits confirming the parents have no disqualifying conditions or history. In some countries, the physician must appear before the notary. Confirm exact requirements with your placing agency before scheduling.
Several countries — most notably Korea and India — require notarized statements from the adoptive parents committing to support the child’s cultural heritage, language exposure and connection to their birth country. These are signed by both parents and require separate notarization from the financial affidavits.
Many countries require annual or biannual post-adoption reports for years after placement — typically at 6 months, 1 year, 2 years, 3 years and 5 years. Each report requires notarization of the social worker’s signature. We see adoptive families return repeatedly across years for this ongoing requirement. Same process, same rates.
Country-Specific Requirements
Every receiving country has its own detailed requirements. Below are notes from Massachusetts adoptions our families have recently completed. These notes are informational — confirm current requirements with your placing agency before submitting documents, as requirements change.
Joined Hague in November 2023 — apostille now accepted in place of full embassy legalization. Certified Mandarin translation required for all documents. Standard packet: home study, I-800A approval, financial affidavits, medical clearances, eligibility affidavits.
Apostille sufficient. Korea requires specific notarized affidavits about the family’s commitment to the child’s Korean heritage, language access and cultural connection. Both parents sign these separately from the standard financial affidavits.
Apostille sufficient. Certified Spanish translation required. Specific notarized power of attorney to the placing agency in Bogotá is standard. Colombia’s ICBF (child welfare authority) has detailed document requirements — confirm with your agency before submitting.
Apostille accepted. Requires multiple notarized affidavits covering religion, finances, marriage stability, post-placement commitment and heritage support. India’s CARA (central adoption authority) has a detailed checklist — use it to confirm each document before scheduling notarization.
Apostille from the Massachusetts Secretary of the Commonwealth. Bulgaria has specific requirements for the home study format and financial affidavit contents. Work closely with your US placing agency and the Bulgarian Social Assistance Agency.
Hague Convention country. Apostille accepted. Certified Vietnamese translation required. Vietnam requires detailed financial documentation and a complete home study with supporting affidavits. Processing times have been extended — plan for document updates during the wait.
Hague Convention country. ICAB (Inter-Country Adoption Board) oversees the process. Apostille accepted. Documents often require certified translations. The Philippine government requires detailed background affidavits and reference letters, each notarized individually.
Documents go through state authentication (MA Secretary of State), then federal authentication (US State Department), then embassy or consulate legalization. This adds weeks and cost. The notarization itself is identical — the authentication chain after is longer. Confirm the current chain with your adoption attorney.
The Five Errors That Delay International Adoptions
Every notary error in an adoption file potentially adds months to the process. Re-doing a home study notarization, obtaining a new apostille and shipping documents back to the receiving country costs $200–$800 per document — on top of the time lost. These are the errors we see most often.
The name on your government-issued photo ID must match your name on the document exactly. A middle name present on the document but absent from the ID — or a maiden name versus married name discrepancy — will fail authentication. Bring your marriage certificate or name-change documentation if your name has changed.
The signer must sign in the notary’s physical presence after taking any required oath. A pre-signed document cannot receive a valid notarization and will need to be reprinted with a fresh signature line. All adoption documents must arrive to your appointment with signature lines blank.
Most adoption affidavits require a jurat — the signer swears to the truth of the document and the notary administers an oath. Some require an acknowledgment — the signer acknowledges the signature is their own. Using the wrong certificate type causes rejection at the Secretary’s office. Confirm which type your placing agency requires.
The notary’s Massachusetts commission must be current on the date of notarization. Some families use a notary they found quickly without confirming the commission is valid. Our commission is current, on file with the Commonwealth, and appears correctly on every certificate we issue.
Several countries require the original notarized document plus two notarized duplicate originals — not photocopies. Each duplicate must be notarized separately. Confirm with your agency whether duplicates are required and how many, then bring sufficient copies to the notary appointment.
“A single notary error can delay an adoption by months. The cost of re-doing a home study notarization, obtaining a new apostille and returning documents to the receiving country ranges from $200 to $800 per document — on top of the time lost.”
How Tewksbury Notary Handles Adoption Files
We have notarized adoption documents for Massachusetts families adopting from China, Korea, Colombia, India, Bulgaria, Vietnam, Ethiopia and several Eastern European countries. The work follows a consistent process.
Call 978-424-4629 with the receiving country, your placing agency name and a rough list of documents requiring notarization. We confirm the right notarization type for each document and whether your social worker needs to attend.
If your home study social worker needs to sign, we schedule directly with them — at their office via mobile service or at our Tewksbury location. We notify them of what to bring and how the appointment works.
Most adoption packets are notarized in a single session. Both adoptive parents present, all documents in hand with signature lines blank. We work through the packet systematically, confirm each certificate type and apply the seal. Most sessions take 30–60 minutes.
Our notarizations are formatted to pass Massachusetts Secretary of the Commonwealth review for apostille issuance. We do not submit the apostille application — that is handled by you, your adoption attorney or a courier service.
When your country requires annual post-placement reports, we handle them at standard rates. No additional setup. Many families return to us at 6 months, 1 year, 2 years, 3 years and 5 years post-placement.
What to Bring to Your Appointment
- Valid government-issued photo ID for both adoptive parents. Massachusetts driver’s license, state ID, US passport or military ID. Names must match the documents exactly.
- All documents requiring notarization, prepared and complete. Every field filled in. Signature lines blank — you sign in front of the notary.
- Your placing agency’s notarization checklist. Bring it to confirm we are using the right certificate type for each document.
- Duplicate sets if the receiving country requires them. Confirm the number of originals required with your agency. Bring pre-printed duplicate sets, not photocopies.
- Marriage certificate or name-change documentation if your current name on ID does not match your name as it appears on adoption documents.
- Your social worker if their signature requires notarization. They must be present, provide their own valid ID and sign in front of the notary.
Frequently Asked Questions
Do both adoptive parents need to be present?
Do we need an apostille for our adoption documents?
How much does adoption document notarization cost?
Can you visit our adoption agency or social worker’s office?
Our adoption has been delayed — can we update expired affidavits?
Can you notarize our home study social worker’s signature?
What is the difference between a jurat and an acknowledgment for adoption documents?
Do you handle apostille submission for us?
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