Before the MEA puts an apostille on your document, authentication from the concerned departments like HRD (Human Resource Department) vs State or Home Department vs SDM (Sub-Magistrate Department) or CoC (Chamber of Commerce) is important.

Which is the correct department to get authentication for our document?

Let’s figure it out!.

TL;DR — Pick your route fast

  • Personal documents (birth, marriage, PCC, affidavits) → State Home/General Administration Dept (Home/GAD) or your district SDM/ADM → MEA Apostille
  • Educational documents (degree, diploma, marksheets, transcripts) → State HRD/Education Dept (some States need University/Board genuineness first) → MEA Apostille
  • Commercial documents (POA, invoices, CoO, board resolutions) → Recognized Chamber of Commerce (CoC) → MEA Apostille

e-Sanad: If your University/Board is listed, you can often complete verification + apostille digitally. If not, use the manual routes above.

Step 1 — Classify your document

A) Personal (civil & individual)

Birth/Death, Marriage, Divorce, Name/Gazette change, Single-status affidavit, PCC, Medical fitness, Employment/Experience/Salary letters.
Authority: Home/GAD of your State or SDM/ADM of your district or delhi sdm.

B) Educational (school, college, university)

Degree/Provisional, Consolidated & Semester marksheets, Diploma, SSLC/HSC, Bonafide/Verification letters, Transcripts.
Authority: State HRD/Education Dept of the issuing State (plus University/Board genuineness if your State demands it).
Note: Prefer e-Sanad where available.

C) Commercial (business & trade)

Invoice, Certificate of Origin, Agency/Distribution Agreement, Board Resolution, MOA/AOA, Incorporation Certificate, POA, Contracts.
Authority: Chamber of Commerce (national/state/local) — not HRD/SDM/Home.

Step 2 — Notarization (when & where)

When it’s needed:

  • Common for personal affidavits (single-status, name correction), many commercial papers (POA/contracts), and sometimes for true-copy attestation.
  • Usually not required for educational originals unless your State asks.
  • But mostly SDM, HRD, State department required notarization of the documents irrespective of original or copy.

Where to find a Notary:

  • District/Taluk/Civil Courts (Bar/Advocates’ halls)
  • Collectorate / District Magistrate public counters
  • Bar Associations (ask for on-duty registered notaries)

Carry: original(s) + 1-2 photocopies, ID/passport, and e-stamp/stamp paper for affidavits. Ensure seal + reg. no. + date + place are legible.

Route A — Personal documents (Home Department or SDM)

Who authenticates:

  • State Home/General Administration Department (Home/GAD), or
  • District SDM/ADM (Collectorate/Magistrate office).
    Some destinations/embassies insist on Home Dept instead of SDM—check your checklist.

DIY steps:

  1. Notarize if required (affidavit/true copy).
  2. Submit at Home Dept Attestation Cell or SDM/ADM with original + copy, ID, application/fee.
  3. Collect with Home/SDM stamp & signature.
  4. Proceed to MEA apostille.

Example venues (illustrative): State Secretariat/Home Dept; District Collectorate (SDM/ADM) (e.g., Chennai District Collectorate for Chennai).

Route B — Educational documents (HRD/Education)

Who authenticates: The State HRD/Education Department of the issuing State.

DIY steps:

  1. Get University/Board genuineness if your State requires it.
  2. Submit originals + copies, verification letter (if any), ID, application/fee at RD/Education Dept (or RAC, if notified).
  3. Collect with HRD/Education authentication.
  4. Proceed to MEA apostille.
  5. If your Board/University is on e-Sanad, prefer that digital route.

Route C — Commercial documents (Chamber of Commerce)

Who authenticates: A recognized Chamber of Commerce (ASSOCHAM, PHD, FIEO, State Chambers, EPCs, etc.).

DIY steps:

  1. Notarize (usually for POA/contracts).
  2. Submit to your CoC with originals/copies, PAN/GST/CIN, and the attestation fee (or membership where needed).
  3. Collect CoC attestation.
  4. Proceed to MEA apostille.

Typical locations: State Secretariat / Education Directorates, District Collectorate (SDM/ADM), University Controller of Examinations, Bar Association halls, and major Chambers with export desks.

What to carry?

1. Personal (Home/SDM)

  • Original certificate(s) + 1–2 copies
  • ID/Passport copy
  • Notarized affidavit (if applicable: single-status, name mismatch)
  • 2-4 Passport size photo copies (depend upon state)
  • Consent form with personal contact details
  • Fee/receipt/DD as required

2. Educational (HRD/Education)

  • Original degree/diploma/marksheets + 1-2 copies
  • ID/Passport copy
  • University/Board verification (if your State requires it)
  • ID copy, application form, fee/receipt
  • Consent form with personal contact details
  • (Optional) Notarized copy, only if asked

3. Commercial (Chamber of Commerce)

  • Original document(s) + copies
  • Notarized POA/agreements (if applicable)
  • Company PAN/GST/CIN, authorization letter (if staff submits)
  • CoC membership/attestation fee

Common pitfalls (avoid rejections)

  • Wrong authority: Using SDM when the recipient strictly requires Home Dept, or sending education docs without HRD when demanded.
  • Illegible seals: Notary/authority seal must show name, reg. no., date & place.
  • Old PCC/medicals: Many authorities demand recently issued versions.
  • Language: Non-English/Hindi documents often need a certified translation before authentication.
  • Name mismatches: Add Gazette or a notarized declaration.

After State/CoC authentication → MEA apostille

  • If e-Sanad eligible: finish online with e-Apostille (QR).
  • If not eligible: submit through authorized collection centers/outsourced agencies (walk-in/courier, per the center’s process).
  • Pricing & examples:
    • /resources/what-is-apostille-meaning-process-certificate/
    • /resources/apostille-price-cost-per-document-in-india/

Original vs Copy (quick rule, with examples)

Full guide: /resources/apostille-on-original-vs-copy-certificate-india/

  • Short validity & will be returned (e.g., PCC, medical): apostille the original.
  • Long validity & may be retained (e.g., degree, some family documents): apostille a notarized copy (often e-Apostille), if allowed by the recipient.
  • Always follow the recipient’s written checklist.

Summary flow

Personal: Notary (if needed) → Home/SDM → MEA apostille
Educational: Univ/Board (if asked) → State HRD/Education → MEA apostille
Commercial: Notary (if needed) → Chamber of Commerce → MEA apostille

Keep photocopies of every page with visible seals & dates. When in doubt, confirm whether your destination insists on Home Dept (not SDM) or HRD for education.

Prefer a done-for-you option?

EasyApostille can:

  • Confirm the correct route (Home vs SDM vs HRD vs CoC) based on your destination’s checklist.
  • Arrange Notary, translations, and State submissions.
  • Handle MEA apostille and pickup/courier return with real-time updates.

Send a scan of your document + the recipient’s requirement. We’ll tell you exactly what’s needed—before you spend time or money.