Yes, We Can!

Your Paper Chase, Our Pixie Dust!

I have a great relationship with the Florida Department of State and have lived in Tallahassee for 18+ years. The chances are very high that if it can be done, we can do it! We specialize in the improbable!

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We Get It!

Courier Service

You know those kind of people who “get it”? That’s us! I’m an adoptive mom and began handling dossiers for Florida families adopting abroad over ten years ago.  Today I provide corporate and legal services as well as adoption services for Florida families.

I can pick up or deliver to all courts and state offices as well as make runs to the Florida Bar.  Most of my work is transacted at the Florida Department of State.

TIME

Most of our clients use us if they are in a BIG hurry, but there are lots of other reasons to use our services, too!  If you want to know where your documents are throughout the process, we’re your team.  We also provide notorial services and never scowl at you like that grumpy lady at the bank. This is my favorite mug.


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Speediest Delivery


The Notary’s Statement

Errors in the notary’s statement are the #2 cause of delays (requiring a signature on your package is the #1 cause). Please check EVERY notary statement for accuracy — even SEASONED notaries sometimes forget a step!  We have provided some helpful tips on our site, but you should always send us a scan or photo of your notary statements if you have any questions! Mail questions to Karen: (karenaviva@hotmail.com) with a snazzy subject line & possibly even one of those exclamation point things.


Ship Smart

Every major carrier can deliver documents to me, some more successfully than others, and costs vary — sometimes substantially — between them.  UPS and the postal service are the LEAST predictable and MOST stressful to deal with. I highly recommend that you call 1-800-Go-FedEx and request an account number if you don’t already have one.  This number covers your credit card number and also offers a discount on shipping rates.

Correct Checks

The Florida Department of State accepts personal checks, and so do I.  EVERY package must have (at least) two checks: ONE made to the Florida Department of State, and ONE made to Karen Rubin.  The amount of BOTH checks will depend on your document total.  90% of the time, the amount for the Department of State will be $10 x the number of documents (calculated by the number of notarizations, not the number of pages).  Multi-page documents must always be stapled before they can be submitted for a seal. SOME vital records acquired from your COUNTY CLERK OF COURT are $20.


Forwarding Label

Your package to me MUST contain your documents with CORRECT notarizations, two checks, the country of intended use, and a pre-paid forwarding label.  Your package may ALSO contain other checks, documents, & labels as in the case of items that must be forwarded to another courier or to a consulate or embassy.  If you have extra materials, I suggest you contain those in a SEALED envelope inside your mailer to me to reduce any possibility that anything could go astray.

Let’s Talk About Vital Records


WARNING!
Vital Records may NEVER — and I mean NOT EVER — be notarized.

A vital record is a birth certificate, a marriage license, a divorce decree, or a death certificate.

In Florida, Vital Records come in two varieties: The kind you get from Jacksonville (from the State Office of Vital Records), and the kind you get from your County Clerk of Court (a certified copy of the document that was filed when your child was born, you applied for your marriage license, or when your divorce was ordered in court).

They are NOT processed the same way in Tallahassee.

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The State Record


If you don’t remember if you ordered vital records from Jacksonville, check to see if they are printed by a computer on red & blue safety paper. Because they are issued by a state agency, the Department of State will seal them for $10, like any other notarized document.


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The County Record


If you went to your local Clerk of Court and got “certified copies” of your marriage, birth, death, or divorce records (photocopies with some sort of a clerk of court stamp on them, often red or green), the Department of State will charge $20 to seal each one. This is because they were issued at the COUNTY level, and so must undergo TWO levels of checking.

Check Your Check

If it is wrong, your documents won’t be processed.

Notary Affirmations



The Florida Department of State is more strict than your adoption agency and they assert that they know Florida law better.

PLEASE do not assume that the template your agency provides is correct.  In my experience, it isn’t.


For an Affirmation

For “Originals”


Use this format if the document is one YOU generated (an example is a statement of non-employment) or if you are attesting that the document is a COPY of something.

COPY & PASTE (remembering to substitute the correct relevant details):

STATE OF FLORIDA
COUNTY OF ________

Sworn to and subscribed before me on this ______ day of 2016 by NAME OF PERSON SIGNING THE DOCUMENT who is personally known to me.

[Notary stamp / notary signature]

*No, the notary does NOT have to print their name. No, the notary does NOT need to write “my commission expires _____.” Those details are ON THEIR STAMP.

If your statement does NOT have the name of the person signing the document & HOW the notary knows who they are (personally known or produced (what kind of) identification, it is INCOMPLETE and the Department of State WILL NOT PROCESS IT.


For a Copy

For Copies


Copies are documents that might be required for your dossier, but which YOU did not originate. Copies of your passport photo page are one example.

PLEASE COPY & PASTE THIS onto documents you generate (remembering to substitute the correct relevant details):

STATE OF FLORIDA
COUNTY OF ________

On this _______ day of 2016, I attest that the preceding or attached document is a true, exact, complete, and unaltered photocopy made by me of _______________________ [a homestudy license for XYZ Agency, for example] presented to me by the document’s custodian, _____________ [this is YOU!], and, to the best of my knowledge, the photocopied document is neither a public record nor a publicly recordable document, certified copies of which are available from a source other than a notary public.

[Notary stamp / notary signature]

*No, the notary does NOT have to print their name. No, the notary does NOT need to write “my commission expires _____.” Those details are ON THEIR STAMP.

PROCESS CHANGE FOR FEDERALLY-ORIGINATED DOCUMENTS
The Department of State STOPPED accepting Immigration & Tax documents notarized as copies (long story why, and it makes no sense anyway).

FOR IMMIGRATION Approvals

For all FEDERALLY-originated documents, including immigration documents, & tax returns, please print a statement on a sheet of paper that looks like this:

Januberry, 41, 1313

We attest that this is a copy of our immigration document.

Sincerely,

 

______________                    ­­­­­­­­­­­­­­­­­­­­________________

my signature                      their signature

 

STATE OF FLORIDA,  COUNTY OF MOUNTAINS

Sworn and subscribed before me on this 41st day of Januberry, 1313, by Him & Her Applicant, who are personally known to me.

 

[notary would then stamp & sign the page]

Staple this sheet to the document.

AIRMAIL


  • Connector.

    Use a trackable service

    FedEx is the only service than can TRACE your package which is better than TRACKING it FedEx.com

  • Connector.

    Fed Ex is Generally the Most Reliable

    ALL services have made MASSIVE errors, even Fed Ex, but their reps are less surly about apologizing

  • Connector.

    I cannot Recommend the US Postal Service

    If you have ALL the time in the world, then just use Priority Mail. But be aware that, regardless of the number they furnish you, it isn’t traceable, and sometimes it is even hard to track.

  • Connector.

    You must have a Fed Ex Account

    What I mean by “must” is PLEASE get a FedEx account number. Just DO IT. It takes only a couple of minutes & you get a discounted shipping rate. Just phone 1-800-Go-FedEx (1-800-463-3339). If I have to arrange your shipping, there will be an additional fee.

Ship To
3748 Ivy Green Trail
Tallahassee, FL 32311


This address is secure. Please do NOT. EVER. require a signature.

This will delay your documents


0%
of the time

Courier Fee

Fees for the Florida Department of State are separate.
For any questions regarding our fees above, don’t hesitate to contact us!

OUR TALLAHASSEE TEAM

Karen

Karen

Get ‘Er Done Girl


If you have a complicated question, you will want to insist on talking to Karen.



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Mara

Chief Cheerleader


Mara drives her mother’s car, so she may pick up your documents after cheer practice.


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Isaac

Knight


Isaac is presently away at UCF impressing everyone.  GO Knights! Charge On!



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Reesa

Mermaid


Reesa is a competitive synchronized swimmer with the Tallahassee Serinas. S-E-R-I-N-A-S! Tallahassee, you’re the best!  Goooooo Serinas!


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Avron


Avron, the children’s father, is a local attorney and often collects or delivers documents if Karen is out of town.



Everything will be ok in the end. If it’s not ok, then it’s not the end.Indian Proverb. Or John Lennon.

Get in Touch


We always love to hear from our you.

+Contacting us BEFORE sending your documents ensures the shortest visit for your documents to our fair city.

Hours


Monday – Friday Always Open

Saturday Always Open

Sunday Always Open


Contact


Address 3748 Ivy Green Trail, Tallahassee 32311

Phone 850.345.2967

Email karenaviva@hotmail.com

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