What exactly is a dossier?

First things first, it's pronounced DAH-see-ay.

A dossier is a collection of legal documents required by the foreign government for all individuals, or couples, who wish to adopt a child from that government's country.

How do I know what documents are needed?

Your adoption agency will provide you with a list of documents that are required by the foreign government.

These are the documents that are most likely to be on your dossier list. However, you should be aware that each country/agency/facilitator will have a specific list of documents, and may require specific forms. The following is only a general overview:

1. Passport Copy
2. Birth Certificate
3. Marriage Certificate (if applicable)
4. Divorce Decree or Death Certificate (if applicable)
5. Homestudy - It should be tailored to the country's specifics.
6. Homestudy License - Agency and/or social worker's license.
7. USCIS Approval - Also known as the I-171H or 797C form; receiving USCIS approval can take months, so get started ASAP! http://uscis.gov/graphics/formsfee/index.htm
8. Criminal Background Clearance
9. Child Abuse & Neglect Clearance
10. Medical Report - Most countries want a specific format & wording; some test results (such as HIV or Hepatitis) may be required and expirations can vary widely.
11. Financial Statement - This document can also vary depending on the country's requirements: your tax returns may suffice or you may be given a form that you or your bank needs to complete.
12. Employer's Letter - Usually states your place of work, position, length of employment and annual gross salary.
13. "Letter of Intent" - Brief description of yourself and the type of child you wish to adopt. If you are open to any medical problems, it's usually noted here and in the homestudy.
14. Power of Attorney - Allows the foreign coordinator to process documents on your behalf.
15. Petition - Identifies the child you would like to adopt.
16. Photos of your home and family

Why do I need so many documents that all seem to say the same thing?

Unfortunately, there are countries that require very specific wording for their documents. Sometimes, more than one government entity may need to approve the documents and each one could want it worded differently.

Basically it comes down to giving the government what it wants, no matter how inefficient it may seem.

Why do the documents in my dossier keep changing?

More than likely the foreign government keeps changing its requirements of what is acceptable. A good agency should let you know up front if their country's program is susceptible to change. Obviously the agency has no control over a foreign government, so even a "stable" program may experience changes. Nevertheless, there is a limit to the amount of change that is within reason. If you are concerned about the lack of consistency, give us a call.

When do I start gathering documents?

That's a tricky question, because so much depends upon the country. Some countries, like China, have a structured system with a well-established list of documents. Other countries, such as Russia, are in a state of flux and documents can change on a regular basis.

Before you start gathering any documents, you should contact your agency and speak with the director of your country's program. He/she may tell you to wait because the documents may change or expire by the time your adoption is finalized (Sometimes, a document is only valid for a certain time frame from the date it was signed or issued.). On the other hand, he/she could say, "Great, the sooner you start the better."

Your adoption agency will tell you exactly how your dossier needs to be authenticated. It's important not to assume anything! Families can lose hundreds of dollars and hours of time by improperly authenticating their dossier.

What are the different types of authentication?

• Certified - The document is issued by the government agency which has the record on file (it usually has a raised seal on it). If a document is certified, then it usually does not need to be notarized. An example is a birth certificate or marriage certificate.
• Notarized - An official notary has witnessed the signing of the document and verifies that the signature matches the identity of the person signing the document. The notary then "notarizes" the document by writing a statement such as, "Sworn and subscribed before me on this ___ day of (month/year)." Finally, the notary signs the statement and puts his/her seal on the document.
• Notarized Copy - Usually, the notary sees the original document and copies it himself/herself. Then the notary "notarizes" the document by writing a statement such as, "This is a true and accurate copy of ___________." The notary signs the statement and puts his/her seal on the document.
• Apostille - (pronounced AH-pah-steel) A state level seal verifying that the notary's commission has not expired. The Secretary of State issues apostilles. Please note that some states may require a county level seal before they will put the state level apostille on the document. All of the countries that signed the Hague Convention must recognize an apostilled document as a fully authenticated legal document in their country.
• State Seal or Great Seal - Very similar to the apostille, the state seal is used for countries that have not signed the Hague Convention. In addition, further authentication will probably be required. Normally it is the Department of State and then the Embassy or Consulate of the foreign country where the document is to be used.

To find out whether or not a country has signed the Hague Convention, you can access the list at http://travel.state.gov/hague_service.html.

Overwhelmed with the paperwork and the legalities? Contact Adoption Navigators for some guidance with your dossier.