Vital records
Birth, marriage, divorce and death certificates are among the most common. They generally need to be certified copies issued by the proper vital records office, not photocopies or hospital souvenir certificates. The apostille then verifies the signature of the official who certified the record.
Signing something for use abroad? The online notary and apostille package.
Check the issue date. Some foreign offices expect a recent certified copy, and some states require a particular signature on the copy.
Hospital-issued souvenir birth certificates and baptism records are not public vital records. If you are unsure which version you hold, look for the state or county seal and a registrar's signature.
Notarized private documents
Powers of attorney, affidavits, consent letters, declarations and translation statements become eligible once a notary has completed them. The apostille office confirms the notary's commission, not the content. The notary's certificate must be complete and correct, with name, date, stamp and venue.
Notaries are not allowed to notarize copies of vital records in many states, so the original certified copy comes from the record office.
Statements that simply say a document is true, with no notary, are not enough. A notary must be involved for private documents.
Court and agency documents
Court orders, judgments and some agency records can be certified by the clerk or the official who holds the file. The apostille then covers the clerk's signature. Federal court and federal agency documents follow a different route through federal offices.
Ask the issuing office which kind of certified or exemplified copy they provide.
An exemplified copy is a special type of court copy with a seal and extra certification. Foreign courts sometimes ask for it, so ask the clerk what is available.
Education and professional records
School transcripts, diplomas and certificates can be apostilled once they have been notarized or certified by the registrar or the institution. Professional licenses may need a certificate from the licensing board. The route differs by state and institution, so read the instructions from the apostille office.
Allow time for the school to issue the certified version.
Some professional and trade documents, such as a letter from a licensing board, can be certified by that board. The apostille office then verifies the board official's signature. Ask the board how it issues certified letters.
Documents that cause trouble
Photocopies of originals, documents with removed staples or altered pages, and papers signed with a stamp that does not match the commission are frequent causes of rejection. Some documents cannot be apostilled at all, such as unnotarized private letters.
If you are unsure, ask the apostille office before sending anything, and keep copies of what you submit.
A good habit is to photograph or scan every page before you submit anything, so you can show what was sent if a question comes up.
Common questions
Can a photocopy be apostilled?
Not usually. The apostille office needs an original or certified copy with a verifiable signature.
Do apostilles expire?
The apostille itself usually does not expire, but the receiving country may want recent documents. Ask them.
More notary guides
- Apostille for New Jersey Business Documents
- I-9 Acceptable Documents List: A, B and C With Examples
- How to Get an Apostille in NJ: Birth Certificates, POAs & Steps
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.