What is an apostille?

In plain English

It is issued by a designated government office, not by the notary. The office confirms the signature and seal on the underlying document.

Countries outside the Convention may require a longer legalization process.

Why it matters

A foreign university, court or employer may refuse a document that lacks an apostille, and getting one can take time. People often discover too late that a notarized copy is not the same thing, which can delay a visa, marriage abroad or job start.

Some documents must be notarized first before the state office can issue an apostille, so the order of steps matters.

Worked example

A New Jersey birth certificate copy is apostilled for use in a member country; the notary is not involved unless the document needs notarizing first.

What to do

1. Confirm with the foreign recipient that the destination country accepts apostilles.
2. Ask the issuing state office which documents it will apostille and in what form.
3. Get the document notarized first if it is a privately signed document that needs a notary.
4. Submit to the designated state office, which in New Jersey is a state government office, not a notary.
5. Ask the recipient whether a translation is also needed.

Common mistakes

• Asking a notary to issue an apostille wastes time because only the designated government office can do so.
• Sending a photocopy of a vital record when the office needs a properly issued copy can lead to rejection.
• Submitting to the wrong state can fail because the apostille generally comes from the state where the document was issued or notarized.

Not the same as: Legalization

An apostille is a single certificate for countries in the Hague Convention, while legalization is a longer chain of authentications for countries outside it. See Legalization.

Go deeper

• How to Get an Apostille in NJ: Birth Certificates, POAs & Steps: How to get an apostille in NJ: who issues the apostille seal, birth, death and marriage certificates, notarized documents, how to apply online, timing, and when you need embassy legalization.
• Hague Apostille Countries vs Non-Hague Countries: How to tell whether a country accepts apostilles or requires full legalization, why it changes the steps and cost, and how to check a destination's current status.
• Which Documents Can Be Apostilled? Types and Examples: A practical list of document types that can receive an apostille, from vital records to notarized affidavits, plus examples often rejected.

Related terms

• Blank spaces in a document: Unfilled lines or fields in a document presented for notarization.
• Capacity: A signer's ability to understand what they are signing and its effect.
• Affidavit: A written statement of facts that the signer swears or affirms is true, usually notarized with a jurat.

Common questions

General information, not legal advice. Rules vary by state and change; check with your state's commissioning office.