Start with the right copy
The apostille confirms that the signature and seal on a public record are genuine. For a birth certificate, that signature belongs to the registrar who issued the certified copy. A photocopy, a scan, a hospital keepsake certificate or a copy you printed at home has no registrar signature to confirm, so it cannot be apostilled.
Before you order, ask the office abroad which version it wants. Some want the full or long form that lists the parents. Others accept a shorter abstract. Guessing wrong means ordering twice.
Ordering the certified copy
A New Jersey birth record is issued by the state vital records office or by the local registrar where the birth was recorded. Either way, you will need to prove who you are and, in most cases, that you are the person named or a parent. Processing times and fees change, so check the office's own page rather than relying on an old forum post.
Ask for a copy that is recent. Some receiving offices set their own age limit on documents, and an old certified copy may be refused abroad even if the apostille itself is fine.
Where the apostille comes from
For New Jersey public records, the apostille is issued by the state's apostille office, which sits in the Division of Revenue and Enterprise Services in the Department of the Treasury. It checks the official's signature against its records and attaches a numbered certificate.
It does not read the content of the birth certificate, and it does not say the information is correct. It only vouches that the signature is real.
Do you need a notary?
A certified copy issued by the registrar is already a public document, so it normally goes straight to the apostille office without a notary. A notary's own photocopy certification is a different thing and is not a substitute for the registrar's certified copy.
A notary does come in when you add a document that is not a public record, such as a parent's signed statement or consent letter that travels with the certificate.
Translation and order of steps
If the receiving country wants the certificate in another language, ask whether the translation should be done before or after the apostille. The order differs by country. A translation may need its own sworn or notarized statement, and in some cases its own apostille.
Never attach a translation to the certificate yourself with staples or glue. Separate pages are fine; altering the certified copy can void it.
Mistakes that send a request back
Sending a photocopy, a certificate from another state, or a copy with a damaged or removed seal are the usual ones. Another is paying the wrong fee or leaving out the return envelope. Check the office's instructions for the current fee, accepted payment and return method before you mail anything.
A birth certificate issued by another state is apostilled by that state, not by New Jersey. MCC Solutions can tell you where yours belongs and handle the New Jersey request when the record is from here.
Common questions
Can I apostille a birth certificate from another state?
Not in New Jersey. Each state apostilles its own public records, so a certificate issued elsewhere goes to that state's apostille office.
Does an apostille expire?
The apostille itself carries no expiry date. The office abroad may still require the underlying document to be recent, so ask what age limit it applies.
Can I apostille a photocopy of my birth certificate?
No. The apostille attaches to a certified copy bearing the registrar's signature. A photocopy or scan has nothing for the state to confirm.
More notary guides
- Apostille for New Jersey Business Documents
- Translator Statements and Notarization: Getting the Order Right
- Marriage Certificate Apostille in NJ: What to Order
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.