What an apostille is
An apostille is a certificate attached to a document so it will be accepted in another country. It confirms that the signature, seal or stamp on the document is genuine. It doesn't say anything about whether the content is true.
Apostilles only work between countries that belong to the Hague Apostille Convention. If the destination country isn't a member, you'll need embassy or consular legalization instead, which takes more steps (see below).
Who issues apostilles for New Jersey documents
In New Jersey, apostilles are issued by the Department of the Treasury, Division of Revenue and Enterprise Services. The state's online Apostille/Certification Service takes the request and payment, and you mail or drop off the documents with the confirmation page.
New Jersey can only apostille New Jersey documents. A birth certificate from Pennsylvania, for example, has to be apostilled by Pennsylvania. Federal documents, such as FBI background checks, are authenticated by the U.S. Department of State.
Step 1: Get the right version of your document
Vital records (birth, marriage, divorce and death certificates) usually need to be certified copies from the New Jersey Department of Health's Office of Vital Statistics and Registry. Records from before January 1, 1923 come from the New Jersey State Archives. A photocopy or a hospital birth record won't work.
Personal documents, such as a power of attorney, affidavit, consent letter or translation statement, are signed in front of a New Jersey notary. The apostille then confirms the notary's signature and commission.
Corporate documents, such as certificates of good standing or formation documents, are usually certified copies from the state.
Step 2: Submit the request
Submit the request through the state's online service, pay the statutory fee, and send the documents with your confirmation page. Processing time depends on the state's current workload, so check the state's site for the latest fees and timing before you plan around a deadline.
Include where the finished documents should be returned, and keep a copy of everything you send.
Step 3: Check the result before it travels
When the apostille comes back, check that it's attached to the right document and that names match the destination's paperwork. If the receiving office also asked for a translation, ask whether the translation must be done before or after the apostille. Requirements differ by country.
When you need embassy legalization instead
For countries outside the Hague Convention, documents usually go through state certification, U.S. Department of State authentication, and then the destination country's embassy or consulate. Each step has its own fees and processing time, so start several weeks before your deadline.
Common mistakes that cause delays
Sending a photocopy instead of a certified copy. Sending an out-of-state document to New Jersey. A notarization missing the notary's name, commission details or the date. Waiting until the week before a visa appointment.
Common questions
How long does a New Jersey apostille take?
It depends on the state's current processing time and how the documents reach the office. Check the state's site for current timing, and allow extra time if a certified copy has to be ordered first.
Can I apostille a notarized copy of my diploma?
Often a notarized copy, or a notarized statement from the school's registrar, can be apostilled. Ask the receiving country which version it accepts before you start.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.