Paola Santoro
To apostille a US birth certificate, get a recent certified copy from the vital records office of the state where you were born and submit it to that state’s apostille authority. New York City certificates also need a Letter of Exemplification and County Clerk certification. At Notaria Latina, we handle the entire apostille process for you.
Key takeaways
- Only a certified copy issued by a vital records office can be apostilled, never a photocopy or a hospital keepsake.
- The apostille comes from the state where you were born, not the state where you live now.
- Some states require an extra step first, such as the Letter of Exemplification for New York City records.
- Many countries also require a certified translation and a recently issued certificate.
What is an apostille?
An apostille is an official certificate attached to a public document that confirms the authenticity of the signature, the capacity of the official who signed it and, where applicable, the seal on the document. Under the 1961 Hague Apostille Convention, a document with an apostille is accepted in the other member countries without embassy or consular legalization.
The apostille does not confirm that the information in your birth certificate is correct; it confirms that the certificate was issued by a legitimate official.
Why would you need to apostille your birth certificate?
- Dual citizenship: registering a child born in the US as a citizen of their parents' country.
- Marriage abroad: many civil registries require an apostilled birth certificate.
- Residency or immigration applications in another country.
- Studying or working overseas.
- Inheritance or legal matters in another country.
Is my birth certificate eligible for an apostille?
| ✔ Can be apostilled | ✘ Cannot be apostilled |
|---|---|
| A certified copy issued by a state or city vital records office | A photocopy, even if notarized |
| A copy with the registrar's signature and official seal | A decorative hospital certificate |
| The long form, when the destination country requires the parents' details | A certificate issued by another country (it is apostilled in that country) |
Apostille vs. authentication
If the country where you will use your birth certificate is a member of the Hague Convention, you need an apostille. If it is not, you need an authentication instead, which usually involves the state, the U.S. Department of State and then the embassy or consulate of the destination country. Confirm which one applies before you start.
How to apostille a US birth certificate, step by step
Step 1: Get a recent certified copy
Order a certified copy from the vital records office of the state, or city, where you were born. If the certificate will be used for dual citizenship or other procedures abroad, request the long form, which includes your parents' information. Some countries only accept certificates issued within the last few months, so if yours is old, order a new one.
Step 2: Identify the right apostille authority
The apostille is issued by the state where you were born, not the state where you currently live. Each state has its own authority and procedure:
| Place of birth | Preliminary step | Apostille authority |
|---|---|---|
| New York City (5 boroughs) | Certified copy with a Letter of Exemplification from the NYC Department of Health, then certification by the County Clerk | New York Department of State |
| New York State (outside NYC) | Certificates issued by a local registrar need County Clerk certification; those issued by the State Department of Health do not | New York Department of State |
| New Jersey | A certified copy signed by an authorized official | NJ Department of the Treasury, Division of Revenue and Enterprise Services |
| Florida | A certified copy from the Florida Bureau of Vital Statistics | Florida Department of State |
| Other states | Varies by state | Usually the Secretary of State |
Born in New York City? The Letter of Exemplification is the most commonly missed step. At Notaria Latina, our Queens office handles NYC birth certificate apostilles every day and can take care of the County Clerk and Department of State steps for you.
Step 3: Prepare your request
Most states ask for:
- The certified birth certificate (and, for NYC, the Letter of Exemplification).
- A completed apostille request form, indicating the destination country.
- Payment of the state fee.
- A prepaid return envelope, if you submit by mail.
Step 4: Submit it and receive your apostille
You can submit in person or by mail, depending on the state. The apostille is attached to your birth certificate, usually with a staple. Never remove it: separating the apostille from the certificate invalidates it.
Step 5: Translate it, if required
Many countries require a certified translation of the birth certificate and, in some cases, of the apostille as well. Requirements vary: some countries accept translations made in the US, while others require an official translator in their country. Confirm with the receiving authority before you translate.
Need the translation too? We can apostille your birth certificate and prepare a certified translation in the same order, so you receive a complete package ready to send abroad.
How long does it take?
It depends on the state and on whether a preliminary step is needed. Some states issue apostilles the same day for walk-in requests, while mailed requests can take from a few days to several weeks. In New York City, getting the certificate with the Letter of Exemplification can add more time. If you have a deadline, start early or ask about our express apostille service.
Common mistakes to avoid
| Mistake | How to avoid it |
|---|---|
| Sending a photocopy | Only certified copies from a vital records office can be apostilled. |
| Applying in the state where you live | Apply in the state where you were born. |
| Missing the NYC Letter of Exemplification | Request it together with your certified copy. |
| Using the short form for dual citizenship | Request the long form with your parents' details. |
| Using an old certificate | Check whether the destination country requires a recently issued copy. |
| Getting an apostille when authentication was needed | Confirm whether the destination country is a Hague Convention member. |
Apostille your birth certificate with Notaria Latina
With more than 15 years of experience serving the Latino community in the United States, Notaria Latina takes care of your birth certificate apostille from start to finish: we review your certificate, handle the preliminary steps required by your state, submit it for the apostille and, if needed, prepare the certified translation. We serve clients in person and online.
Queens, New York
- 67-03 Roosevelt Avenue, Woodside, NY 11377
- Phone: 347-973-9888
- WhatsApp: 347-973-9888
Elizabeth, New Jersey
- 1146 East Jersey St, Elizabeth, NJ 07201
- Phone: 908-800-9046
- WhatsApp: 908-800-9046
Sunrise, Florida
- 2104 N University Dr, Sunrise, FL 33322
- Phone: 305-600-3290
- WhatsApp: 305-600-3290
Toll-free: 1-800-742-8602 · Book an appointment online
Legal notice: I am not an attorney licensed to practice law and may not give legal advice about immigration or any other legal matter or accept fees for legal advice.
Frequently asked questions
1. Where do I apostille my US birth certificate?
In the state where you were born. In New York, Florida and most states, it is the Department or Secretary of State; in New Jersey, it is the Division of Revenue and Enterprise Services.
2. Can I apostille a photocopy of my birth certificate?
No. Only a certified copy issued by a vital records office can be apostilled.
3. How long does it take to apostille a birth certificate?
From the same day to several weeks, depending on the state, the submission method and any preliminary steps, such as the NYC Letter of Exemplification.
4. Can someone else apostille my birth certificate for me?
Yes. A third party or an apostille service can submit the certified copy on your behalf.
5. Do I need a translation after the apostille?
Often yes. Many countries require a certified translation of the birth certificate, and sometimes of the apostille. Check the requirements of the receiving authority.
6. Is an apostille the same as notarization?
No. Notarization verifies a person's signature on a document, while an apostille authenticates a public document so it can be used in another country.
