Birth Certificate Apostille — Fast, Correct, State-by-State Guide

Your birth certificate is one of the most frequently requested documents for international use. When a foreign authority asks for it, they usually require an apostille so the document is recognized abroad. This guide explains how to apostille a birth certificate correctly the first time — what copy qualifies, where to send it, how long it takes, and how to avoid the common errors that cause delays.

What Is a Birth Certificate Apostille?

An apostille is a certificate used by countries in the Hague Apostille Convention to confirm a public document’s signature and seal. For a birth certificate, it verifies that the registrar’s signature and the issuing authority’s seal are genuine. The apostille does not change your birth information — it confirms authenticity so the document is accepted outside the United States.

The apostille itself is typically a separate page attached to or stamped directly on your birth certificate. It contains standardized fields including the issuing country, name of the signatory, capacity in which the person acted, date, the certifying authority, and a certificate number or seal. This format was established by the Hague Convention of 5 October 1961 and is recognized by all member nations without further certification.

If your destination country is not a Hague member, you will follow an authentication + legalization path instead: the state authenticates the document first, and then the destination country’s embassy or consulate adds legalization. Countries like China, UAE, and Vietnam currently use this process for U.S. documents.

When You Need One

Authorities overseas request apostilled birth certificates for many reasons, including:

• Marriage abroad (civil registry requirements)
• Residency or long-stay visas (proof of identity and civil status)
• Citizenship by descent (Italy, Spain, Ireland, Poland, and others)
• International adoptions (court and agency filings)
• School enrollment and university admissions
• Inheritance and family law outside the U.S.
• Work permits and employment abroad
• Dual nationality applications requiring proof of parentage

Certified vs. Informational Copies

Only a certified copy of your birth certificate qualifies for an apostille. An informational copy — often printed with text like “NOT VALID FOR LEGAL PURPOSES” — will be rejected by the state apostille office.

Copy Type	Eligible for Apostille?	Key Identifiers
Certified Copy	✅ Yes	Official seal (raised or colored), registrar’s original or authorized signature, document number
Informational Copy	❌ No	Often stamped “INFORMATIONAL ONLY” or “NOT FOR LEGAL USE”; may lack seal
Photocopy / Notarized Copy	⚠️ Usually No	Notarized copies may work in limited cases; check with the receiving country first
Hospital Record / Souvenir Certificate	❌ No	These are unofficial keepsakes with no legal standing

If you don’t have a certified copy, order one from the vital records office in the state where you were born. Most states allow online orders through VitalChek or the state’s own portal.

Long Form vs. Short Form Birth Certificate

Many states issue two versions of a birth certificate. Understanding which version your destination country needs can save you a round trip to the vital records office.

Version	What It Includes	When It’s Required
Long Form (Full / Unabridged)	All original information: parents’ names, birthplaces, ages, occupations, address at time of birth, attending physician, date of registration	Citizenship by descent applications (Italy, Ireland, Poland), adoptions, most European civil registries
Short Form (Abstract / Certified Extract)	Core facts only: name, date of birth, place of birth, sex, file number	Residency visas, school enrollment, many marriage registrations

Step-by-Step Process

Follow these steps to apostille your birth certificate without delays:

1. Confirm the receiving country is a Hague member.
   Check the HCCH status table. If it is, proceed with the apostille process. If not, you’ll need authentication + embassy legalization instead.
2. Obtain a current certified copy of your birth certificate.
   Order from the vital records office of the state where you were born. Confirm you’re ordering a “certified” copy, not an informational copy. Long form vs. short form: request whichever version the receiving country requires.
3. Identify the correct apostille-issuing authority.
   For U.S. birth certificates, apostilles are issued by the Secretary of State (or equivalent) of the state that issued the certificate — not the federal government. Find your state’s office in the State-by-State Quick Links section below.
4. Prepare your submission packet.
   Include: (a) your original certified birth certificate, (b) a completed request form (if required by your state), (c) the apostille fee (check, money order, or credit card — varies by state), and (d) a pre-paid return shipping envelope if submitting by mail.
5. Submit to the state apostille office.
   Most states accept mail, in-person, and courier submissions. Some states (California, Texas, New York) offer online scheduling for in-person appointments. Processing times range from same-day (walk-in) to 6–8 weeks (standard mail). See the Timing, Fees & Shipping section for details.
6. Receive and inspect your apostilled certificate.
   When your documents are returned, verify the apostille is attached, the certificate number is present, and the signature/seal of the issuing official is visible. Cross-check names and dates against your original certificate for accuracy.
7. Arrange translation if required.
   If the destination country requires your birth certificate in its native language, arrange a certified translation after apostilling. See the Translations section for country-specific requirements.

State vs. Federal — Send It to the Right Place

This is one of the most frequent and costly mistakes people make. Birth certificates are state documents, not federal ones. The U.S. Department of State in Washington D.C. only apostilles federal documents (such as FBI background checks, federal court orders, or documents issued by federal agencies).

Sending a birth certificate to the U.S. Department of State will result in rejection and a weeks-long delay.

Document Type	Where to Send for Apostille
Birth Certificate	Secretary of State of the issuing state
Marriage Certificate	Secretary of State of the issuing state
FBI Background Check	U.S. Department of State, Office of Authentications
Federal Court Order	U.S. Department of State, Office of Authentications
Notarized Document (private)	Secretary of State of the state where notarized

State-by-State Quick Links

Select your birth state below to find the official apostille office, current fees, and processing times.

State	Issuing Authority	Standard Time	Expedited Available?
Alabama	Secretary of State	5–7 business days	Yes
Alaska	Lieutenant Governor’s Office	7–10 business days	No
Arizona	Secretary of State	5–10 business days	Yes
California	Secretary of State	4–6 weeks	Yes (appointment)
Colorado	Secretary of State	3–5 business days	Yes
Florida	Secretary of State	5–10 business days	Yes
Georgia	Secretary of State	7–10 business days	Yes
Illinois	Secretary of State	10–15 business days	Yes
New York	Department of State	4–6 weeks	Yes (appointment)
Texas	Secretary of State	3–6 weeks	Yes

Don’t see your state? Visit our complete state apostille directory for all 50 states plus Washington D.C., Puerto Rico, and other territories.

Timing, Fees & Shipping

Processing Times

Processing times vary significantly by state and submission method:

Submission Method	Typical Turnaround	Notes
In-person / Walk-in	Same day – 1 business day	Available in CA, NY, TX, FL, and select other states. Appointment required in most cases.
Expedited Mail / Courier	2–5 business days	Use FedEx or UPS with tracking. Include prepaid return label.
Standard Mail	2–8 weeks	Highly variable. Not recommended for time-sensitive applications.
Professional Courier Service	1–5 business days	A service handles submission and return on your behalf, often with same-day or next-day processing windows.

Apostille Fees

State apostille fees typically range from $5 to $30 per document, though some states charge more. Below are fees for frequently requested states:

State	Standard Fee (per document)
California	$20
New York	$10
Texas	$15
Florida	$10
Illinois	$12
Georgia	$10

Additional costs to budget for: vital records certified copy fee ($10–$30), shipping to and from the state office ($15–$40 round-trip for tracked overnight), and translation fees if required.

Translations & Multi-Country Use

An apostille confirms the authenticity of your document’s signature and seal — it does not translate the contents. If the receiving country cannot read English, you will also need a certified translation into the required language.

Translation Requirements by Common Destination

Country	Translation Required?	Who Must Translate?
Italy	Yes	Certified translator, often sworn/officially recognized in Italy
Spain	Yes	MAEC-sworn certified translator (jurado)
Germany	Yes	Court-certified or sworn translator (beeidigter Übersetzer)
France	Yes	Traducteur assermenté (sworn translator)
Mexico	Sometimes	Perito traductor; check with receiving office
Greece	Yes	Greek consulate-approved or local certified translator
UK	No	English documents accepted as-is
Canada	No	English documents accepted as-is
Australia	No	English documents accepted as-is

Order of operations matters: Always apostille first, then translate. The translator certifies the entire document including the apostille. If you translate first and then apostille, the translation may not be considered valid by foreign authorities.

Multi-Country Use

If you need the same birth certificate apostilled for use in multiple countries, obtain a separate certified copy for each country. Each copy needs its own apostille. Do not attempt to photocopy an apostilled document — foreign authorities will reject non-original apostilles.

Territories, CRBA & Adoptions

U.S. Territories

• Puerto Rico: Apostilles are issued by the Puerto Rico Department of State. Note: Puerto Rico reissued all birth certificates in 2010; any certificate issued before that date is invalid and must be replaced before apostilling. (See Puerto Rico apostille services)
• U.S. Virgin Islands: Contact the USVI Department of Health for certified copies; apostilles are issued by the Lieutenant Governor’s Office.
• Guam: Vital records are handled by the Guam Department of Public Health and Social Services; apostilles through the Office of the Attorney General of Guam.

Consular Report of Birth Abroad (CRBA)

If you were born abroad to U.S. citizen parents and have a Consular Report of Birth Abroad (Form FS-240), this is a federal document issued by the U.S. Department of State — not a state-level birth certificate. Apostilles for the FS-240 are issued by the U.S. Department of State, Office of Authentications in Washington D.C.

Adoptions

For international adoptions, you may need apostilles on multiple documents including the amended birth certificate (post-adoption), the adoption decree, and the home study. Work with your adoption agency to confirm the full document list required by the receiving country. Some countries, such as South Korea and China, have additional authentication requirements beyond a standard apostille.

Pre-Submission Checklist

Before sending your birth certificate to the state apostille office, verify each item:

• Document is a certified copy with an official seal (raised, embossed, or colored) and registrar’s signature
• Copy is the correct format — long form or short form — as required by the receiving country
• Document was recently issued if the destination country requires it (check within 90–180 days)
• You are sending to the correct state authority (state of birth, not federal government)
• Request form is fully completed with name, purpose, and destination country
• Correct fee is enclosed (check, money order, or credit card authorization as specified)
• Pre-paid return envelope with tracking is included (for mail submissions)
• You have kept a photocopy of everything submitted for your records
• Submission envelope or packet is addressed to the exact office listed on the state’s official website
• You have confirmed the apostille process rather than authentication + legalization is what your destination country needs

Common Mistakes

These errors account for the majority of rejections and delays:

• Sending to the wrong authority. Birth certificates go to the state Secretary of State — not the U.S. Department of State in D.C. This is the single most common and time-consuming mistake.
• Using an informational copy. Any copy stamped “NOT FOR LEGAL PURPOSES” or “INFORMATIONAL ONLY” will be rejected. Only submit a certified copy with an official seal.
• Using an outdated or pre-2010 Puerto Rico certificate. Pre-2010 Puerto Rico birth certificates are legally invalid. They will not be apostilled.
• Submitting the wrong form (long vs. short). Many citizenship-by-descent applications are rejected because the applicant submitted a short-form certificate when a long form was required.
• Translating before apostilling. Always apostille the original document first, then arrange translation of the apostilled copy.
• Sending a photocopy of an apostilled certificate. Each country requires its own original certified copy with its own original apostille. Photocopies are not accepted.
• Forgetting the return envelope. Many state offices will hold your documents until you send a prepaid return label — adding weeks to processing time.
• Using personal checks for states that don’t accept them. Check each state’s accepted payment methods. Most prefer money orders; some accept credit cards for in-person submissions.
• Not confirming the receiving country’s Hague membership. Some recently joined countries or countries with complex status may require legalization instead of — or in addition to — an apostille.

Client Story

Frequently Asked Questions

How long does it take to apostille a birth certificate?

Processing time varies by state and submission method. In-person or walk-in submissions at states that allow them can be completed same-day. Standard mail submissions typically take 2–8 weeks. Using a professional courier service that hand-delivers to the state office usually reduces turnaround to 1–5 business days.

Can I apostille a birth certificate myself?

Yes. You can submit directly to your state’s Secretary of State office by mail or in person. However, many people use a courier service to save time, avoid common submission errors, and track the process — especially when dealing with tight deadlines like visa appointments or citizenship application cutoffs.

What if I was born in a different state than where I live now?

The apostille must be obtained from the state where you were born, not where you currently live. For example, if you were born in Ohio but live in Florida, you (or your courier service) must submit to the Ohio Secretary of State. Your current state has no authority over a birth certificate issued by another state.

Does an apostille expire?

The apostille itself does not technically expire, but the underlying birth certificate may need to be recently issued depending on the receiving country’s requirements. Some countries (particularly for marriage and residency applications) require that the birth certificate was issued within the last 90 to 180 days. Always confirm the requirements with the specific foreign authority before ordering.

What if my destination country is not on the Hague Convention?

Countries not party to the Hague Apostille Convention (such as China, UAE, Saudi Arabia, and Vietnam) require a different process: authentication by the state, then legalization at the destination country’s U.S. embassy or consulate. This process is called “authentication and legalization” or “embassy legalization” and typically takes longer and costs more than a standard apostille. Contact the destination country’s embassy in the U.S. for their specific requirements.

Can I get an apostille on a certified copy of a birth certificate ordered online?

Yes, as long as it is a certified copy with an official seal and signature — not an informational copy. Documents ordered through VitalChek or a state’s official vital records portal are typically valid certified copies eligible for apostille. Verify that the document received has an embossed or colored official seal before submitting.

Do I need to send the original birth certificate or can I keep it?

You will need to submit the original certified copy to the state apostille office — you cannot apostille a photocopy. The same certified copy (with the apostille attached) will be returned to you. It is advisable to order two certified copies so you have a backup during the process. Once apostilled, the document is returned to you and remains yours to keep and use.

How much does it cost to apostille a birth certificate?

Total cost typically ranges from $50 to $150 when all expenses are included: the state apostille fee ($5–$30), the certified copy fee ($10–$30), and shipping ($15–$40 round-trip). If you use a professional courier or apostille service, add a service fee of $75–$150, which is often worth it for the time savings and peace of mind.

Can I apostille a birth certificate for a deceased person?

Yes. There are no restrictions on apostilling birth certificates for deceased individuals. The process is identical: obtain a certified copy from the state where the person was born, then submit to that state’s Secretary of State for apostille. This is common for citizenship-by-descent applications using ancestral documents.

Helpful Resources

• HCCH — Hague Apostille Convention Member Countries
• U.S. Department of State — Document Authentication
• VitalChek — Order Certified Birth Certificates Online
• Federal Apostille — State-by-State Apostille Services
• Federal Apostille — FBI Background Check Apostille

Get Help Today

Apostilling a birth certificate involves more steps than most people expect — and mistakes mean starting over. Our team handles every part of the process: verifying your document qualifies, submitting to the right authority, tracking your request, and returning everything securely.

Last updated: 2025. Information is for general guidance. Always verify current fees and processing times with the relevant state office before submitting.