New Jersey Apostille Services — Birth, Marriage, Diplomas, FBI & Business

If you need to present a New Jersey–issued document overseas, chances are you will be asked for an apostille (for Hague Convention destinations) or astate authentication followed by consular legalization (for non-Hague countries). This applies whether you are submitting abirth certificate from Bergen or Essex County, amarriage certificate recorded in Middlesex or Monmouth, adivorce decree certified by the Superior Court,diplomas or transcripts from Rutgers, Princeton, NJIT, Montclair State, Rowan, Seton Hall, or Stevens,or a notarized power of attorney for a property closing abroad.The apostille is a standardized certificate that verifies the signature and official capacity of the New Jersey official or notary who signed your document, allowing it to be recognized abroad without additional embassy steps in Hague countries.

New Jersey’s economy is deeply international—life sciences and pharma along the Route 1 corridor, finance and insurance around Jersey City, global logistics through Port Newark–Elizabeth,tech and higher education across the state, plus vibrant immigrant communities that regularly interface with foreign governments.That means New Jersey residents, students, and companies frequently need documents that “travel well.”This comprehensive guide explains who issues apostilles in New Jersey, which documents qualify, how to prepare each category correctly, realistic timelines, pitfalls to avoid, and when an expedited in-person filing is wiser than DIY mail-in.

Quick Answer

Authority: Apostilles and authentications for New Jersey documents are issued by the New Jersey Department of the Treasury — Division of Revenue & Enterprise Services (DORES), Notary/Apostille Unit in Trenton.

Eligible Documents: Certified vital records (birth, marriage, death), divorce decrees and other court orders, notarized documents (POAs, affidavits, consents), academic records (diplomas/transcripts with registrar certification or sealed packets), and business records (Articles, Good Standing, certified copies). Federal documents (e.g., FBI background checks) must be apostilled by the U.S. Department of State.

Turnaround: DIY mail-in is commonly 4–6+ weeks. With complete readiness, in-person filing can achieve same-day or 24-hour results.

Price: $145 per document, all government fees included. Same-day scans included. U.S. shipping optional ($20 flat); international by quote.

What Is an Apostille?

An apostille is an internationally standardized certificate (from the 1961 Hague Convention) that verifies the authenticity of the signature and the official capacity of the public official who signed your record.It does not confirm the content of the document; it confirms that the New Jersey registrar, court clerk, university registrar, or notary public is legitimate and properly authorized.

If both the issuing jurisdiction (New Jersey/USA) and your destination country are members of the Hague Apostille Convention, the apostille makes your document self-authenticating abroad—no embassy or consulate step required.For non-Hague destinations, you follow a two-step pathway: (1) a New Jersey authentication and (2) consular legalization by the destination country’s embassy/consulate.The correct pathway depends on your destination; exact preparation depends on the document category (vital record, court order, notarized instrument, academic record, or corporate filing).

Who Issues Apostilles in New Jersey?

The New Jersey Department of the Treasury — Division of Revenue & Enterprise Services (DORES) issues apostilles and authentications for documents originating in New Jersey. Common categories include:

• Vital Records — Certified copies of birth, marriage, and death certificates issued by the New Jersey Office of Vital Statistics & Registry (OVSR) or municipal vital records offices; and divorce decrees certified by the Superior Court (Family Part) Clerk.
• Court Records — Name-change orders, adoption/guardianship papers, probate orders, and judgments certified by the Superior Court or Surrogate’s Court with clerk’s seal and certification.
• Notarized Documents — Affidavits, powers of attorney, parental travel consents, translator affidavits, corporate resolutions, and other sworn statements with complete New Jersey notarial certificates. (New Jersey permits remote online notarization when performed by a duly commissioned NJ RON notary in compliance with state law.)
• Academic Records — Diplomas, transcripts, enrollment/degree verifications from Rutgers (New Brunswick/Newark/Camden), Princeton, NJIT, Montclair State, Rowan, Seton Hall, Stevens Institute of Technology, Kean, The College of New Jersey (TCNJ), Stockton, St. Peter’s, Fairleigh Dickinson, Rider, Monmouth, Ramapo, William Paterson, and others. Registrar certification and sealed packets are common.
• Business Records — Articles/Certificates of Incorporation or Organization, Certificates of Good Standing, and certified copies issued by DORES; notarized corporate instruments executed by officers as required by the foreign recipient.

Federal documents—FBI background checks, IRS letters, USDA/FDA/USDC certificates, and Social Security letters—must be apostilled by the U.S. Department of State in Washington, D.C., not by New Jersey.

When Do You Need an Apostille?

Garden State residents and businesses most often need apostilles for:

• Immigration & Long-Stay Visas — Spain, Portugal, Italy, France, Mexico, Colombia, Brazil, and others often require apostilled birth/marriage records and a federally apostilled FBI report.
• Study Abroad & Credentialing — Universities and licensing/credential boards abroad request apostilled diplomas, transcripts, registrar letters, and sometimes notarized employment or licensure confirmations.
• Marriage Abroad — Civil registries commonly ask for apostilled vital records plus an apostilled single-status affidavit (a “no impediment” statement).
• International Adoption — Dossiers typically include apostilled court orders, notarized medical/financial affidavits, and vital records.
• Dual Citizenship — Italian, Irish, Portuguese, and Spanish consulates frequently require multi-generational New Jersey vital records, each with apostilles and certified translations.
• Business & Banking Overseas — Foreign banks and registrars may request apostilled Articles, Good Standing, and board resolutions for account opening or foreign qualification.
• Property & Estates — Apostilled probate records, wills, and death certificates facilitate asset transfers or inheritance claims abroad.
• Professional Licensing — Healthcare, engineering, education, maritime, and other boards abroad may require apostilled diplomas and notarized credentials.

DIY vs. Expedited Service

Factor	DIY Mail-In	Our Expedited Service
Timeline	4–6+ weeks; mail/backlog delays possible	Same-day/24-hour possible with readiness
Risk of Rejection	Higher — wrong copy, stale issuance, incomplete notary wording	Lower — expert pre-check, destination-specific guidance
Visibility	Limited once mailed; hard to course-correct	Proactive updates; same-day scans for immediate use
Effort	You research, assemble, mail, and troubleshoot	We manage review, filing, monitoring, and delivery
Complexity	Consular legalizations handled by you	We handle Hague and non-Hague routes end-to-end
Best For	No deadlines; low-stakes uses	Fixed interviews, start dates, closings, admissions

Pricing & ETA

Document Readiness

Fast results start with flawless paperwork. New Jersey does not apostille photocopies, uncertified vital records, or incomplete notary certificates. Use the standards below to avoid rejections.

Vital Records (Birth, Marriage, Death)

• Certified Copy: Obtain a recent certified copy from the NJ Office of Vital Statistics & Registry or your municipal vital records office. Photocopies/scans are not acceptable.
• Legible Seals & Signatures: Ensure the registrar/clerk signature and raised/ink seal are clear. If faint, request re-issuance.
• Freshness Window: If the recipient requires issuance within 60–90 days, order fresh copies before filing.

Divorce Decrees & Court Orders

• Certified by Clerk: The decree/order must bear the certification of the Superior Court Clerk (or Surrogate/Probate clerk) with court seal.
• Complete Packet: Include all pages referenced by the certification. Don’t remove staples, add tabs, or highlight text.

Notarized Documents (POA, Affidavits, Consents)

• Complete Notarial Certificate: Use a New Jersey acknowledgment or jurat with venue (State/County), date, printed notary name, signature, commission number/expiration, and stamp as applicable.
• Signer Presence & ID: Signers must appear before the notary (or use New Jersey-authorized remote online notarization with a duly commissioned NJ RON notary when acceptable to the foreign recipient).
• Destination Wording: If a foreign authority requires specific notary language, bring it to the appointment to avoid rewrites.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Schools typically issue a registrar letter attesting to authenticity; sometimes a certified copy of the diploma is attached and stamped.
• Sealed Envelopes: Many institutions provide sealed packets for apostille. Do not open them; DORES must break the seal.
• Apostille-Ready Request: Tell the registrar the documents are for international use so the signature/title lines match state requirements.

Business Records (Articles, Good Standing, Resolutions)

• State-Certified Copies: If a foreign bank or registry asks for state certification, order certified copies or a Good Standing Certificate from DORES.
• Notarized Corporate Instruments: Internal resolutions/minutes should be properly notarized in New Jersey if required by the recipient.

Step-by-Step Process

1. Identify the Issuer: Is your document state/local (New Jersey) or federal? NJ documents go to DORES. Federal documents go to the U.S. Department of State.
2. Make It Ready: Gather certified copies, complete notary certificates, registrar letters, and sealed packets per document type.
3. Choose the Route: Hague destination = apostille. Non-Hague = New Jersey authentication + consular legalization. Confirm with the destination country’s rules.
4. Submit: File in person for speed (recommended) or by mail if timing allows. Include correct fees and clear return/shipping instructions.
5. Monitor & Correct: Respond promptly to any issues flagged by the office to avoid returns and re-queues.
6. Delivery: Receive same-day scans for immediate use; originals ship domestically or internationally per your preference.

“Speed comes from readiness: the right copy, the right certification, the right route. When those three align, New Jersey apostilles move fast.”

Document Playbooks

Birth Certificate Apostille

A certified New Jersey birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad.Order a fresh certified copy from OVSR or your municipal vital records office. Hague destinations accept a one-page apostille; non-Hague destinations require NJ authentication plus consular legalization.

Use cases: long-stay visas (Spain/Portugal), citizenship by descent (Italy/Ireland/Portugal), marriage abroad (Mexico/France), university enrollments, professional licensing abroad.

Marriage Certificate Apostille

New Jersey marriage certificates are commonly apostilled for spousal visas and marriage recognition overseas.Many civil registries also request a single-status affidavit (notarized and apostilled). If there was a prior marriage, an apostilled divorce decree may be required to prove capacity to marry.

Divorce Decree Apostille

Obtain a certified copy of the decree from the Superior Court Clerk. Ensure the certification covers the full decree unless the recipient requests a short form.For remarriage abroad, expect to present both the apostilled divorce decree and, after the new ceremony is recorded, the apostilled new marriage certificate.

Death Certificate Apostille

Apostilled death certificates facilitate probate, inheritance claims, and property transfers abroad.If probate orders or letters testamentary/administration are involved, those may need separate apostilles. Ask whether the foreign registry requires only the death certificate or a full probate packet.

Diploma & Transcript Apostille

Institutions such as Rutgers, Princeton, NJIT, Montclair State, Rowan, Seton Hall, Stevens, Kean, TCNJ, Stockton, Saint Peter’s, FDU, Rider, Monmouth, Ramapo, and William Patersontypically issue a registrar letter certifying the diploma/transcript. Packets are often sealed—do not open sealed envelopes; DORES must break the seal.

Notarized Documents (POA, Affidavits, Consents)

Your notary block must be complete and New Jersey–compliant. If your destination requires specific wording, bring that text to the notary.Common examples: real-estate powers of attorney, parental travel consents, translator affidavits, company authorization letters, and corporate resolutions.

Corporate Documents

For foreign banking or corporate setup, expect requests for Articles/Certificates of Incorporation or Organization, a Certificate of Good Standing, and a board resolution naming signatory authority.Some banks insist on state-certified copies; others accept notarized corporate documents with apostille. Ask the bank for its exact checklist before filing.

FBI Background Check (Federal)

The FBI background check is a federal document and must be apostilled by the U.S. Department of State—not by New Jersey.Many visa programs (Spain, Portugal, Colombia, Brazil) require this federal apostille alongside New Jersey apostilles on vital records.

See our dedicated guide: How to Apostille an FBI Background Check.

New Jersey Use Cases & Scenarios

Immigration & Family Relocation

A family in Edison relocating to Lisbon may need apostilled birth certificates for the children, an apostilled marriage certificate for the parents, and federally apostilled FBI reports for both adults.Schools abroad could request an apostilled enrollment letter or a notarized vaccination statement (then apostilled). Align issuance dates with the consulate appointment to avoid re-orders.

Study & Work Abroad

A Rutgers graduate heading to a program in Milan might be asked for an apostilled diploma and transcript, a notarized/apostilled scholarship letter, and a federally apostilled FBI report.Italy often requires certified translations—confirm whether translation comes after the apostille or via a translator affidavit that itself gets notarized and apostilled.

Marriage Abroad

A couple from Jersey City marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit, and, if applicable, an apostilled divorce decree.Municipal registrars frequently impose 90-day issuance windows; time your vital record orders accordingly.

Adoption

Adoption dossiers often involve apostilled court orders, notarized medical letters, employment verifications, financial statements, and vital records.Non-Hague countries typically require the two-step state authentication + consular legalization route; sequencing and courier logistics matter.

Dual Citizenship

Italian and Irish citizenship by descent usually require multiple generations of New Jersey vital records—each apostilled—plus certified translations.Build the family chain first, then schedule apostilles in batches so issuance dates align and remain “fresh.”

Business Banking & Expansion

A fintech in Hoboken opening a European account may need an apostilled Good Standing, state-certified Articles, and a notarized/apostilled board resolution assigning signatory authority.Many banks will pre-check scans while originals ship; same-day scans help you move quickly.

Counties, Cities & Campuses Served

We serve the entire State of New Jersey, including but not limited to:

• Counties: Bergen, Essex, Middlesex, Hudson, Monmouth, Ocean, Union, Camden, Passaic, Morris, Somerset, Burlington, Gloucester, Atlantic, Mercer, Sussex, Hunterdon, Warren, Cumberland, Cape May, Salem.
• Cities/Towns: Newark, Jersey City, Paterson, Elizabeth, Edison, Woodbridge, Lakewood, Toms River, Trenton, Clifton, Camden, Passaic, Bayonne, East Orange, Union City, Hoboken, New Brunswick, Perth Amboy, Atlantic City, Cherry Hill, Princeton, Morristown, Hackensack, Freehold, Somerville.
• Universities & Colleges (examples): Rutgers University (NB/Newark/Camden), Princeton University, New Jersey Institute of Technology (NJIT), Montclair State University, Rowan University, Seton Hall University, Stevens Institute of Technology, Kean University, The College of New Jersey (TCNJ), Stockton University, Saint Peter’s University, Fairleigh Dickinson University (FDU), Rider University, Monmouth University, Ramapo College, William Paterson University, Drew University.

Hague vs. Non-Hague

Hague countries accept a New Jersey apostille; non-Hague countries require a New Jersey authentication plus consular legalization.The destination determines the route and affects translation sequencing and consulate appointments.

• Hague Countries (examples): Italy, Spain, France, Germany, Portugal, Netherlands, Ireland, United Kingdom, Mexico, Colombia, Brazil, Argentina, Japan, South Korea, Australia, New Zealand.
• Non-Hague Countries (examples): China, United Arab Emirates, Qatar, Vietnam, Egypt, Kuwait. These generally require authentication + consular legalization after the state step.

We handle both routes and provide same-day scans after the state step so you can schedule consulates or upload to portals while originals are in transit.

Timelines & Risks

DIY by Mail: Allow 4–6+ weeks because of mailing, agency backlogs, and potential returns for corrections. If you have a fixed travel date, visa interview, property closing, or onboarding, mail-in can be risky unless you start early.

In-Person Filing: With proper readiness, many New Jersey apostilles complete in 24 hours or less.Pre-checking certification types, seals, and notary wording is the best defense against delays.

Federal Track (FBI): The U.S. Department of State apostille line is separate from New Jersey’s. Start state and federal tracks in parallel when timing is tight.

Translations & Consulates: Sworn translations and consular legalizations add time. Confirm whether translations follow the apostille or require a translator affidavit (notarized and then apostilled).

Mistakes to Avoid

• Sending federal documents to Trenton: FBI, IRS, USDA/FDA, and SSA letters must be apostilled by the U.S. Department of State, not by New Jersey.
• Submitting photocopies: Apostilles attach to certified copies or properly notarized originals—never to plain copies or scans.
• Incomplete notarization: Missing venue, incomplete certificate wording, no printed notary name, absent commission details, or no stamp will trigger rejection.
• Opening sealed registrar packets: Don’t open them. If opened, you’ll need a new sealed packet from the school.
• Old vital records: If the recipient requires issuance within 90 days, order fresh copies before filing.
• Wrong translation order: Ask whether translations come after the apostille or via a translator affidavit that itself gets notarized and apostilled.
• Late starts: Embassy appointment backlogs and translation queues can add weeks. Start early or use expedited help.

Checklist

• Is the document state/local (New Jersey) or federal?
• Do you have a certified copy (vital/court) or a properly notarized original (affidavit/POA)?
• For school records, did the registrar prepare a sealed packet or provide a signed registrar letter?
• For corporate records, do you have state-certified copies or notarized resolutions per the foreign recipient’s instructions?
• Is your destination Hague (apostille) or non-Hague (authentication + consular legalization)?
• Does the recipient require a freshness window (often 90 days)?
• Do you need translations, and what is the proper sequence relative to the apostille?
• What is your deadline (visa interview, start date, closing, enrollment)?
• Will same-day scans let you begin downstream steps while originals ship?

FAQ

Who issues New Jersey apostilles?

The New Jersey Department of the Treasury — Division of Revenue & Enterprise Services (DORES), Notary/Apostille Unit in Trenton.

Can New Jersey apostille my FBI background check?

No. FBI background checks are federal documents and must be apostilled by the U.S. Department of State in Washington, D.C.

How fast can New Jersey apostilles be completed?

Mail-in may take 4–6+ weeks. With complete readiness and in-person filing, same-day or 24-hour results are often achievable.

Do apostilles expire?

An apostille does not expire, but many consulates, schools, and banks require recent issuance of both the underlying record and the apostille (often within 90 days).

Is shipping required to get started?

No. We provide same-day scans of completed apostilles. U.S. shipping of originals is optional ($20); international shipping is available by quote.

Can you handle non-Hague legalizations?

Yes. We manage the New Jersey authentication and coordinate consulate legalization, including guidance on translation order and acceptable formats.

What if my notarized document was signed in another state?

Each state apostilles its own documents. A New York- or Pennsylvania-notarized affidavit must be apostilled in its state of notarization, not in New Jersey.

What if my name changed after my document was issued?

You may need apostilled supporting records (e.g., marriage certificate, name-change order) to connect identities for the recipient abroad.

Can I staple attachments or add sticky notes?

Avoid altering official packets. Don’t remove staples, add tabs, or highlight text; alterations can invalidate certifications.

Are you a government office?

No. We are experts in New Jersey and federal filings, but we are not a government agency.

Related Guides

• Birth Certificate Apostille
• Marriage Certificate Apostille
• Divorce Decree Apostille
• Death Certificate Apostille
• Academic Diplomas & Transcripts Apostille
• Power of Attorney & Notarized Documents Apostille
• FBI Background Check Apostille (Federal)

Disclaimer: Requirements and timelines reflect common practices of the New Jersey Department of the Treasury (DORES) and the U.S. Department of State but can change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.