The Secretary of State (or equivalent) in the state where the birth was registered — not where you currently live.
What You Need Before Submitting for Apostille
A certified copy issued by the state vital records office where the birth was registered. Do NOT notarize it first — certified vital records carry the state registrar's signature directly. Do NOT use a laminated copy, commemorative copy, or photocopy.
Step-by-Step Process
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1
Obtain the Correct Document Version
See the preparation requirements above. The most common reason apostille requests fail at step one is submitting the wrong version of the document. When in doubt, contact the issuing authority (vital records office, court clerk, school) and confirm you have the right certified copy before proceeding.
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2
Identify Your State's Apostille Office
The apostille is issued by the state where the document was issued or notarized — not where you live now. Use our state directory to find the correct office, current fee, and mailing address for your state.
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3
Prepare Your Submission Package
Include: the original certified document, a cover letter (your name, return address, destination country, document count), payment (check or money order to the state authority for the per-document fee), and a pre-addressed return envelope with tracking.
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4
Submit and Wait
Mail to the address on your state's official website (always verify — addresses change). Use a tracked mailing method. Standard processing: 5–15 business days depending on state. See the state table for your state's specific timeline.
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5
Receive and Submit to Destination
Verify the apostille is securely attached. Do not separate it from the original. If a translation is required, send the complete apostilled document to a certified translator. Then submit the full package to your foreign authority.
Common Uses: Apostilling a Birth Certificate
| Use Case | Notes |
|---|---|
| OCI card application (India) | VFS Global requires apostilled birth certificate for all OCI applicants. |
| German dual citizenship | Bundesverwaltungsamt and German consulates require apostilled U.S. birth records. |
| Italian dual citizenship (jure sanguinis) | Italian consulates require apostilled birth certificates for all generations in the lineage. |
| Spain non-lucrative visa | Required as part of the consulate application package. |
| International marriage | Many countries require apostilled birth certificates to register a marriage. |
Order an extra certified copy at the same time — they're cheap to add and having a backup saves weeks if something goes wrong with the first submission.
Frequently Asked Questions
No — and this is the most common mistake applicants make. A certified birth certificate already has the state registrar's official signature and seal, which is exactly what the apostille authenticates. Adding a notary signature on top creates a conflicting authentication layer and will result in rejection by the Secretary of State.
No. Laminated documents cannot be apostilled because the apostille must be physically attached to the original. You'll need to order a new certified copy from the state vital records office before proceeding.
Foreign-issued birth certificates require an apostille from the country that issued them — not from a U.S. state. Contact the relevant authority in your birth country. If you have a U.S. Consular Report of Birth Abroad (CRBA / Form FS-240), that is a federal document apostilled by the U.S. Department of State, not by any state SOS.
The apostille itself has no expiration. However, the destination institution (a consulate, government office, or employer) may require documents apostilled within a certain timeframe — typically 6–12 months. Check your specific requirement before ordering.