New Jersey Apostille Guide: Step-by-Step Instructions

The process of obtaining a New Jersey apostille can seem complex when you consider the various document requirements, state procedures, and submission logistics involved. However, dividing the process into smaller, manageable steps can significantly simplify the challenges. This article aims to provide a clear guide to obtaining your New Jersey apostille and explain how to ensure it is delivered when you need it.

An Apostille in New Jersey: What Is It and Why You Need It

An apostille is an official certificate that verifies the legitimacy of your documents for use in foreign countries. It was created under the framework of the Hague Apostille Convention in 1961 to standardize the authentication process for internationally bound documents. In New Jersey, there is no shortage of situations when an apostille is essential overseas, such as:

• Study
• Work
• Immigration and visas
• Legal and business matters  
• Marriages, births, divorces, adoptions, and other personal situations 

Documents Eligible for Apostille in New Jersey

Step one is making sure the documents required for your use abroad are eligible for an apostille in New Jersey. Below is a full rundown of which documents qualify.

Vital Records

Vital records are among the most frequently apostilled in New Jersey, as their legal recognition is often required outside of the United States for diverse applications. Records eligible in the state include:

• Birth and death certificates
• Marriage certificates
• Divorce decrees
• Adoption records 

Educational Documents 

Academic achievements are merit-based, but for that merit to be recognized by foreign institutions and employers, an apostille is frequently required. Types of educational documents that qualify in New Jersey include:

• Degrees
• Diplomas
• Transcripts 
• Admission letters 

Legal and Court Documents

There are many international legal matters and personal situations involving reams of paperwork that require an apostille for acceptance abroad. These documents include:

• Powers of attorney 
• Sworn statements and affidavits 
• Court orders and judgments 
• Background checks that are state-issued 
• Trusts, wills, guardianship, and other family and probate paperwork

Business / Corporate Documents

When doing business in foreign markets, ensuring the paperwork is handled properly is essential, and an apostille is often a key part of that process. Business and corporate documents include:

• Articles of incorporation
• Commercial invoices
• Certificates of good standing
• Business resolutions and records

Notarized Private Documents

Outside of official documents issued by government agencies, many private notarized documents require an apostille, which can be issued in New Jersey. These include: 

• Affidavits
• Translation certifications 
• Consent and authorization letters

Special Considerations

The Division of Revenue and Enterprise Services (DORES), Apostille Unit, is the sole authority that issues apostilles in New Jersey, and apostilles in general have many special considerations that must be factored in to avoid problems. These include:

• Vital records require certified copies to be submitted.
• Documents not issued in New Jersey, including federal ones, cannot be apostilled in this state.
• The destination country must be a member of the Hague Convention.
• Notarization must be carried out properly.
• All signatures must be done with ink.
• Either original documents or properly certified copies must be submitted.

Preparing Your Document 

After confirming the eligibility of your paperwork, the next step is to prepare your document. In the next sections, we’ve put together a comprehensive overview of how to do it right.

Original or Certified Copies Required

Original or certified copies from the correct issuing agency must be submitted without exception. Substituting photocopies, duplicates, or scans will result in rejection. For vital records, you’ll need to get a certified copy from either the New Jersey Office of Vital Statistics or the State Archives.

Notarization Requirements

In New Jersey, any document that is not an original government-issued record must be notarized by a New Jersey–commissioned notary public before it can be apostilled. This typically applies to powers of attorney, affidavits, sworn statements, consent letters, authorization forms, translation certifications, and many business or corporate documents. The notarization must include a completed notarial certificate, the notary’s handwritten signature, official stamp or seal, and all required commission details.

Translations and Non-English Documents

Some destination countries require documents not written in English to be translated and certified. It’s important to confirm translation requirements with the receiving authority before submission.

Cover Sheet and Return Envelope

To ensure your documents are returned as safely and promptly as possible, enclose a prepaid, trackable return envelope along with your submission. Also, make sure that it is equipped with an official cover sheet that clearly provides key information such as the destination country and details about the request.

How to Submit Your Document

The third and final stage is to submit your document properly. For this, there are three options on the table: by post, in-person, or via a third-party service.

Mail-In Submission

Mailing is more convenient than in-person submission, but the drawback is that it’s also slower. The first step of this method involves completing the online application via the official portal of the New Jersey Division of Revenue and Enterprise Services. Once complete, a cover sheet required for processing will be generated. After that, collect the payment receipt, cover sheet, your original or certified document (as applicable), and a return envelope (optional), and submit them in the mail to:

• Apostille Unit, PO Box 452, Trenton, NJ 08646

Your apostilled documents will then be processed and returned using the method chosen in your application.

In-Person / Walk-In Submission 

For in-person submission, gather your cover sheet, original or certified document (as applicable), and payment, and submit them at the Division of Revenue and Enterprise Services office located at: 

• DORES Customer Service Center at 33 West State Street, 5th Floor, Trenton, NJ 08608, 

Appointments are recommended but not required. Open hours are from 8:30 AM to 2:00 PM, Monday through Friday. 

Using a Third-Party Service

Using a professional third-party service can help reduce errors, streamline submissions, and manage time-sensitive requests more efficiently. By teaming up with our experts at One Source Process, you can speed up turnaround times, minimize risk exposure, and remove the headaches of paperwork and logistics.

Additional Tips & Recommendations

Due to the complex and often time-sensitive nature of apostilling, we have compiled some useful tips and tricks to help you have a smooth experience. 

Handling Documents from Abroad

For documents located outside the country, the same rules apply and must be followed. However, using a trusted courier with a reliable tracking service is a good idea to ensure your paperwork is secure and reaches its destination on time.

Educational Document Tips

In New Jersey, educational documents often have extra steps. In addition to the standard notarization, some educational documents may require additional certification from the issuing institution. Thus, extra time should be allotted to complete this step properly. 

Mailing and Tracking Recommendations

To avoid unnecessary delays, always use a reputable, trackable shipping service when mailing paperwork to reduce the risk of loss during delivery and provide peace of mind. Also, if submitting by mail, include a prepaid, trackable envelope to monitor its route and receive your documents faster.

Grouping Multiple Documents

If grouping multiple documents for submission, ensure that each individual submission meets the requirements and includes the correct payment amount. It’s also prudent to organize each document set well and ensure that all included paperwork is listed and clearly visible on the cover sheet.

Final Considerations for New Jersey Apostilles

Now that New Jersey’s apostille requirements are clearly defined, there is no reason for the process to feel uncertain. The most important thing is to move forward with confidence, safe in the knowledge that your documents are in the right hands. At One Source Process, we assist individuals and businesses at the final stage to ensure everything is handled smoothly. If you’d like support with your New Jersey apostille, contact us, and we’ll take it from here.

FAQs

• Can I apostille a photocopy or scanned document?

No. Original or certified copies must be used. 

• Can I apostille a document notarized by an out-of-state notary?

No, you’ll need to get the document notarized by a notary public in New Jersey.

• How much time does the apostille procedure take?

It varies by submission method, with mail typically taking multiple weeks and in-person submission taking days.

• How do I submit documents if I live outside New Jersey?

In this case, submission is done by mail.

• Do I need a notarized translation for documents not in English?

It depends on the destination country. Some authorities require documents not in English to be certified.

• Is it necessary to obtain a separate apostille for each country?

The answer is yes in many cases. However, some authorities accept apostilles issued for another Convention country. It’s best to check with the place you’re sending it to.

• What mistakes commonly lead to the rejection or delay of an apostille?

Submitting with photocopies, incomplete or missing application forms, incorrect payment, lack of payment receipt, no return envelope, or missing translation when required.

• Can a third-party service handle the entire process for me?

Yes. A third-party service can manage preparation, submission, and follow-up, which is especially helpful for time-sensitive or complex requests.