How to Get an Apostille for a Birth Certificate (2026 Complete Guide)
By Daniel Barna · Published October 13, 2026 · Updated October 13, 2026 · 3 min read
TL;DR
To apostille a US birth certificate, order a fresh certified copy from the vital records office of the state where you were born, then send it to that state’s Secretary of State with their request form and fee (typically $0–$40). Processing usually takes one to three weeks by mail. Some states offer walk-in or expedited services. Depending on the country, you may also require translation to local language.
Key takeaways
- A Birth certificates is a state documents, so the apostille is issued by the Secretary of State.
- In the majority of the states you need a recent certified copy, not a photocopy or an old original.
- Some cities, like NYC, require an extra certification before the document can be apostilled.
- Apostilles are for Hague Convention countries; others countries need an authentication.
- Fees vary from $0-$40, depending on the state and the number of documents, and typically processed in 5-10 business days
- You may require an official or sworn translation to the local language of the destination country.
What is an apostille?
Further down we'll talk about how to get an apostille, but first, what is it?
An apostille is a seal that authenticates the signature of a document issued by a county or a state official so it can be accepted in another country that is part of the Hague Apostille Convention. It is issued by the Secretary of State of the state of where the document was issued.
Rule of thumb: if you need to use this document abroad for any official purpose, and that country is a member of the Hague Convention Treaty, it will require an apostille. If the county you intend to use this document in is not part of the treaty, you will need an Authentication Certificate instead.
In other words, the apostille tells the foreign authority that the official who signed your birth certificate is real and had the power to sign it.
Which office issues your apostille?
There are 2 main offices that would issue your apostille, and it depends where you were born:
Born in a US state: The Secretary of State of that state.
Born abroad to US parents (FS-240): US Department of State, Office of Authentications.
Note: Some birth certificates need an extra authentication first. For example: A New York City certificate, must be certified by the NYC County Clerk before the state will apostille it. Why? Because the level of the authority of who signed and issued the document is not high enough.
Get the right copy first
The vast majority of the apostille offices will only accept a recent certified copy signed by an official whose signature it has on file. A photocopy won’t work, and old copies signed by a registrar who has since left office often get rejected. Also bear in mind that most destination countries also want a copy issued within the last 6 or 12 months. So be sure you get the right copy first.
How to get an apostille by mail
You can find more details about each step down below, but in principal:
Order a new certified copy from the state vital records office. You can do it with WizDox.
Check whether a county or city certification is needed first.
Download and complete your Secretary of State’s apostille request form. You can also do this with WizDox Apostille.
Name the destination country on the form. This decides whether you get an apostille or an authentication.
Include the fee and a prepaid self-addressed return envelope or use a courier if available.
Mail everything and keep the tracking number.
How long it takes and what it costs?
Processing time can vary from state to state. Some process it within 5-10 business day, and some can take up to 3 weeks. A number of state offer walk-in services and you can get your apostille on the spot, or, if available, use an expedited service to receive it in as early as 48 hours.
As for fees, based on the latest government fee schedules (2025), State fees range from $0 in Indiana (for eligible vital records) to $40 in Connecticut. Be sure to check the fee on the form or the Secretary of State's website and multiply it by the number of documents you need to get an apostille for.
Common mistakes that cause rejection
People tend to miss one or more important steps before their birth certificate can get an apostille, such as:
Sending an old certificate or a photocopy.
Sending a state document to the federal office.
Leaving the destination country off the form.
Skipping a required county certification.
Laminating or removing staples from the document.
Paying the wrong fee amount or with the wrong payment method.
Not checking whether the destination country also wants a certified translation.
Do you need a translation too?
The main language of the country you are intending to use the document in is most probably not English, so you are going to need translation. Depending on the case, an official translation may be enough, but if it's for citizenship purposes, you will need a Sworn translation, that is the highest level of translation, which requires the certified translator to obtain a stamp from the court.
Ensure you do not attempt to break the seal in any way, as it will be rejected by the destination country, even if the translation is correct.
Step-by-step
- 1
Obtain a new certified copy
It can be issued by a county clerk or department of state authorities such as the Department of Health. Check with your state where you need to obtain the certified copy from, or simply use our tool and it will tell you exactly.
- 2
Check whether there's a need for extra certification
If your certified copy was issued by a state authority or a county clerk, you are gonna be just fine. But if it was issued by a city clerk, you will have to have it further authenticated by the country clerk of that city before the Secretary of State can apostille it.
- 3
Fill out the correct apostille form
Each state has their own form to complete, so be sure to complete the correct one.
- 4
Attach the fee and a self-addressed return envelope
The amount would be equivalent to what's on the form times the copies you need an apostille for and be paid in a form of money order or certified check, which can be obtained at the bank or the post office. Do not send cash, unless its accepted by the state. Always check these requirements on the form. Then also add a prepaid self-addressed return envelope so the apostilled copy can be returned to you. You can also use a courier like UPS, Fedex where applicable. Since these are sensitive documents, you may want to spend those extra bucks for your peace of mind.
- 5
Mail everything and keep tracking
Once you dropped everything off to the post office, ensure you keep tracking the progress. Normally when the money order is cashed in, it means that the Secretary of State is satisfied with what you sent them and your apostille will be on the way back to you.
Frequently asked questions
Can I apostille a photocopy of my birth certificate?
No. You need a certified copy issued and signed by an official whose signature the Secretary of State has on file. Photocopies or notarized copies of a birth certificate won't be accepted.
How long is an apostille valid?
The apostille itself doesn’t expire. In practice, though, many foreign authorities only accept birth certificates issued within the last 6 to 12 months, so the age of the underlying document is what matters. Check the rule of the office you’re submitting to before you order.
Can I get an apostille in a different state from where I was born?
No, it must be the issuing state. If you were born in California and live in Florida, your document still goes to the California Secretary of State.
What’s the difference between an apostille and an authentication?
The destination country decides which one you get. An apostille is for Hague Convention countries and is accepted with no further steps. An authentication is for non-Hague countries and usually needs another step afterward: legalization by that country’s embassy or consulate.
Can I apostille my birth certificate from abroad?
Yes. Most states handle everything by mail, so you can order the certified copy online and mail the apostille request yourself. Include a prepaid international return envelope or a courier label. If your state’s mail process is slow or unclear, an apostille service can file it for you.
Sources
About the author
Daniel Barna
Daniel Barna is the founder of WizDox and has helped thousands of people order US vital records and apostilles with pre-filled official state forms.
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