How to Apostille a Birth Certificate in Illinois (Step-by-Step Guide)

If you're planning to use your birth certificate in another country, you might need something called an apostille. An apostille is a special certification that makes your U.S. birth certificate valid in other countries that are part of the Hague Apostille Convention.

Whether you’re applying for dual citizenship, getting married abroad, adopting a child internationally, or applying for a visa or residency in a foreign country, you may be asked to submit your apostilled birth certificate. This guide will walk you through the steps of how to apostille a birth certificate issued in Illinois.

When a document is going to be used outside of the United States, it often needs to be authenticated. Countries that are members of the Hague Apostille Convention require an apostille, not just a regular notarization or certification.

For example, if you were born in Chicago and now want to get married in Spain or apply for Italian citizenship, you’ll likely be asked to provide an apostilled version of your Illinois birth certificate. Without the apostille, your document may not be accepted in the other country.

Before you can request an apostille, your Illinois birth certificate must meet specific requirements:

1. Certified Copy: It must be an official certified copy issued by the Illinois Department of Public Health (IDPH) or a county clerk (usually for older records).
2. Recognized Signature: The certificate must have a signature that the Illinois Secretary of State’s office can verify. This means the person who signed the certificate must be registered with the Secretary of State.
3. Notarization: It is not needed for vital records like birth certificates, as long as they are official certified copies.

If you don’t have a certified copy of your birth certificate, you’ll need to get one before starting the apostille process. Here's how:

1. Through the Illinois Department of Public Health (IDPH)

• Online: Visit the IDPH website and order through an approved service like VitalChek.
• By Mail: Fill out the application form and send it with payment and a copy of your photo ID.
• In Person: Visit the IDPH office in Springfield.

2. From Your County Clerk’s Office

• Some older birth records may be available through the county where you were born. Contact the clerk’s office directly to find out.

Always request a long-form or “full” birth certificate, as some countries require it for legal purposes.

Once you have your certified copy in hand, here’s how to apostille it:
Step 1: Prepare Your Documents

Before you can submit your apostille application, it's important to gather all the required documents to avoid any delays. First, make sure you have a certified copy of your Illinois birth certificate. This must be the original issued by the Illinois Department of Public Health or the county clerk, not a photocopy. Next, complete the Apostille Request Form, which you can download from the Illinois Secretary of State’s website. You'll also need to include payment, which must be made by check or money order (payable to “Secretary of State”). If you’re applying by mail, don’t forget to include a self-addressed, stamped envelope so the processed documents can be returned to you. Having all these items prepared ahead of time will make the apostille process much smoother.

Step 2: Choose a Submission Method
There are three ways to submit your apostille request in Illinois:

• Option 1: By Mail
  You can mail your apostille request directly to the Illinois Secretary of State. Include your certified birth certificate, completed Apostille Request Form, check or money order, and a prepaid return envelope. Mail everything to:
  Illinois Secretary of State, Index Department – Certifications, 111 E. Monroe, Springfield, IL 62756. Processing typically takes 7–10 business days after they receive your documents.
• Option 2: Walk-In Service
  For faster processing, you can visit the office in person. Go to either the Springfield office at 111 E. Monroe or the Chicago office at 69 W. Washington Street, Suite 1240. Bring your certified birth certificate, completed form, and payment. Walk-in requests are often completed the same day or within 1–2 business days, making this the quickest option.
• Option 3: Third-Party Apostille Service
  If you live out of state or prefer not to handle the process yourself, you can use a professional apostille service like Globeia. These services can obtain your birth certificate (if needed), prepare and submit all paperwork, and handle mailing and communication. This option is especially helpful for those needing multiple documents apostilled or for urgent international use.

Hiring a professional service can save you time, energy, and stress. Here’s why it’s a good option:

• Convenience: No need to travel, stand in line, or handle mailing logistics
• Speed: Many services offer express processing
• Expertise: They know how to avoid mistakes and delays
• Tracking: You can track your order and get updates

While you’ll pay a service fee, it can be worth it, especially for urgent or international legal matters.

To ensure a smooth process, avoid these common errors:

1. Submitting a Photocopy Instead of a Certified Copy: Only certified originals are accepted. Photocopies, even if notarized, will be rejected.
2. Using an Unofficial or Outdated Birth Certificate: Make sure the signature on the certificate can be verified by the Secretary of State.
3. Sending to the Wrong Office: Apostille requests must go to the Illinois Secretary of State, not the federal government.
4. Incorrect or Missing Payment: Include the correct fee ($2.00 per document), and make the check or money order payable to the “Secretary of State.”
5. Incomplete Apostille Request Form: Fill out every section carefully. If you leave something out, your request may be delayed or denied.

Getting an apostille for an Illinois birth certificate isn’t difficult, but it does require careful preparation and attention to detail. Make sure you start with a certified copy of your birth certificate, complete the required forms accurately, and choose the submission method that best suits your timeline and comfort level, whether by mail, in person, or through a third-party service.

If you're short on time, live out of state, or simply want to avoid the hassle, using a professional service like Globeia can be a smart choice. Globeia specializes in apostille services for Illinois birth certificates and ensures that your documents are handled quickly, correctly, and securely. With expert support and a smooth process, you’ll have peace of mind knowing your apostilled document will be accepted internationally without delays.