Many residents of New Jersey are moving abroad for job opportunities, education, business, or personal reasons. While getting a job overseas might be easy, completing the required international documentation can be challenging. One such requirement is obtaining an apostille. If you want to use your New Jersey-issued documents in a foreign country that is part of the Hague Apostille Convention, they must be verified properly.
This guide will help you complete the apostille process in New Jersey step-by-step quickly, clearly, and without unnecessary delays or mistakes.
New Jersey Apostille Certification
In 1961, the Hague Apostille Convention introduced a simplified method of authenticating documents for international use. Countries that are part of this convention require only a single certification called an apostille. This certificate replaces the need for embassy or consulate legalizations, making it a faster and simpler process. Once your document has an apostille, no additional certification is needed.
Common Documents That Require an Apostille in New Jersey
Here are the most frequently apostilled document types:
1. Vital Records
These include:
- Birth certificates
- Marriage certificates
- Death certificates
- Divorce decrees
They must be certified copies issued by New Jersey’s Office of Vital Statistics or the county registrar.
2. Educational Certificates
These include:
- Diplomas
- Degrees
- School transcripts
- Admission letters
They must be notarized by a New Jersey notary public and authorized by the educational institution.
3. Power of Attorney Documents
These documents are used to give someone legal authority to act on your behalf, commonly used for business setup abroad, legal representation, or managing assets internationally.
4. Court Records
These include:
- Court orders
- Legal judgments
- Documents signed and stamped by court officials
They must be certified by the issuing court and prepared in a format acceptable for an apostille.
5. Business Documents
Used when opening a branch or company overseas or starting an online business with international dealings.
These documents can include:
- Certificates of incorporation
- Articles of organization
- Corporate resolutions
6. Private or Notarized Documents
Some personal or business documents not issued by government offices require notarization. This includes:
- Affidavits
- Consent letters
- Translation certifications
Only a New Jersey notary public can perform this notarization.
Who Issues Apostilles in New Jersey?
In New Jersey, the Division of Revenue and Enterprise Services (DORES) is the only agency authorized to issue apostilles. The apostille certificate will be affixed to your document by DORES, verifying the signature and capacity of the public official who signed the original.
Office Locations
| New Jersey Department of the Treasury Division of Revenue and Enterprise Services 33 West State Street, 5th Floor Trenton, NJ 08608 | Mailing Address: NJ Division of Revenue Notary Unit – Apostille Section P.O. Box 452 Trenton, NJ 08646 |
DORES Requirements for Apostille in New Jersey
For Apostille in New Jersey, your documents must meet all the official requirements set by the Division of Revenue and Enterprise Services (DORES). Below are the most important rules you must follow:
- Apostilles can only be issued for documents that were notarized or certified in New Jersey. If your document is from another state, it needs to be apostilled there.
- You must submit the original document; no photocopies, scans, or duplicates are allowed.
- For vital records like birth, marriage, death, or divorce, make sure to get a certified copy from New Jersey’s Office of Vital Statistics or the State Archives.
- Your document needs to be properly notarized, with a complete notarial certificate, an ink signature, and all the correct details.
- All signatures must be original and done in ink. DORES doesn’t accept scanned, digital, or photocopied signatures.
- If your document isn’t in English, it must come with a notarized English translation done by a certified translator.
- Keep the apostille stapled to your document. If you remove the staple, the whole thing becomes invalid.
- Double-check everything before you submit to avoid delays or rejection; most issues come from small mistakes like missing details or unofficial copies.
- Notarized documents must include a complete notarial certificate with all required information, such as the notary’s name, signature, commission details, and date. Incomplete or incorrect certificates are a common reason for rejection.
- For faster return of your documents, include a self-addressed, stamped envelope with your submission. If you don’t provide one, DORES will send your documents back via regular U.S. Postal Service, which may take longer if you are using the mail option.
How to Submit an Apostille Application in New Jersey (3 Easy Methods)
Before you submit your documents, you must complete the online apostille request application on the official New Jersey DORES portal. Once you fill it out, you’ll receive an order confirmation sheet (cover sheet), which must be included with your documents, no matter which submission method you choose. After completing the application, you have three ways to submit:
1. Submitting by Mail
If you're not in a hurry, mailing your apostille request is one of the easiest and most stress-free options. First, complete the online application through the official New Jersey Division of Revenue and Enterprise Services (DORES) portal. This will generate an order confirmation sheet, also called the cover sheet, which is required for processing. Once complete, gather your certified birth certificate, the cover sheet, and payment receipt. If you want your documents returned faster, include a self-addressed stamped envelope. Mail everything securely to: Apostille Unit, PO Box 452, Trenton, NJ 08646. DORES will process your request and return your apostilled documents via the method you selected in your application.
2. Submitting In Person
If you're local or need the apostille quickly, you can drop off your documents in person. Visit the DORES Customer Service Center at 33 West State Street, 5th Floor, Trenton, NJ 08608, from 8:30 AM to 2:00 PM, Monday through Friday. Be sure to bring your certified birth certificate, the order confirmation sheet, and any required payment. While appointments aren't necessary.
3. Using a Third-Party Service
Don’t want to deal with the paperwork or wait times yourself? A professional service like Globeia can handle everything for you. Globeia will complete your online application on your behalf, double-check your documents, submit them correctly, and keep you updated throughout the process. It’s a great way to save time, avoid errors, and get peace of mind, especially if you’re new to the apostille process or need support from start to finish.
How Much Does it Cost to Get a New Jersey Apostille?
Apostille fees in New Jersey are generally minimal and set by the state. The final cost depends on your document type and whether you choose regular or expedited processing. If you submit by mail directly to the Division of Revenue, you’ll pay only the basic fee.
However, using a third-party service may add extra charges for convenience, guidance, and faster turnaround, which many people find helpful. These services often take care of the paperwork, check for errors, and ensure everything is submitted correctly. It’s a small added cost that can save time and avoid delays. Just make sure to review the latest fee details before applying.
How Long Does It Take to Get an Apostille in NJ?
The time it takes to get an apostille in New Jersey depends on how you apply. If you submit by mail, expect a processing time of 2–3 weeks. For in-person submissions at the Trenton office, it’s often same-day or next business day if expedited. Using a third-party service can be quicker, as they often offer expedited handling and help avoid common mistakes.
However, delays can happen. Incomplete forms, missing payments, incorrect notarization, or busy periods like holidays may slow things down. Submitting accurate documents and following the process carefully can help ensure faster results. If you're in a rush or unsure about the paperwork, using professional help can make the process smoother and save you time.
Common Mistakes That Lead to Delays in Apostille New Jersey
- No self-addressed return envelope: Without a prepaid, clearly labeled return envelope, your documents will be sent back via regular mail, which is slower.
- Missing or incomplete application form: Leaving out details or submitting an outdated form can result in processing delays or your application being rejected.
- Submitting photocopies or unofficial documents: Only original, certified, or notarized documents are accepted. Photocopies or scans will be rejected immediately.
- Foreign-language documents without a notarized translation: If your document isn’t in English, you must include a notarized English translation, or it won’t be processed.
- Incomplete payment or missing receipt: Incorrect payment amounts or failure to include the payment receipt will cause your application to be returned unprocessed.
Conclusion
Following the requirements carefully is essential to ensure your process for an apostille in New Jersey goes smoothly. Small mistakes like missing documents or incomplete forms can lead to costly delays or outright rejection. That’s why it’s important to stay organized, follow every step, and double-check your paperwork before submission.
If you’re short on time or unsure about the process, using Globeia’s reliable apostille service in New Jersey can help simplify everything. They guide you through each step, review your documents, and handle the submission efficiently, saving you time and avoiding unnecessary stress.
A little preparation now can save you weeks of delay, hundreds in lost fees, and bring peace of mind. Always review, verify, and take your time to do it right.