The Ultimate 2025 Guide to Apostille in New Jersey – Step-by-Step Instructions

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.

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.

1. Vital Records

• 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

• 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

4. Court Records

• 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

• Certificates of incorporation
• Articles of organization
• Corporate resolutions

6. Private or Notarized Documents

• Affidavits
• Consent letters
• Translation certifications

Only a New Jersey notary public can perform this notarization.

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 

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:

1. 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.
2. You must submit the original document; no photocopies, scans, or duplicates are allowed.
3. 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.
4. Your document needs to be properly notarized, with a complete notarial certificate, an ink signature, and all the correct details.
5. All signatures must be original and done in ink. DORES doesn’t accept scanned, digital, or photocopied signatures.
6. If your document isn’t in English, it must come with a notarized English translation done by a certified translator.
7. Keep the apostille stapled to your document. If you remove the staple, the whole thing becomes invalid.
8. Double-check everything before you submit to avoid delays or rejection; most issues come from small mistakes like missing details or unofficial copies.
9. 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.
10. 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.

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 

2. Submitting In Person

3. Using a Third-Party Service

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. 

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.

• 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.

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.

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.