Legal recognition of birth certificates becomes crucial when planning overseas marriages or conducting international business. The process to ensure document validity depends on your destination country’s membership in the Hague Convention of 1961.
Member countries require a certified copy of your birth certificate that contains specific elements. The document must have a raised or multicolored seal, the registrar’s signature, and the official filing date. This certification process, known as an apostille, simplifies document authentication and removes the need for multiple verifications.
This piece outlines the steps and requirements to get your birth certificate apostilled, which will help secure all documentation for your international needs.
Step 1: Collect the right documents for the apostille
Getting the right documents is significant to seeking an apostille for a birth certificate. The process starts when you get a certified copy from the appropriate vital records office.
Birth certificates need a certified copy that has:
| Required Elements | Description |
| Official Seal | Raised, embossed, impressed or multicolored |
| Registrar’s Signature | Original signature of the issuing authority |
| Filing Date | Date when the certificate was filed with the registrar’s office |
| Certification | Must be less than five years old in some states |
Requirements change based on your document’s destination country. You must specify the destination country because it determines if you need an apostille or certificate of authentication.
The source of your birth certificate plays a key role. You can get birth certificates from:
- The county where you were born
- State Vital Statistics office
- Department of Health
Note that vital records (birth certificates) are recordable documents and should never be notarized. Notarization can invalidate them if you need an apostille.
Oregon residents must have an official certified copy issued by the Oregon Vital Records Office. Photocopies or notarized copies will not be accepted. It can be ordered online via VitalChek or visit or mail requests to Oregon Vital Records 800 NE Oregon Street, Suite 205 Portland, OR 97232
Texas residents can order birth certificates online through Texas.gov or visit Vital Statistics offices. New York residents must get vital records from the Department of Health before authentication.
Your birth certificate must meet these requirements before moving forward:
- A certified copy from the proper authority
- Contains all required elements
- Is recent enough (some states require documents issued within the last five years)
- Has not been incorrectly notarized
After you have the proper certified copy, you can prepare it for the apostille process.
Step 2: Prepare your birth certificate for apostille
Getting your certified birth certificate is the first step. The next significant step requires proper preparation for the apostille. Your document’s current state and intended use location determine the preparation process.
Your birth certificate needs professional translation if it’s not in English. This becomes especially important when you have a receiving country that needs documents in their official language.
| Translation Requirements | Details |
| Professional Translators | Must be certified and specialized in legal documents. |
| Translator’s Certification | Signed statement attesting to translation accuracy. |
| Notarization | May be required to verify translation authenticity. |
| Attachment | Must include both original and translated documents. |
State-issued birth certificates need preparation according to their state’s specific requirements and procedures. Each state follows its own distinct process.
| Document Type | Authenticating Authority | Notes |
| State-issued birth certificates | Secretary of State of issuing state | Most common scenario |
| Federal documents | U.S. Department of State | For federally-issued documents |
The process becomes more complex with translated birth certificates:
- Get certified translation from a professional translator
- Get the translation certified with a signed statement of accuracy
- Have the translation notarized in many cases
- Submit both original and translated documents together
Your destination country’s requirements might need a notarized English translation attached to your vital record. You should expect two separate apostilles and fees in such cases.
Many people believe vital records like birth certificates need notarization. This actually makes them invalid for apostille purposes. The authentication process focuses on the official signatures and seals already on the document.
The consulate or embassy of your destination country might have specific document preparation guidelines. Make sure you verify all requirements before submission.
Step 3: Submit your documents for apostille
Your next step is to submit the prepared birth certificate to get an apostille from the right government office. The submission process depends on your state and the type of documents you have.
State-issued birth certificates need to go to the Secretary of State office in the state that issued them. The U.S. Department of State in Washington D.C. handles all federal documents.
| Submission Method | Requirements | Processing Time |
| By Mail | Original document, cover letter stating destination country, payment ($10-20), self-addressed return envelope | 2-8 weeks (varies by state) |
| In Person | Original document, completed request form, payment | Same day to 1 week |
| Drop-off Service | Original document, payment and return envelope | 24-48 hours (limited locations) |
Here’s everything you need to submit:
- A cover letter or completed request form that specifies the destination country
- Payment of $10-20 per document through check or money order
- A self-addressed stamped envelope to receive your documents back
Processing times differ across states significantly. California processes mail requests received on April 2, 2025, while same-day service is available for walk-ins. Texas takes up to 25 business days to process mailed requests. The U.S. Department of State needs 5+ weeks by mail or 2-3 weeks for walk-in service to handle federal apostilles.
States offer quick options if you need urgent processing. New York’s customer service counters provide same-day walk-in service from 9:00am-4:00pm. Some states limit same-day processing to 10 documents.
Your documents will receive an apostille certificate once submitted. This certificate confirms the authenticity of the signatures and makes your birth certificate legal for use in other countries.
Conclusion
The apostille process for birth certificates looks complex initially, but you can manage it easily with the right steps. Here’s what you need to know:
| Key Requirements | Details |
| Document Type | Certified birth certificate copy |
| Authentication | State or federal-level processing |
| Time Frame | 24 hours to 8 weeks |
| Cost Range | $10-20 per document |
This simple step of checking with your destination country’s embassy can save time and prevent future issues. Remember, your birth certificate must be properly certified by the appropriate state or federal authority depending on its origin. Accurate translations and internationally compliant documentation are essential.
Taking it step by step simplifies the entire process. A properly apostilled birth certificate can unlock global opportunities—from international travel and education to legal matters abroad.
Ready to get started?Explore our Birth Certificate Apostille Services and let Oregon Apostille Hub handle the paperwork for you—fast, secure, and hassle-free.