Which copy the state will apostille
Every state apostilles the signature of the registrar on a certified copy — the state registrar, or a county/city registrar whose signature the Secretary of State keeps on file. That rule produces the common refusals:
- Hospital certificates (with footprints, the attending physician’s signature or a hospital seal) are not public records.
- Old certified copies signed by a registrar whose signature has been purged from the state’s files. Most offices keep signatures for a limited number of years; some states only apostille copies issued by the current state registrar.
- Laminated copies — the seal cannot be inspected.
- Photocopies and notarized copies — most states prohibit notaries from certifying copies of vital records, and foreign registries will not accept them in any case.
- Informational / “not for legal use” copies issued to people who are not entitled to a certified copy.
Long form vs. short form
A long-form (full, “vault” or “book”) copy shows both parents’ names, the place of birth, and sometimes the hospital and attendant. A short-form (abstract, wallet) copy shows only the name, date and place. Consulates handling citizenship by descent — Italy, Ireland, Poland, Portugal — and most civil registries require the long form. Some states (New York City, Pennsylvania, Massachusetts, Illinois) issue different versions on request; ask for the long form explicitly.
City and county registrars
In several states the county or city registrar’s certified copy is apostilled directly; in others only the state office’s copy is accepted, or a county copy must first be certified by the county clerk. Notable cases:
- New York: New York City birth certificates are issued by the NYC Department of Health and need a “letter of exemplification” before the New York Department of State will apostille them; certificates from the rest of the state come from the state Department of Health.
- California, Texas, Florida, Illinois: county clerk or county health department certified copies are generally accepted when the county official’s signature is on file; the state vital records copy is always safe.
- Pennsylvania, Massachusetts, New Jersey: state or municipal copies with current signatures are accepted; older municipal copies may need re-issue.
Each state page notes the vital-records rule the office publishes.
Ordering a certified copy
Order from the state vital records office (or county, where accepted) online through the state’s vendor, by mail, or in person. Eligibility is restricted to the person named, parents, spouses, children, legal representatives and a few others; bring or upload ID. Costs run $10–$35 per copy; processing from same day in person to several weeks by mail. Apostille offices never order the copy for you.
Where the apostille comes from
The competent authority of the state of birth — never the state where you live or the state that will receive the file. A birth certificate from Ohio for a child living in Florida goes to the Ohio Secretary of State. Submit the certified copy with the state’s request form naming the destination country, the fee and return shipping.
Translation and recency
Apostille first, translate afterward with the translator type the destination requires (translation guide). Many civil registries require the certified copy to be issued within 3–12 months; the apostille itself does not expire (validity guide).
Common reasons for rejection
- Hospital keepsake certificate
- Certified copy signed by a registrar no longer on file
- Laminated certificate
- Notarized photocopy instead of a certified copy
- Short-form copy where the destination requires the long form
- Sent to the state of residence instead of the state of birth
Frequently asked questions
Can I apostille a birth certificate from another state?
Yes, but only through the competent authority of the state of birth. Mail it there with that state’s form and fee.
Do I need the original birth certificate?
You need a certified copy issued by the registrar — there is no single ‘original’. Any certified copy with a verifiable registrar signature works.
My birth certificate was amended. Which version do I apostille?
The current certified copy issued after the amendment. The registrar’s copy reflects the amended record.
How old can the certified copy be?
For the apostille office: as long as the signing registrar is still on file (varies by state). For the destination: often no older than 3–12 months. Order a fresh copy.
