Preparing Your Document for a New Jersey Apostille
After confirming the eligibility of your paperwork, the next step is to prepare your document. In the next sections, we’ve put together a comprehensive overview of how to do it right.
Original or Certified Copies Required
Original or certified copies from the correct issuing agency must be submitted without exception. Substituting photocopies, duplicates, or scans will result in rejection. For vital records, you’ll need to get a certified copy from either the New Jersey Office of Vital Statistics or the State Archives.
Notarization Requirements
In New Jersey, any document that is not an original government-issued record must be notarized by a New Jersey–commissioned notary public before it can be apostilled. This typically applies to powers of attorney, affidavits, sworn statements, consent letters, authorization forms, translation certifications, and many business or corporate documents. The notarization must include a completed notarial certificate, the notary’s handwritten signature, official stamp or seal, and all required commission details.
Translations and Non-English Documents
Some destination countries require documents not written in English to be translated and certified. It’s important to confirm translation requirements with the receiving authority before submission.
Cover Sheet and Return Envelope
To ensure your documents are returned as safely and promptly as possible, enclose a prepaid, trackable return envelope along with your submission. Also, make sure that it is equipped with an official cover sheet that clearly provides key information such as the destination country and details about the request.
How to Submit Your Document
The third and final stage is to submit your document properly. For this, there are three options on the table: by post, in-person, or via a third-party service.
Mail-In Submission
Mailing is more convenient than in-person submission, but the drawback is that it’s also slower. The first step of this method involves completing the online application via the official portal of the New Jersey Division of Revenue and Enterprise Services. Once complete, a cover sheet required for processing will be generated. After that, collect the payment receipt, cover sheet, your original or certified document (as applicable), and a return envelope (optional), and submit them in the mail to:
Apostille Unit, PO Box 452, Trenton, NJ 08646
Your apostilled documents will then be processed and returned using the method chosen in your application.
In-Person / Walk-In Submission
For in-person submission, gather your cover sheet, original or certified document (as applicable), and payment, and submit them at the Division of Revenue and Enterprise Services office located at:
DORES Customer Service Center at 33 West State Street, 5th Floor, Trenton, NJ 08608,
Appointments are recommended but not required. Open hours are from 8:30 AM to 2:00 PM, Monday through Friday.
Using a Third-Party Service
Using a professional third-party service can help reduce errors, streamline submissions, and manage time-sensitive requests more efficiently. By teaming up with our experts at One Source Process, you can speed up turnaround times, minimize risk exposure, and remove the headaches of paperwork and logistics.
Additional Tips & Recommendations
Due to the complex and often time-sensitive nature of apostilling, we have compiled some useful tips and tricks to help you have a smooth experience.
Additional Tips & Recommendations
Handling Documents from Abroad
Follow the same rules for foreign documents.
Use a reliable courier with tracking to ensure safe delivery.
Educational Document Tips
Some academic records require additional certification from the issuing institution.
Allow extra time to complete these steps properly.
Mailing and Tracking Recommendations
Always use a reputable, trackable shipping service.
Include a prepaid return envelope for faster processing.
Grouping Multiple Documents
Each document must meet submission requirements.
Ensure the correct payment is included for all documents.
Organize documents clearly and list them on the cover sheet.
Final Considerations
With the requirements clearly outlined, the apostille process in New Jersey doesn’t need to feel overwhelming. Confidence and careful preparation are key.
At Blue Ink Notary Services, we assist individuals and businesses through the final stage of the process, ensuring documents are handled securely and efficiently.
Contact us for guidance or to have us manage your New Jersey apostille from start to finish.
FAQs
Can I apostille a photocopy or scanned document?
No. Only original or certified copies are accepted.
Can I apostille a document notarized by an out-of-state notary?
No. Documents must be notarized by a New Jersey–commissioned notary.
How long does the apostille process take?
Mail submissions can take multiple weeks; in-person submissions may be faster.
How do I submit documents if I live outside New Jersey?
Submissions are handled by mail.
Do I need a notarized translation for non-English documents?
It depends on the destination country; some require certified translations.
Do I need a separate apostille for each country?
Yes, in most cases. Some authorities accept apostilles issued for another Hague Convention country—verify with the receiving country.
What mistakes commonly delay or reject an apostille?
Submitting photocopies
Incomplete or missing forms
Incorrect payment
No return envelope
Missing required translations
Can a third-party service handle the entire process?
Yes. A professional service can manage preparation, submission, and follow-up, which is especially helpful for complex or time-sensitive requests.
