Three different requests, three different processes

“Certified copy,” “notarized copy” and “apostille” are often used as if they mean the same thing. They do not. Start with the receiving organization’s written instructions, the document type and the country where it will be used.

What notarial copy certification means

NJ law authorizes a notarial officer to certify or attest a copy when the officer determines it is a complete and accurate reproduction of the record or item copied. That comparison does not turn the copy into a government-issued vital record, prove the underlying document is genuine or guarantee overseas acceptance.

Before arranging a visit, identify the record, confirm access to the original and obtain the recipient’s requirements. A sworn statement by a document’s holder about a copy is a different act from the notary directly certifying a copy. Do not substitute one for the other without the recipient’s instructions.

Birth, marriage and other vital records

When a certified vital record is required, order it from the responsible state or local registrar. A photocopy bearing a notary’s stamp is not a replacement for the official certified record the recipient requests.

NJ Department of Health: ordering vital records → For a record issued outside New Jersey, start with the issuing jurisdiction.

What an apostille or certification does

NJ Treasury’s Division of Revenue and Enterprise Services issues apostilles and certifications that authenticate the status of a public official or notary for document use abroad. The destination country and receiving authority determine which authentication is required. An apostille does not establish the truth or legal effect of a document’s contents.

Treasury provides submission instructions for notarized documents and official records, including original-signature requirements. Review the current instructions before mailing anything. A document issued by another state generally needs the appropriate authentication from that state, rather than New Jersey.

NJ Treasury: official apostille and certification instructions →

Before you arrange notarization

• Ask the recipient for its exact document, certification and translation requirements.
• Identify the destination country and the authority that issued the record.
• Confirm whether the document needs a notarial act at all before state authentication.
• Check originals, signatures, submission instructions and turnaround directly with the responsible authority.

This guide explains the process. Apostille application handling, courier service, translation and guaranteed acceptance are not included in the mobile service described on this site. If a notarial act is needed first, contact us to discuss that appointment.