Original vs Certified Copies: What Can Be Submitted for Apostille

Submitting the wrong document version is one of the most common reasons apostille requests are delayed or rejected. Understanding when an original document is required versus a certified copy can save time, cost, and resubmissions.

This guide explains what can be accepted for apostille processing and how to determine the correct format before you submit.

Why Document Type Matters for Apostille

An apostille verifies the authenticity of a document issued in the United States for use abroad.
The issuing authority must be able to confirm:

• The document’s origin

• The signature and capacity of the signer

• The seal or stamp on the document

If the document format does not meet these criteria, it cannot be apostilled—regardless of content.

What Is Considered an Original Document?

An original document is issued directly by the authority responsible for that record and contains official elements such as:

• Original signature

• Raised or ink seal

• Security paper or certification page

Common Originals Accepted for Apostille

• Birth, marriage, and death certificates

• Court-issued documents

• State-issued certificates

• Federal documents issued by U.S. agencies

Photocopies of originals are not treated as originals unless they are properly certified.

What Is a Certified Copy?

A certified copy is a copy of an original document that includes an official certification statement confirming it is a true and accurate copy of the original on file.

Certification must be completed by:

• The issuing authority

• A county clerk or registrar

• A court clerk

• A notary public (for certain document types only)

Common Certified Copies Used for Apostille

• Passports

• Diplomas and transcripts

• Corporate documents

• Powers of attorney

• Affidavits and authorization letters

Not all certified copies are acceptable—certification must follow apostille requirements.

Documents That Typically Require Originals

Some documents must be submitted as originals or state-certified copies. Examples include:

• Vital records

• Court judgments

• State certificates

• Certain federal records

Notarized photocopies are usually rejected for these document types.

Documents Commonly Accepted as Certified Copies

Other documents are frequently apostilled as notarized or certified copies, including:

• Passports

• Driver’s licenses

• Corporate records

• Educational documents

• Personal statements

The key requirement is that the certification itself is valid and verifiable.

When Notarization Is Required

Notarization is often required when the document is not issued by a government authority.

Typical examples:

• Affidavits

• Authorization letters

• Business statements

• Power of attorney

The notary acknowledgment must meet state requirements before apostille processing can begin.

Apostille vs Embassy Legalization Considerations

Whether a document requires an apostille or embassy legalization affects the acceptable document format.

• Apostille countries follow standardized requirements

• Non-apostille countries may require stricter certification

Document review before submission is essential in both cases.

How DC Consular Ensures Correct Submission

DC Consular reviews each document before processing to confirm:

• The correct document format

• Proper certification or notarization

• Eligibility for apostille or legalization

• Compliance with destination requirements

This reduces rejection risk and prevents unnecessary delays.

Final Thoughts

Originals and certified copies are not interchangeable in apostille processing. Submitting the correct version from the start ensures faster approval and avoids repeat filings.

If you’re unsure which format applies to your document, professional review is the safest step.

Start your apostille process with DC Consular and submit with confidence.