True Copy vs. Original: Which Apostille Method Do You Need?

The true copy method is an apostille process where a photocopy of your document is notarized as a "true and correct copy" of the original, and then the notarized copy is submitted for apostille. The apostille is placed on the notarized copy, not on your original document.

Here is how it works: You provide your original document to a notary public. The notary makes a photocopy (or you provide one), compares it to the original, and then certifies the copy as a true and correct reproduction of the original document. The notary attaches a notarial certificate (called a "copy certification by notary") to the photocopy, signs it, and applies their official seal. This notarized true copy is then submitted to the Secretary of State for apostille.

The key benefit of the true copy method is that your original document is never submitted to any government office. It stays safely in your possession throughout the process. This is particularly valuable for irreplaceable documents like original birth certificates, diplomas, or court orders. The true copy method also allows you to create multiple apostilled copies of the same document - useful if you need to send documents to multiple countries or institutions simultaneously.

The original method (also called "original document protocol") involves submitting the actual original document - or a newly issued certified copy from the issuing authority - directly to the Secretary of State for apostille. The apostille is placed on or attached to the original document itself.

With this method, the Secretary of State verifies the signature and seal of the government official who signed the original document (or the official who certified the copy). No notarization is needed because the document already bears an official government signature that the Secretary of State can verify directly.

This method is commonly used for government-issued vital records (birth certificates, marriage certificates, death certificates) where a certified copy from the vital records office is readily available. It is also used for other government-issued documents like certificates of good standing, court-certified documents, and official government letters or certifications.

The original method is generally considered more authoritative because the apostille is directly attached to a government-issued document rather than a notarized copy. However, it requires you to send your original document (or a certified copy) to the Secretary of State, which means the document is out of your possession during processing and there is a small risk of loss in transit.

Choosing between the true copy and original methods depends on several factors: the type of document, state requirements, and the destination country's preferences.

Use the true copy method when: You want to keep your original document in your possession, you need multiple apostilled copies of the same document, your document is irreplaceable (original diploma, historical document), the document is not a government-issued record that can be easily re-issued, or you need the apostille quickly and ordering a new certified copy from the issuing authority would take too long.

Use the original method when: The destination country or receiving authority specifically requires an apostille on an original or certified copy (not a true copy), your document is a government-issued vital record where certified copies are readily available, the state you are working with has specific requirements that favor original documents, or the document's issuing authority offers fast certified copy issuance.

When you must use the original method: Some states and some destination countries require apostilles on original or officially certified documents and will not accept notarized true copies. For example, some countries' immigration authorities specifically require apostilled certified birth certificates and will not accept a notarized true copy. Similarly, some state Secretary of State offices have rules about which document types they will apostille via the true copy method.

The costs associated with each method are different, and understanding the breakdown helps you make an informed decision.

True copy method costs: This method involves notarization fees (typically $10-$25 per document, varying by state) plus the state apostille fee (varies by state, typically $2-$25 per document). If you use our service, our processing fee covers both the notarization coordination and apostille submission.

Original method costs: This method requires obtaining a certified copy from the issuing authority (fees vary - vital records offices typically charge $10-$30 per certified copy) plus the state apostille fee. There is no notarization fee because the document bears an official government signature. However, certified copy fees from some agencies can be significant.

Multiple copies: If you need multiple apostilled copies, the true copy method is usually more cost-effective. You can create and notarize multiple true copies from a single original and apostille each one. With the original method, you would need to order a separate certified copy from the issuing authority for each apostille, which multiplies the certified copy fee.

Total cost: For a single document, the costs are often comparable. For multiple copies or when you already have the original in hand, the true copy method may be less expensive overall. We can advise on the most cost-effective approach for your specific situation.

Different countries and institutions have different preferences (and sometimes strict requirements) about which apostille method they accept.

Countries that generally accept both methods: Many Hague Convention countries accept both true copy apostilles and original document apostilles without issue. European countries, in particular, tend to be familiar with both methods and accept either one. However, individual institutions within these countries may have their own preferences.

Countries that prefer or require originals: Some countries - particularly for immigration and vital records - prefer or require apostilles on original or officially certified documents. Latin American countries, for example, sometimes have stricter requirements about document authenticity and may not accept true copy apostilles for immigration purposes. Some Middle Eastern and Asian countries also prefer original document apostilles.

Institutional preferences: Beyond country-level requirements, specific institutions can have their own rules. A university's admissions office, an immigration authority, a foreign bank, and a local civil registry may all have different preferences even within the same country. Whenever possible, confirm the receiving institution's specific requirements before choosing your method.

Our recommendation: We determine the correct method for each document based on the document type, state requirements, and destination country preferences. Our goal is to ensure your apostille is accepted on the first try, which means choosing the method that best satisfies all parties involved. If you are unsure which method is right for your situation, submit your request through our portal and we will advise during our review process.