Virginia Birth Certificate Apostille

A Virginia birth certificate can be apostilled only as a state-issued certified copy less than 12 months old. The Secretary of the Commonwealth charges $10 and rejects notarized copies.

Last reviewed: October 1, 2026

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Key facts

Which Virginia birth certificate can be apostilled?

Only a certified copy issued by Virginia’s state vital records office qualifies. It carries the signature of a state registrar official, which the Secretary of the Commonwealth has on file.

On a 2026 sample we reviewed, the apostille certified the signature of a “Deputy State Registrar”. That is the signature the Richmond office looks up. A hospital keepsake, a scan or a photocopy has no such signature and will be refused.

Does my Virginia birth certificate have to be less than 12 months old?

Yes. Virginia rejects a vital record when “the document was not issued by the Virginia Department of Vital Records within the past 12 months.”

The rule is about the issue date of the certified copy, not your date of birth. The certificate in your family file is almost certainly too old. Order a new copy first. This single rule is the most common surprise with Virginia birth certificates.

Can I notarize a copy of my birth certificate instead?

No. Virginia lists “the document has been notarized” as a reason to reject a vital record. A notary stamp on a birth certificate makes it worse, not better.

Do not write on the certificate, laminate it or attach a notarized statement to it. Altered records are also on the rejection list. Send the certified copy exactly as the state issued it.

How do I order a new certified copy in Virginia?

Order from the Virginia Department of Health, Office of Vital Records. The fee is $15 per copy or search, effective July 1, 2026.

• In person: 8701 Park Central Drive, Suite 100, Richmond, VA 23227. The lobby is open Monday to Friday, 7:00 am to 4:00 pm. Drop off by 2:00 pm for same-day processing.
• By mail: VDH Office of Vital Records, P.O. Box 1000, Richmond, VA 23218-1000. Standard processing is 2 weeks.
• Express: the state offers an express option through VitalChek.

Details are on the VDH Vital Records page. The office’s phone number is (804) 662-6200.

What are the government fees for a Virginia birth certificate apostille?

Two government fees apply: $15 for the new certified copy and $10 for the apostille. That is $25 before postage.

If you send several birth certificates signed by the same official on the same date for the same country, Virginia charges $10 for the first and $5 for each additional one. AI Fingerprinting’s service fee is separate and is quoted on request.

What are the steps to apostille a Virginia birth certificate?

1. Order a new certified copy from the VDH Office of Vital Records. Do not reuse an old one.
2. When it arrives, check the issue date and leave the document untouched. No notary, no staples through the seal, no lamination.
3. Create the cover letter in Virginia’s online authentications system. Enter the one country where the certificate will be used.
4. Prepare a check or money order for $10, payable to the Secretary of the Commonwealth.
5. Send the certificate, cover letter, payment and a prepaid self-addressed return mailer to the Secretary of the Commonwealth in Richmond.
6. When it returns, confirm the country printed on the apostille matches your destination.

Can one apostilled birth certificate be used in two countries?

No. A Virginia apostille is issued to one named country “ONLY”. A second country needs a second certified copy and a second apostille.

This matters for families handling dual citizenship and a foreign marriage at the same time. Order one certified copy per country at the start. It saves a second two-week wait at vital records.

What a Virginia apostille looks like on a birth certificate

The apostille is a separate white sheet stapled at the top left over the birth certificate. The certificate shows through behind it.

• Field 3 gives the signer’s capacity. On a birth certificate it reads “Deputy State Registrar” on the sample we reviewed.
• Field 4 pairs the signer’s name with “Commonwealth of Virginia”.
• Field 1 names the destination country, followed by “ONLY”, in English, French and Spanish.
• The date is written out in the style “28th day of April 2026”.
• The number is eight digits, a hyphen and one more digit.
• A gold foil starburst seal sits in field 9, above the Secretary of the Commonwealth’s signature.

Do not remove the staple. Separating the pages can make the receiving authority refuse the set.

Common reasons for rejection

Virginia’s published list for vital records is short and specific.

• The certified copy was issued more than 12 months ago.
• The document is a photocopy.
• The document has been altered.
• The document has been notarized.
• The record was issued outside Virginia, or in another country.
• No cover letter from the online system was included.

See the state’s Document Rejection page for the wording.

How AI Fingerprinting helps

AI Fingerprinting is a private document service. We are not a government agency and not a law firm. Our office is at 201 NE Park Plaza Dr #221, Vancouver, WA 98684, open Monday to Friday, 9 am to 5 pm. We accept mail-in requests from anywhere in the United States.

Most Virginia birth certificate problems are caught by looking at the paper before it is sent. We check the issue date against the 12-month rule, confirm the copy is a state certified copy, and make sure nothing has been added to it. We can explain how to order a fresh copy if yours is too old, and prepare the cover letter with the correct country.

We do not publish a price for this service. Request a quote and tell us the destination country.

Get a quote Call (360) 998-7302 Book an appointment

Frequently asked questions

Is the 12-month rule based on my birth date?

No. It is based on the date the certified copy was issued by Virginia’s vital records office. An adult can apostille a birth certificate as long as the copy itself is recent.

How much does a new Virginia birth certificate cost?

The Virginia Department of Health charges $15 per copy or search, effective July 1, 2026. The apostille is a separate $10 state fee.

Can I get a Virginia birth certificate the same day?

The Office of Vital Records lobby in Richmond offers same-day processing for requests dropped off by 2:00 pm, Monday to Friday. Mail requests take about 2 weeks.

Who signs a Virginia birth certificate for apostille purposes?

A state registrar official. On the sample we reviewed, the apostille certified the signature of a Deputy State Registrar.

Can Virginia apostille my birth certificate from another state?

No. A birth certificate is apostilled by the state that issued it. Virginia rejects records issued outside Virginia.

Do I need a translation before the apostille?

Virginia’s pages do not require a translation to issue the apostille. The receiving country may want one, so ask its authority before you send documents abroad.

Does the same process apply to Virginia death and marriage records?

The 12-month rule, the ban on notarized copies and the $10 fee are stated for Virginia vital records generally. Check the specific record with the Secretary of the Commonwealth.

This page is general information, not legal advice. Confirm what the receiving country’s authority requires, including translations and how recent the certificate must be, before you order.

Sources

• Secretary of the Commonwealth of Virginia: Document Rejection
• Secretary of the Commonwealth of Virginia: How to Submit
• Secretary of the Commonwealth of Virginia: Authentications
• Virginia Department of Health: Vital Records

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