How to Apostille a Diploma or Transcript

Diplomas and transcripts need apostilles in a variety of international situations. The most common include applying to a foreign university for graduate or professional study, undergoing credential evaluation (through services like WES, ECE, or NACES members), applying for professional licensing in another country (medical, legal, engineering, teaching, etc.), meeting employment requirements abroad (especially for teaching positions), and immigration applications where educational qualifications are relevant.

It is worth noting that the destination country or institution determines whether an apostille is required. Some foreign universities accept notarized copies without apostille, while others strictly require the full apostille. Always confirm the specific requirements of the receiving institution or authority before starting the process.

If you are applying to multiple institutions or programs in different countries, you may need multiple apostilled copies. In that case, notarized true copies of your diploma can each be individually apostilled, allowing you to keep your original diploma safe while meeting multiple application requirements.

Unlike government-issued documents (birth certificates, marriage certificates), diplomas and transcripts are signed by university officials, not government officials. This means they typically need to be notarized before they can be apostilled.

The standard process is: you bring your original diploma to a notary public, who creates a notarized copy (the notary certifies the copy as a true and correct copy of the original, or verifies your identity as the diploma holder). The notarized copy is then submitted to the Secretary of State for apostille.

The notarial certificate must include all required elements: notary signature, printed name, commission number, commission expiration date, state and county of commission, and official seal or stamp. Any missing elements can cause the apostille request to be rejected.

An important detail: the notary must be commissioned in the state where you plan to obtain the apostille. If you are a California resident using a California notary, the apostille comes from the California Secretary of State. If you use an out-of-state notary, you must obtain the apostille from that notary's state.

Some countries and credential evaluation services require an accreditation verification letter in addition to the apostilled diploma. This letter confirms that your educational institution is accredited by a recognized accrediting body in the United States.

Accreditation letters are typically issued by the accrediting body itself (such as a regional or national accrediting agency) or by the institution's registrar office. The letter must usually be on official letterhead and signed by an authorized representative. Like diplomas, accreditation letters typically need to be notarized before they can be apostilled.

If your institution has closed, merged with another school, or changed accrediting bodies, obtaining an accreditation letter can be more complex. In these cases, you may need to work with the successor institution, the accrediting body's records office, or the U.S. Department of Education. We can help navigate these situations and advise on the best approach for your specific case.

The apostille process for diplomas varies by state, and these variations can affect processing time, cost, and requirements.

Notarization requirements: While most states require notarization of diplomas before apostille, the specific type of notarial act required (copy certification vs. acknowledgment vs. jurat) can vary. Some states have specific statutes governing copy certifications by notaries, while others are more flexible.

Electronic notarization: Some states accept electronic notarizations for apostille purposes, while others require traditional wet-ink signatures and physical seals. If you used an online notary service, confirm that the resulting notarization is accepted by the Secretary of State in the notary's state.

In-state institution requirement: Some states have specific procedures or preferences for diplomas issued by institutions within their state vs. out-of-state institutions. Generally, what matters is where the notary is commissioned, not where the university is located, but some states have nuances in their procedures.

Processing differences: States vary in how they handle diploma apostilles logistically. Some process them identically to other notarized documents, while others have specific intake procedures for academic documents. We handle these state-specific requirements as part of our standard processing.

Several issues commonly arise when apostilling academic documents. Being aware of these can save you significant time.

Degree conferred vs. diploma issued: In some cases, there may be a gap between when your degree was conferred and when the physical diploma was issued or when the notarized copy was created. Some receiving authorities require the apostille date to be close to the date you will use the document, regardless of when the degree was earned.

Transcripts with multiple pages: Official transcripts are often multi-page documents. All pages must be included and properly notarized together (not each page separately). The notary should bind all pages together with the notarial certificate attached.

Closed institutions: If the school that issued your diploma has closed, merged, or lost accreditation, obtaining the necessary supporting documentation (accreditation letters, transcript verifications) can be more challenging. Start this process early and expect it to take longer than usual.

Foreign-earned degrees from U.S.-accredited institutions: If you earned a degree from a U.S.-accredited institution that is physically located in another country, the apostille requirements may be different. The key question is whether the document was signed by officials whose signatures can be verified by a U.S. state authority.