Academic Diplomas & Transcripts Apostille — Fast, Correct, State-by-State Guide

Diplomas and transcripts are among the most requested documents for international use—whether you’re applying for a work visa, graduate admission, professional license, or immigration. Outside the United States, schools, employers, licensing bodies, and consulates often require an apostille (or embassy legalization for non-Hague countries) so they can accept your academic documents as genuine. This guide shows you exactly how to prepare school records for apostille, which versions qualify, how to handle sealed transcripts, how long it takes, and how to avoid the mistakes that cause rejections. We also include state-by-state links and a university list to help you move forward immediately.

What Is an Apostille for Academic Documents?

An apostille is a certificate used by countries in the Hague Apostille Convention that verifies the signature and capacity of the person who signed your document and the seal it bears. For academic records, the apostille does not validate grades or the content of your education; it confirms that the registrar’s notarized certification or the notary’s acknowledgment is genuine so schools, employers, and agencies abroad can rely on it. If your destination country is not a Hague member, you will follow authentication + legalization (state authentication first, then embassy/consulate legalization).

When You’ll Be Asked for It

Expect to provide an apostilled diploma or transcript when applying for:

• Work visas and residency permits (degree verification for skilled roles)
• Graduate admissions and scholarship programs
• Professional licensing (teachers, engineers, healthcare, legal)
• Qualification recognition and foreign credential evaluation
• Immigration filings for family reunification or points-based systems
• Corporate transfers and in-house relocations

Which Academic Documents Qualify

Most academic records can be prepared for apostille if they are properly certified and notarized. Common items include:

Document	Who Issues It	How It Becomes Apostille-Ready	Notes
Diploma (Degree Certificate)	University/college registrar	Registrar signs a notarized certification attesting to authenticity; or you provide a copy certification by document custodian before a notary (if the school will not notarize).	Original diplomas often remain with you; many destinations accept an apostilled notarized copy backed by registrar verification.
Transcripts	Registrar	Sealed official transcript is accompanied by a registrar’s notarized letter referencing the sealed envelope, or the transcript itself bears a notarized certification page.	Do not break the seal unless your state requires an open document for notarization. See Sealed Transcripts.
Enrollment/Graduation Verification	Registrar	Registrar issues and notarizes a verification letter (or uses a notarized signature on official letterhead).	Useful when diplomas are delayed or being reprinted.
Diploma Translations	Professional translator	Translator provides a notarized translator’s certificate; the state apostilles the notary’s signature.	Some countries require sworn/court-certified translators; confirm format first.

Sealed Transcripts: How to Handle Them

Many registrars issue sealed transcripts that must remain unopened. Apostille offices usually attach the apostille to a notarized registrar letter that identifies the envelope and certifies its contents without breaking the seal. In some states, the transcript itself includes a certification page for notarization. Always follow the registrar’s instructions and your state’s apostille rules.

• Ask the registrar for a notarized certification letter that references the student name, birth date or ID, degree, and the sealed envelope number or features.
• If the destination requires the transcript opened, order two sets: one to remain sealed, one for notarized certification.
• Never remove staples, covers, or seals after notarization—this can void the certification.

Notarization Methods That Work

States apostille the signature of the notary or authorized public official. For academic records, you’ll use one of these methods:

1. Registrar’s Notarized Certification (Best) — The registrar signs a certification of authenticity in front of a notary. The apostille will verify the notary’s signature (and sometimes a county clerk certification first, depending on state practice).
2. Copy Certification by Document Custodian — If your school doesn’t notarize diplomas, you (as custodian) attest before a notary that a photocopy is a true and accurate copy of the original diploma. The apostille verifies the notary, not the diploma itself. Pair this with a registrar verification letter when possible to strengthen acceptance.
3. School Official + Notary — At K-12 and vocational institutions, a principal or records officer may sign an official letter in front of a notary. The state then apostilles the notary’s signature.

Step-by-Step Process

1. Confirm destination requirements — Ask the receiving institution or consulate if they require a diploma, a transcript, or both; whether copies are acceptable; and whether a translation is needed.
2. Request documents from your school — Ask the registrar for a notarized certification for your diploma and a notarized letter for your sealed transcript (or a transcript certification page).
3. Prepare notarization — Ensure the notary uses complete wording, date, venue (state/county), and signs with name as commissioned. If copy certification is used, bring the original diploma.
4. Submit to the correct state — Send to the Secretary of State where the notarization occurred (often the state where the school is located). Include the request form, fee, and a trackable return envelope if mailing.
5. Receive the apostille — The apostille is attached to the notarized item. For non-Hague destinations, continue to the embassy/consulate for legalization.
6. Arrange translations — If required, use certified or sworn translators according to the destination’s rules. Some jurisdictions want the translation notarized and apostilled as well.

State vs. Federal — Send It to the Right Office

Academic documents are notarized/private records, not federal documents. They are apostilled by the Secretary of State in the state where the notarization took place. Do not send diplomas or transcripts to the U.S. Department of State in Washington, DC (that office handles federal records like FBI checks and federal agency certificates).

Document	Who Signs	Where the Apostille Comes From
Diploma / Transcript	Registrar + Notary (or Notary witnessing custodian)	Secretary of State of the notarization state
FBI Background Check	Federal official	U.S. Department of State (Washington, DC)

Timing, Fees & Shipping

Turnaround and cost depend on your state and submission method:

• Mail-in: Often 1–4 weeks; packets with errors are returned unprocessed.
• Walk-in: Faster where available; hours are limited and lines vary by day.
• Courier submission: Typically fastest; documents are pre-checked, delivered in person, and picked up immediately when ready. Scans are sent the same day the apostille is issued.

Government fees vary widely and are charged per document. Add shipping and any school fees for certified copies or notarization.

Translations & Multi-Country Use

Many destinations require a certified translation of the apostilled diploma or transcript. Some insist on sworn/court-certified translators. If multiple foreign institutions will request originals at once, order extra notarized sets and apostille each set so you can submit in parallel.

eDiplomas & Digital Transcripts

Some schools issue eDiplomas or secure digital transcripts via third-party platforms. For apostille, states generally require a notarized certification referencing the digital record (or a printed certified copy with registrar’s notarized statement). Many states accept electronic notarization only if it meets their e-notary standards. When in doubt, ask your registrar for a traditional wet-ink notarization to avoid delays.

Special Cases (Closed Schools, Name Changes, Licensure)

Closed or Merged Institutions

If your school closed or merged, a successor institution or state archive typically maintains records. Request a registrar notarized letter with your transcript or degree verification, then proceed with apostille.

Name Changes

If your current legal name differs from your records, some authorities may ask for proof (e.g., marriage certificate, court order) with apostille. Prepare these in parallel.

Professional Licensure

Licensing bodies may require proof of degree plus syllabus/course descriptions or a letter of standing. These can also be notarized and apostilled when requested.

Pre-Submission Checklist

• Destination requirements confirmed (Hague vs. non-Hague, translation format, document freshness)
• Registrar notarized certification for diploma and transcript (or custodian copy certification if registrar won’t notarize)
• Sealed transcript handling arranged (notarized letter referencing sealed envelope, if required)
• Notary details complete (venue, date, commission, signature, stamp)
• State request form + fee prepared
• Trackable return envelope included for mail-in
• Translations lined up (certified/sworn as required)
• Extra notarized sets ordered if multiple originals will be needed

Common Mistakes to Avoid

• Sending an unnotarized diploma/transcript—states apostille the notary’s signature, not the document content.
• Breaking a sealed transcript that was meant to remain sealed; request a notarized letter instead.
• Using the wrong state—apostille is issued by the state of notarization, which is normally where the school is located.
• Skipping county pre-certification in states that require it for certain notaries.
• Assuming digital records are fine without certification—most states still need a notarized registrar statement.
• Forgetting translations or using a non-compliant translation format.
• Submitting photocopies without a custodian affidavit when the registrar won’t notarize.

Universities by State — Popular Institutions (Internal Links)

Choose the state where your school is located. Each link directs to state-specific apostille instructions. For internal SEO, the university names below also point to the same state page.

State (A–M)	Popular Universities (Internal Links to State Page)
Alabama	University of Alabama,Auburn University,UAB,Troy University
Alaska	University of Alaska Anchorage,University of Alaska Fairbanks,University of Alaska Southeast,Alaska Pacific University
Arizona	Arizona State University,University of Arizona,Northern Arizona University,Grand Canyon University
Arkansas	University of Arkansas,Arkansas State University,University of Central Arkansas,Harding University
California	UC Berkeley,UCLA,UC San Diego,Stanford University,USC,Cal Poly SLO,San Diego State
Colorado	University of Colorado Boulder,Colorado State University,Colorado School of Mines,University of Denver
Connecticut	UConn,Yale University,Quinnipiac University,Fairfield University
Delaware	University of Delaware,Delaware State University,Wilmington University
District of Columbia	Georgetown University,George Washington University,American University,Howard University,Catholic University of America
Florida	University of Florida,Florida State University,UCF,USF,University of Miami,FIU
Georgia	University of Georgia,Georgia Tech,Georgia State University,Emory University
Hawaii	University of Hawaii at Manoa,UH Hilo,Chaminade University,Hawaii Pacific University
Idaho	University of Idaho,Boise State University,Idaho State University,BYU–Idaho
Illinois	UIUC,UIC,Northwestern University,DePaul University,Loyola University Chicago
Indiana	Indiana University Bloomington,Purdue University,Notre Dame,Ball State University
Iowa	University of Iowa,Iowa State University,Drake University,University of Northern Iowa
Kansas	University of Kansas,Kansas State University,Wichita State University,Emporia State University
Kentucky	University of Kentucky,University of Louisville,Western Kentucky University,Eastern Kentucky University
Louisiana	LSU,Tulane University,Louisiana Tech,University of Louisiana at Lafayette
Maine	University of Maine,Colby College,Bowdoin College,Bates College
Maryland	University of Maryland,Johns Hopkins University,Towson University,UMBC
Massachusetts	Harvard University,MIT,Boston University,Boston College,UMass Amherst,Northeastern University
Michigan	University of Michigan,Michigan State University,Wayne State University,Michigan Tech
Minnesota	University of Minnesota,University of St. Thomas,Macalester College,UMN Duluth
Mississippi	University of Mississippi (Ole Miss),Mississippi State University,University of Southern Mississippi,Jackson State University
Missouri	University of Missouri,Missouri State University,Washington University in St. Louis,Saint Louis University
Montana	University of Montana,Montana State University,Montana Tech,Carroll College

State (N–Z)	Popular Universities (Internal Links to State Page)
Nebraska	University of Nebraska–Lincoln,UNO,Creighton University,UNK
Nevada	UNLV,University of Nevada, Reno,Nevada State University
New Hampshire	University of New Hampshire,Dartmouth College,Keene State College,Plymouth State University
New Jersey	Rutgers University,Princeton University,NJIT,Montclair State University
New Mexico	University of New Mexico,New Mexico State University,New Mexico Tech,Eastern New Mexico University
New York	Columbia University,NYU,Cornell University,SUNY Buffalo,Stony Brook University,CUNY City College
North Carolina	UNC Chapel Hill,NC State,Duke University,Wake Forest University
North Dakota	University of North Dakota,North Dakota State University,Minot State University,Dickinson State University
Ohio	Ohio State University,University of Cincinnati,Case Western Reserve,Ohio University,Kent State University
Oklahoma	University of Oklahoma,Oklahoma State University,University of Tulsa,Oklahoma City University
Oregon	University of Oregon,Oregon State University,Portland State University,Reed College
Pennsylvania	Penn State,University of Pennsylvania,University of Pittsburgh,Temple University,Drexel University,Carnegie Mellon University
Rhode Island	Brown University,University of Rhode Island,Providence College,RISD
South Carolina	University of South Carolina,Clemson University,College of Charleston,Furman University
South Dakota	University of South Dakota,South Dakota State University,Augustana University,Dakota State University
Tennessee	University of Tennessee Knoxville,Vanderbilt University,Middle Tennessee State,University of Memphis
Texas	UT Austin,Texas A&M,Rice University,University of Houston,SMU,Texas Tech University
Utah	University of Utah,BYU,Utah State University,Weber State University
Vermont	University of Vermont,Middlebury College,Norwich University,Champlain College
Virginia	University of Virginia,Virginia Tech,William & Mary,George Mason University,VCU
Washington	University of Washington,Washington State University,Western Washington University,Seattle University,Gonzaga University
West Virginia	West Virginia University,Marshall University,Fairmont State University,Shepherd University
Wisconsin	UW–Madison,Marquette University,UW–Milwaukee,UW–Eau Claire
Wyoming	University of Wyoming

Frequently Asked Questions

Do I have to apostille the original diploma?

No. Many destinations accept an apostilled notarized copy of your diploma, especially when paired with a registrar’s notarized verification. Originals can remain with you.

My transcripts are sealed—will the apostille break the seal?

Usually not. The apostille is attached to a notarized registrar letter that references the sealed envelope, keeping the seal intact. If a foreign authority demands an opened copy, ask your registrar for a second set for certification.

Which state should issue the apostille?

The state of notarization. That’s usually the state where your school or notary is located, even if you live elsewhere.

How long does it take?

Mail-in is typically 1–4 weeks; walk-in varies; courier handling is often fastest because issues are corrected before submission and pickup is immediate when ready.

What does it cost?

State fees vary and are charged per document. Add registrar/printing fees, notarization, and shipping. Professional handling includes review, coordination, submission, scans, and secure return.

Do I need a translation?

Many countries require a certified or sworn translation. We can apostille the translator’s notarized certificate if your destination requires it.

Will electronic notarization be accepted?

Only if it meets the state’s e-notary rules and the apostille office recognizes it. To avoid risk, request a traditional wet-ink notarization when timing is critical.

What if my school closed?

Contact the successor institution or state archive for records. Request a registrar notarized verification and proceed with apostille as usual.

Helpful Resources

• State Apostille Pages (sample): California • Florida • New York • Texas
• Hague Apostille Convention Country List: HCCH Status Table
• U.S. Department of State (for federal documents only): Authentications

Get Help Today

Your academic plans shouldn’t be delayed by paperwork. With correct notarization, the right state office, and compliant translations, your documents clear on the first pass. We coordinate with your registrar, fix avoidable mistakes, and deliver apostilled documents quickly and securely.

Disclaimer: This guide is for general information. State requirements, fees, and processing times may change without notice. Always follow current state instructions or ask us to confirm them for you.