Diplomas and transcripts are among the most requested documents for people moving abroad. Employers want proof of a degree, foreign universities want transcripts before admitting a transfer student, and teaching programs in Asia, the Middle East, and Europe almost always require an apostilled diploma as part of the visa package.
Academic documents are treated as private documents, not government records. That means a diploma normally cannot go straight to the Secretary of State. It first needs to be notarized, and because you cannot notarize your own diploma, this is usually done as a notarized copy or with a signed statement from the school registrar attesting the document is genuine.
Requirements vary between states and schools. Some registrars will issue a notarized copy directly, which is the cleanest route. Others provide a sealed official transcript that a notary can attest to. A few states will accept a notarized affidavit from the degree holder instead. Getting this step wrong is the usual reason academic apostilles come back rejected.
Send us a scan before you commit and we will tell you exactly which route your document needs, at no charge. If your school has already provided a notarized copy, it may be ready to go as-is.
At a glance
How you obtained the document decides what happens next
| What you have | Can it be apostilled? | What it needs first |
|---|---|---|
| Notarized copy from the registrar | Yes | Nothing, this is the cleanest route |
| Sealed official transcript | Yes | Leave it sealed, a notary attests to it |
| Digital PDF transcript | Not as-is | A printed official copy, or a notarized statement |
| Original diploma | Yes, indirectly | A notarized copy, the original is not sent |
| Photocopy you made | No | An official copy from the school |
| Foreign diploma | No | Apostilles cover U.S. documents only |
Most people now order transcripts electronically, through Parchment, the National Student Clearinghouse, or a school portal. That produces a PDF, which is convenient and cannot be apostilled on its own. Order a paper official copy at the same time if you know an apostille is coming.
What gets academic documents rejected
- A digital-only transcript. An apostille certifies a physical signature or seal. A PDF has neither, however official the file is.
- A sealed envelope that was opened. Opening it voids the official status and usually means ordering another. Send it to us sealed.
- Notarizing your own diploma. You cannot attest to your own document. It has to be a notarized copy, a registrar’s statement, or an affidavit, depending on the state.
- The wrong state. The apostille comes from where the document was notarized, not where the school is. A degree from Ohio notarized in California goes to California.
- A name that no longer matches. If your diploma predates a name change, some destinations want the marriage certificate or court order apostilled alongside it.
- Leaving it to the deadline. Registrars can take weeks to issue an official copy, and that sits before anything we do.
How it works
Step 1
Send a scan first
Upload your diploma or transcript for a free review. We confirm whether it needs notarization, a registrar statement, or is ready as-is.
Step 2
Notarization if needed
Come into one of our offices or book a mobile notary. If your registrar can issue a notarized copy, that route is often simpler.
Step 3
Secretary of State apostille
We submit to the state where the notarization took place and pay the state fee, already included in your price.
Step 4
Back to you
Shipped tracked and insured, collected in person, or scanned and emailed the moment it is issued.
Diploma and Transcript Apostille: common questions
Can I just send my original diploma?
Usually not on its own. A diploma is a private document, so a notary needs to attest to it before a state will apostille it. The most common routes are a notarized copy from your registrar or a notarized statement. We confirm which your case needs during the free review.
Should I open my sealed transcript?
No. If your school issued a sealed official transcript, leave the envelope sealed. Opening it can void its official status and you may have to order another. Send it to us sealed and we will handle it.
Do I need the diploma or the transcript?
It depends on who is asking. Teaching visas usually want the diploma or degree certificate. University admissions usually want transcripts. Some employers want both. Check the requirement before ordering, since each document is priced separately.
My degree is from a school in another state. Does that matter?
What matters is where the document gets notarized, not where the school is. If we notarize it in California, California issues the apostille. If your registrar notarizes it in the school’s state, it goes to that state.
Do I need a translation as well?
Many countries require academic documents to be translated by a certified translator, and some require the translation itself to be notarized. We offer certified and sworn translation and can bundle it with the apostille.
What if my destination country is not in the Hague Convention?
Then the document needs full embassy legalization rather than an apostille. This is common for teaching placements in parts of the Middle East and Asia. We handle the whole chain.
Official sources
Requirements, fees and processing times are set by the authorities below and can change without notice. Verify anything time-critical directly with them.
U.S. Dept. of State, apostille requirements
Ready to get started?
Upload a scan for a free review first, or book straight away if your document is already notarized.
Related: Certified translation · Power of attorney apostille · Embassy legalization · Free document review