Does a diploma need a state or federal apostille?

A state apostille – the destination is the Secretary of State in the state where the document is notarized. Note that the key question for diplomas and transcripts is not state-vs-federal, but whether the document requires notarization first. Since most diplomas and transcripts are issued by schools rather than government offices, they typically need to be notarized before the state apostille can be issued.

Do I need to notarize my diploma before it can be apostilled?

Almost always yes. A diploma or transcript from a private or public university isn't itself a government-issued public document, so a notary (or in some cases the registrar acting under a state-recognized commission) must certify that the copy is a true representation of the original before the state apostille can be issued. The exception is documents that already bear a government seal – those go straight to the apostille without an additional notarization step.

Can my school send my transcript directly to Apostille50?

No – the document must go through you. We require the original or a certified copy that has been properly notarized (or registrar-certified), and you control that process. Have your school send the document to you, arrange for notarization if needed, then mail it to us.

Can a photocopy of my diploma be apostilled?

No. Only the original document or a certified copy that has been notarized (or registrar-certified) can receive an apostille. A photocopy – even of a genuine diploma – is not eligible.

How much does a diploma or transcript apostille cost?

State fees range from $1 to $50 per document, depending on the issuing state (median $10 per apostille), plus the $100 service charge per order.

What is the difference between a diploma, a degree, and a transcript?

A diploma is the physical certificate awarded upon graduation. A degree is the academic qualification (e.g., Bachelor of Arts). A transcript is the official academic record listing courses, grades, and degrees conferred. All three can be apostilled once notarized.

Does my apostilled transcript expire?

The apostille itself does not expire. However, many destination countries require transcripts and diplomas to be recent (issued within the last 3 to 12 months) at the time of use. Confirm with the receiving authority.

Diploma & Academic Transcript Apostille

⚠ Notarization required first: This document must be notarized by a commissioned notary public before it can receive a state apostille. The apostille is issued on the notary's signature, not the document itself. Make sure your notarization is current – some states impose time limits on how old a notarization can be before the apostille is refused.

⚠ County step may apply: Some states require county clerk certification of the notary's commission before the Secretary of State will issue the apostille on notarized documents. This is separate from the standard apostille process for vital records. Check your state's page in the Apostilles section for state-specific requirements, or contact us and we will confirm before you mail anything.

What Is a Diploma or Transcript Apostille?

A diploma or transcript apostille is a state-issued authentication certificate attached to a notarized academic credential, certifying the document’s authenticity for use in any country that is a signatory to the Hague Convention of 1961. The apostille is a standardized international form – a square stamp or printed certificate roughly 9 cm on each side – that is recognized in all 120+ Hague member countries without further authentication.

Diplomas, degrees, and academic transcripts are commonly apostilled for use in foreign employment, foreign university enrollment, professional licensing abroad, immigration, and other international processes where proof of US education is required.

Why Apostille a Diploma or Transcript?

US academic credentials are commonly required for international use in a wide range of contexts. Common situations that require an apostilled diploma or transcript include:

Foreign university enrollment – graduate school applications and transfers often require apostilled undergraduate transcripts
Foreign employment – many international employers require apostilled degrees as part of the hiring process
Professional licensing abroad – engineers, doctors, lawyers, teachers, and other professionals need apostilled credentials to obtain foreign licenses
Foreign credential evaluation services – agencies like WES (World Education Services), ECE, and others often request apostilled documents for verification
Immigration and visa applications – certain visa categories (skilled worker, intra-company transfer, investor) require apostilled proof of education
Citizenship-by-descent applications – proving educational lineage in some citizenship claims
Foreign teaching positions – international schools and universities require apostilled credentials for faculty appointments
International research positions – academic and scientific research roles abroad
Continuing professional education – proving prior credentials for advanced study abroad
Recognition of US qualifications – particularly in countries where US degrees are evaluated against local credential frameworks
Foreign military or government service – apostilled credentials may be required for foreign nationals who studied in the US

State Apostille, After Notarization

Unlike vital records (birth, marriage, death certificates), diplomas and transcripts are not issued by a government office. They are issued by schools – universities, colleges, professional schools, and even high schools in some cases. Because they are not government-issued, they must first be notarized before they can be apostilled.

Once notarized, the document becomes apostille-eligible and is processed by the Secretary of State in the state where the notarization took place.

Note: Some states allow university registrars to certify documents as “true copies” with a registrar’s seal and signature. Where this is allowed by state law and recognized by the Secretary of State, the registrar’s certification may substitute for a separate notarization step. Contact us if you are unsure whether your state’s registrar certification is accepted.

Step 1: Obtain the Original or Official Copy

You need either the original diploma (the physical certificate awarded at graduation) or an official transcript (issued by the registrar’s office) to begin the process. Photocopies and unofficial printouts are not eligible for notarization or apostille.

For diplomas: the original diploma is typically a printed certificate on security paper, with the school’s seal and the signatures of school officials (president, dean, registrar).

For transcripts: an “official transcript” is one issued by the registrar’s office in a sealed envelope, often with the registrar’s signature and the school’s seal printed on the transcript itself. Many schools now offer electronic official transcripts through services like Parchment or the National Student Clearinghouse.

Step 2: Notarize the Document

Because schools (except for a small number of state-run institutions) are not government agencies, the document must be notarized to be apostille-eligible. There are two common notarization paths:

Path A: Notary Public Notarization

A notary public verifies that the copy of the diploma or transcript you present is a true copy of the original. The notary witnesses your statement that the document is genuine and applies their official seal.

Steps:

Bring the original diploma or transcript to a notary
Present a photocopy of the document to the notary (the notary notarizes the photocopy as a “certified copy”)
The notary signs, dates, and seals the notarized copy
The original remains with you; the notarized copy goes for apostille

Some states require that the notary compare the original and copy side-by-side. Other states allow the notary to notarize a copy without the original being present, as long as the affiant (you) swears the copy is true.

Path B: Registrar Certification (Where Allowed)

Some states allow university registrars to certify transcripts as “true copies” with their official seal and signature. In these states, the registrar’s certification substitutes for notarization.

This option is only available where state law explicitly permits it, and the certification language must meet the Secretary of State’s requirements. Check with Apostille50 if you are considering this path.

Step 3: Submit to the Secretary of State

Once notarized (or registrar-certified), the document is submitted to the Secretary of State in the state where the notarization took place. Apostille50 handles this step – you mail your notarized diploma or transcript to us, and we submit it to the correct state.

The Secretary of State verifies the notary’s commission against their records (or verifies the registrar’s authority under state law), then affixes an apostille certificate to the document.

Which State Apostilles My Diploma?

The apostille is issued by the state where the document was notarized – that is, the state whose notary commissioned the notarial act. This is true even if:

The school is located in a different state
The student graduated years ago in another state
The student currently lives in a third state or country

For example, a New York University graduate who notarizes their diploma in California must obtain a California state apostille.

If the document was registrar-certified (where allowed), the state is the state where the school is located.

Document Requirements

To apostille a diploma or transcript through Apostille50, you need to provide:

Original or official transcript (the underlying document being notarized)
The notarized certified copy of the diploma or transcript (the document to be apostilled)
Trackable return shipping envelope if you are not within the continental US
Order confirmation showing the destination country

A plain photocopy of a diploma, even if “sworn to” before a notary, may not be sufficient. Some states require the notary to attach the notarial certificate to the actual original diploma or to a copy that closely resembles the original (with original signatures visible).

Common Rejection Reasons

The Secretary of State will reject a diploma or transcript submission if:

The notary’s commission has expired
The notary’s seal is missing or not the official seal
The document is a plain photocopy without proper notarization
The notary did not witness the original document
The school is not the original issuing institution
The document has been altered after notarization
The notarization was performed by a notary not commissioned in the apostille state

If your submission is rejected, Apostille50 will contact you and recommend next steps. In most cases, having the document re-notarized by a currently commissioned notary resolves the issue.

Transcripts Issued in a Sealed Envelope

Many schools issue official transcripts in a sealed envelope with the registrar’s signature across the seal. Do not open the envelope before notarization – opening it may invalidate the transcript for apostille purposes. The notary or Apostille50 will need to either:

Notarize the sealed envelope as a unit (some states allow this)
Have the school issue a new transcript that is presented unsealed for notarization
Use an electronic transcript issued through Parchment or similar services, which bypasses the sealed envelope issue

If you have an existing sealed envelope transcript, contact Apostille50 before opening it.

Electronic Transcripts

Many US schools now issue official electronic transcripts through services like Parchment, the National Student Clearinghouse, or directly through the school’s portal. Electronic transcripts can be:

Downloaded as a PDF with a digital signature
Forwarded to a designated recipient electronically
Printed for physical notarization

For apostille purposes, electronic transcripts typically need to be printed and notarized as a “certified copy” before submission. The apostille is then placed on the notarized printed copy.

Some states and receiving countries now accept e-apostilles for electronic transcripts. Contact us for current availability.

Processing Time

Diploma and transcript apostille processing times vary by state:

Same-day to 3 business days – a few states offer expedited or in-person service
5 to 10 business days – typical for most states processing mailed-in requests
2 to 4 weeks – slower states, or during peak seasonal volume (notably during late summer when international student enrollment peaks)

Pricing

Diploma or Academic Transcript apostille pricing through Apostille50:

Component	Amount
Service charge (per order)	$100.00
State fee (per notarized signature)	$1 to $50
Return shipping (US)	Included

For a single-signature diploma or academic transcript, the total cost ranges from $101 to $150 depending on the state where notarized (median $10 per signature). See the Order tool for the exact fee in your state.

Common Destination Countries

While any Hague Convention country accepts an apostilled US diploma or transcript, certain countries see especially high demand:

Canada – foreign credential evaluation for immigration and employment
United Kingdom – university enrollment and professional licensing
Germany – skilled worker visas and university enrollment
Australia – skilled migration and professional licensing
Spain – university enrollment and homologation of US degrees
Mexico – professional licensing and employment
South Korea – university enrollment and employment
Japan – university enrollment and employment
China – university enrollment and professional licensing
United Arab Emirates – employment and professional licensing
Italy – university enrollment and professional recognition (particularly for Italian graduates who studied in the US)
Philippines – professional licensing for Filipino professionals with US degrees

Special Cases

High School Diplomas and Transcripts

US high school diplomas and transcripts are also commonly apostilled, particularly for:

College enrollment abroad (especially for US students attending foreign universities)
International exchange programs
Foreign high school credit transfer
Some foreign scholarship applications

The apostille process is identical to college credentials – notarize first, then apostille.

Professional School Degrees

Professional school degrees – MD (medical), JD (law), MBA, PhD – are apostilled using the same process. Some professional licensing boards abroad may require additional verification beyond the apostille, such as direct confirmation with the issuing school.

Foreign Credential Evaluation Services

Many people obtaining an apostille for a US diploma are doing so to submit to a foreign credential evaluation service like WES, ECE, or SpanTran. These services evaluate US credentials for use in foreign countries. While some evaluation services accept unapostilled documents directly from schools, others specifically require apostilled copies.

Check with your credential evaluation service for their specific requirements. Some services have direct relationships with US schools and can obtain transcripts electronically without needing apostille.

Continuing Education Certificates

Certificates from continuing education programs, professional development courses, and training programs can also be apostilled using the same notarize-then-apostille process. These are commonly apostilled for foreign employment and licensing.

Notarization Costs Are Separate

The notary’s fee for notarizing the diploma or transcript is separate from Apostille50’s fees. Notary fees vary but are typically $5 to $25 per notarization, depending on the state and the notary.

Banks, UPS stores, shipping centers, courthouses, and law offices commonly offer notary services.

How to Order

To order a Diploma or Academic Transcript apostille through Apostille50:

1. Add the state where the document was notarized to your order on the Order page (one entry per notarized signature) 2. Select your destination country (this confirms Hague status) 3. Complete checkout – you’ll receive an order confirmation email 4. Mail the original notarized diploma or academic transcript to:

Apostille50
PO BOX 160
Germantown, MD 20875

5. Once we receive your document, we submit it to the correct state and return it apostilled by trackable mail

State Apostille Service overview – covers the apostille process for all notarized documents
Birth Certificate Apostille – vital records apostille (different process, no notarization needed)
All 50 state apostille pages – state-specific fees and processing times