Decide what the foreign office wants
Some offices want the diploma, some want an official transcript, and some want both. Ask whether they need originals, certified copies or sealed envelopes. Ask whether the documents must be translated and whether the translation must be apostilled too.
Getting this list in writing prevents a second round of requests.
Foreign universities and licensing boards often prefer to receive transcripts directly from the school. If that is the case, you may not need an apostille on your copy. Ask before you begin.
Start with the school
Contact the registrar or student records office. Many schools will issue a certified copy of a diploma, or a letter confirming the degree, signed by an official. Transcripts are often sent in a sealed envelope. Opening the envelope can ruin its status, so keep it sealed.
Ask whether the school offers notarization on site or provides a form for the signer to use.
Pay attention to e-transcripts. A digitally signed transcript may be accepted differently from a paper one, so ask the apostille office how to handle it.
Getting the signature verified
An apostille verifies the signature of a notary or public official. For schools, that often means the registrar signs before a notary, and then the state apostille office certifies the notary. In some states, public universities can be certified directly. Rules differ by school and by state, so ask the apostille office.
If the school is in a different state than where you live, the apostille comes from that state.
Some institutions use outsourced services to produce certified or notarized copies. These can be faster, but there may be an extra fee. Compare options before ordering.
Translation and order of steps
If a translation is needed, ask the destination whether it should be done before or after the apostille. A common method is to translate the apostille as well. Another is to apostille only the original and attach a translator's statement. Follow the foreign office's instructions.
A translator's signed statement may also need notarization.
Keep a record of who at the school signed the certified copy, since the apostille office may need the signer's name and title to match its records.
Timing and common mistakes
Schools can be slow, especially in graduation season. Start several weeks early. Do not send photocopies of a diploma and expect them to be accepted. Do not remove staples or break seals.
Check names carefully. A name change since graduation may need supporting papers, such as a marriage certificate, handled with the same care.
If a degree was earned under a previous name, keep proof of the name change, such as a court order or marriage certificate, in the same folder.
Common questions
Can I just get my diploma notarized?
A notary cannot certify a copy of a diploma in many states. Ask the school for a certified copy first.
Does a closed school affect the process?
Yes. Records from closed schools are held by a state agency or custodian. Contact the state education department for the process.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.