Apostille Transcript: Legalize Academic Records Abroad

Universities, employers and licensing boards abroad often ask for apostilled transcripts and diplomas before they will accept a U.S. education. The apostille confirms that the school official or notary who signed the record is genuine. This guide explains how to prepare academic records for an apostille, who issues it, and how to avoid the most common rejections.

When you need an apostilled transcript

Admission to a foreign university or a study visa
Teaching jobs abroad, including English teaching programs
Professional licensing, such as nursing, engineering or law, in another country
Work visas that require proof of education
Credential evaluations requested by a foreign employer or ministry

The apostille is accepted in Hague Convention countries; see our list of apostille countries. For other countries you need authentication and embassy legalization.

Preparing your transcript or diploma

Academic records are not usually signed by a public official, so they must be prepared correctly first. The usual route is:

Request an official transcript from the school’s registrar, in a sealed envelope or as a signed paper copy.
Have the registrar sign before a notary. The registrar signs a statement or the transcript itself in front of a notary public, who adds a complete notarial certificate.
For diplomas, the school usually notarizes a copy of the diploma or a registrar’s affidavit confirming it is a true copy. Many schools have a standard process for this.

Some state universities’ officials can certify records directly, but most states expect a notarization. Ask your registrar’s office how they handle apostille requests.

Who issues the apostille

The apostille comes from the Secretary of State in the state where the document was notarized or where the school official is on file. If your school is in Oregon and the registrar’s signature is notarized in Oregon, the Oregon Secretary of State issues it. Oregon lists certain school records with notarized signatures among the documents it can apostille, at $10 per certificate.

Step-by-step process

Confirm what the receiving institution wants: transcript, diploma, or both, and whether a translation is needed.
Contact the registrar and request notarized or certified copies for apostille.
Check that the notarial certificate is complete, with seal, date and commission details.
Submit the documents to the correct Secretary of State.
Arrange a certified translation if required; see whether to translate before or after the apostille.

Common mistakes to avoid

Opening a sealed transcript when the receiving institution wants it sealed
Sending a plain photocopy of a diploma without notarization
Using an online transcript printout, which usually cannot be apostilled
Notarizing in the wrong state, so the apostille comes from a state the school did not expect
Forgetting the translation, which can delay admissions or licensing

Our list of common apostille mistakes has more examples.

Timelines and costs

Allow time for the registrar’s office, which can take from a few days to a few weeks, plus state processing. Apostille Authentications charges $195 for the first document and $65 for each additional document, plus the state fee. See our transcript and diploma apostille service and pricing page.

If you are applying for a teaching job or work visa, you may also need an FBI background check apostille, which is handled by the U.S. Department of State and takes longer.

Frequently asked questions

Can I apostille my diploma myself?

You can file it yourself, but the diploma usually needs to be notarized first, often through the school’s registrar.

Does the apostille go on the transcript or on a separate page?

It is attached to the notarized document, usually as a separate certificate stapled or bound to it.

Can online or electronic transcripts be apostilled?

Generally not. Most states need a paper document with a notarized or certified signature.

Do I need a translation for my transcript?

Many non-English-speaking countries require one. Our certified translation service can translate academic records.

Apostille Transcript: How to Legalize Academic Records for International Use