What gets apostilled
- Diploma — most schools apostille a notarized copy; some registrars will sign a verification statement before a notary.
- Official transcript — the registrar’s signature on the sealed transcript is notarized, or the school issues the transcript with a notarized cover letter.
- Enrollment or graduation letters — notarized registrar signature.
- High-school records for minors (school transfer, international schools) — notarized copies or notarized letters from the principal; some destinations (Spain, Italy, Mexico, Brazil) require apostilled records for every grade to place the child.
- Financial support letters, bank letters — notarized signature of the bank officer or parent; required for student visas in many countries.
- Birth certificate of a minor student — certified copy apostilled by the state of birth.
All of these are state documents: the apostille comes from the Secretary of State (or equivalent) of the state where the notary is commissioned or the school is located.
Country notes
- Spain — university access often requires homologación or equivalencia through the Ministry of Education; apostilled transcripts and diploma with sworn translations are the starting point. Secondary records for minors need the convalidación process.
- Italy — universities ask for the Dichiarazione di Valore issued by the Italian consulate, which in turn requires apostilled diploma and transcripts with translations.
- Germany — many universities accept certified copies via uni-assist; apostilles are required by some Länder for state exams and professional recognition.
- France — apostilled transcripts with sworn translations for Campus France procedures.
- Mexico — the SEP revalidación process requires apostilled transcripts and diploma with perito traductor translation; for schoolchildren, apostilled grade records are needed to enroll.
- United Kingdom, Ireland, Netherlands, Scandinavia — apostilles are rarely required for admission; verification is done through the school directly.
- South Korea, Japan, China — apostilled degree for graduate admission and later for work visas; China additionally uses CHSI/CSSD verification.
Practical issues
- Registrars and notaries. Many registrars will not have their signature notarized or will only do so on the official transcript, not on a photocopy of the diploma. Ask the registrar’s office what it will sign; a notarized copy of the diploma made by any notary is the fallback where state law permits.
- Sealed transcripts. If the school seals the transcript, the notarization must be on the outside of the envelope or on a cover letter; opening it after notarization may invalidate it for the receiving university.
- Translations — sworn translators in the destination country, after the apostille.
- Timing — admissions deadlines rarely allow for rejections; start three months before the deadline.
For Florida schools, local offices such as an apostille and notary office in Tampa or an apostille and notary office in West Palm Beach notarize and file in one visit, and a statewide Florida apostille service that files in Tallahassee handles mailed requests from students already abroad.
Frequently asked questions
Can the university apostille my diploma?
No. Schools cannot issue apostilles. The school’s registrar signs or the diploma is copied before a notary, and the state authority issues the apostille.
Do I need an apostille on each year's transcript?
Usually one official cumulative transcript suffices. For minors transferring schools abroad, the destination may require records for several grades.
Is a notarized copy of a diploma accepted abroad?
By most universities, yes. A few require the registrar’s notarized verification instead; ask the admissions office.
