Using Your Diploma Abroad:

What You Need to Know About Your Diploma

and the Apostille Certificate

If you’re planning to use your diploma internationally, you may need an apostille to make it officially recognized in another country. An apostille is like a seal of approval that confirms your document is authentic and valid in countries that are part of the Hague Apostille Convention. This ensures that schools, employers, or authorities abroad will accept your academic credentials without any extra steps.

How to Get an Apostille Certificate for Your Diploma

The process for getting an apostille for your diploma depends on whether you’re working with a physical copy or a digital version. Here’s what you need to know:

If You Have a Hard Copy of Your Diploma

If you’re working with a physical diploma, you’ll need to have it notarized in person. This process, called traditional notarization, involves taking your diploma to a notary public, who will verify your identity and notarize the document.

Once notarized, the diploma is sent to the Secretary of State to obtain the apostille certification. After the certification is complete, you’ll receive a scanned copy of the apostilled diploma for your records.

If you need the original document, it can be shipped to you or directly to its intended destination.

If You Are Using a Photocopy of Your Diploma

If you’re working with a photocopy of your diploma, you have two options for notarization and obtaining the apostille certificate:

Traditional Notarization
You can take the photocopy of your diploma to a notary in person. The notary will verify the accuracy of the copy and notarize it. Once notarized, the document is submitted to the Secretary of State for the apostille certification process.
Remote Online Notarization (RON)
For a more convenient option, you can use remote online notarization. In this process, you upload the photocopy of your diploma to a secure platform, and a notary verifies and notarizes the document digitally during a video call. The digitally notarized document is then printed, submitted to the Secretary of State for the apostille certification, and processed accordingly.

Both methods ensure your diploma is properly authenticated and ready for international use. Choose the option that best suits your needs and preferences.

What is an Apostille Certificate?

An apostille certificate is a formal document issued by a designated authority in a country that is a member of the Hague Apostille Convention. The purpose of the apostille is to authenticate the origin of a public document so that it can be legally recognized in another member country. The apostille certificate is attached onto the document that is being used overseas.

Why Does the Apostille Certificate List the Notary’s Name?

In the United States, the apostille process is tightly regulated. When a diploma is notarized, the name of the notary public is recorded on the apostille certificate. This happens because:

The Secretary of State’s office can only verify the signature of the notary, as notaries are officially recognized public officials.
The document holder’s name (e.g., the graduate) does not appear on the apostille because they are not considered state officials.

While this may seem unusual, it is a standard practice in the U.S., and many countries are accustomed to this format. However, it is always best to confirm with the receiving country’s authorities whether this will meet their requirements.

What If the Receiving Country Has Additional Requirements?

In some cases, countries may ask for additional steps to ensure the diploma is properly authenticated. For example, they may request:

The diploma to be signed by the school registrar.
The school’s registrar signature to be notarized.

Current Apostille Members

To check if your destination country is part of the Hague Apostille Convention, visit the official Hague Conference on Private International Law (HCCH) website. The list of member countries is available here: Hague Apostille Convention Member Countries.