Apostille of diploma, transcripts and teaching certificate

Apostille of diploma, transcripts or teaching certificate (Educator Certificate, see section VI) is often needed when you apply for work authorization in China. This document outlines the detailed process involved.

I. Steps to apply for apostille of diploma and transcripts through YWPW

1. Get the notarized diploma or transcript from the university registrar.

• This step must be done by yourself.
• For schools with foreign students, they normally have well established procedures and you can get proper documents ordered online, without a phone call.

2. Certify by the county clerk or court clerk (most states do not need this step)

• Kentucky, Tennessee, Maryland, New York require that the notarized document to be sent to the notary public's county clerk (or court clerk) for verification (notary certification or authentication).

• Please fill out the online order form of our agency:

  Create New Order

• Print the confirmation page. You order ID, our mailing address, payment information (including credit card payment) and other instructions are shown on the confirmation page.
• Mail the original notarized diploma or transcript and the order confirmation page to us.
• Tell us the time and method you mailed your documents, including tracking number, so that we can track the movement of your mail.
• Upon receiving your documents, we will check your application, and contact you if there is any issue. We then help with the apostille and mail back to you.

II. Processing time and fees

• Normally 2-4 weeks. The government fee is $5-30, and our service fee $52.96.
• Service fee discount available (20-50%) if there are 2 or more documents.

III. Teaching certificate and TEFL certificate

Teaching certificate, or sometimes called Educator Certificate, is usually issued by a state agency. For example, in Texas, it is issued by Texas Education Agency. You should request a notarized certificate directly from your state agency, and then it follows a similar route as diploma for apostille.

TEFL certificate is usually issued by a your school registrar. Ask it to be notarized, then it follows the same procedure as diploma for authentication.

If the certificate is issued by an independent organization, you should ask for a notarized certificate (similar to the notarization of diploma by school registrar).

IV. Alternative ways of notarizing diploma, transcript

The sole purpose of this section is that, if you do use one of these methods, you can at least get it done right, i.e. satisfy the basic requirements for notarized documents as set by the secretary of state.

Do a true copy notarization

In this case, the notary will do a true copy of your diploma or transcript, certifying it as true copy. This is not legal in almost all states, but many notaries do it anyway.

If the notary follow strictly the true copy procedure described in the linked page, the resulting document should satisfy the requirements of the secretary of state of your state (but still not legal). However, if the notary simply writes a "True copy" words on the copy or original diploma/transcript, then signs and apples a notary stamp, it will not meet the requirements of the secretary of state.

Do an affidavit

In this case, you make an affidavit stating that the copy is true, correct and unaltered in front of the notary, then the notary signs and applies a notary stamp. Again this is not legal in almost all states.

Please follow the standard format of affidavit. There are plenty of examples on the web, or in the notary handbook. In particular, a notary acknowledgment is required (the section starting "State of _____, County of ______").

Again the methods decribed in this section are NOT legal in almost all states. We do NOT recommend these methods. Please get an official certified copy from your university registrar.

V. Questions and Answers

Question: I got my diploma when I graduated. Can I simply notarize it or notarize a photocopy and then use it to do authentication?

Answer: Officially, most states do not allow this. In practice, many people do it this way, which we do not recommend.

Question: My university provides electronic copy of diploma and transcript in PDF format. Can I use that for authentication?

Answer: No. Most states require diploma or transcript with "pen in hand" signatures of the registrar and notary public.

Question: I graduated from a university in Georgia and moved to Florida. Can I notarize my diploma or transcript in Florida?

Answer: The rule requires that diploma/transcript to be signed by school registrar and the notary, which means it can only be done at the original university and state you studied. We do encounter cases where a diploma is notarized in another state and authenticated by the consulate. However, this is not the recommended way, and the result is not guaranteed.

Question: I received the diploma (transcript) in an envelope sealed with signature (and notary stamp). Can I use it for authentication?

Answer: In general No. Normally notarized documents (including diploma and transcripts) do not need to be put in a sealed envelope. If the envelope is sealed with signature and stamp, most likely the content (diploma or transcript) is not notarized properly, and thus cannot be used for authentication purpose. The Secretary of State will never authenticate a sealed envelope.

However, in Maryland, you may take the envelope to a notary and the notary will open and notarize the diploma/transcript inside.

VI. State government requirements on diploma and transcripts

Oregon example

Because the sensitive nature of diploma and transcripts, all state governments have strict rules on how to certify them, and most states do not allow a simple notarized "true copy". The procedures for certifying diploma and transcripts are normally in the notary handbook or training documents. Here is an example from the State of Oregon:

1. The school records office (registrar) certifies to the record in the presence of the notary.
2. The notary public notarizes that statement.
3. The notarized transcript or diploma is sent to the Secretary of State for apostille/apostille.

The sample statement provided by Oregon Secretary of State:

Please note that the school registrar can certify the original diploma, or a photocopy of diploma.

Connecticut requirements

CT School Diplomas and Transcripts authentication (PDF)

Alabama example

Georgia example

Florida example

New Jersey example