What Is a Notarized Transcript and Why You Might Need One

A notarized transcript is a college degree transcript that a person called a notary has signed—or notarized. Typically, your college or university's registrar signs the document while the notary observes, and then the notary also signs the document. The notarized transcript then goes to your state's official authentication personnel, such as the Department of State, the Secretary of State, Secretary of the Commonwealth, or other authorized body for an apostille, which is a state authentication certificate. Foreign institutions often request an apostille to certify the education of a foreign exchange student. 

Use this guide to understand more about notarized transcripts, their use, the differences between various kinds of transcripts, and how to get your transcript notarized. 

What is a notarized transcript used for?

A notarized transcript is the first step in obtaining an apostille for a student to study or a graduate to work in a foreign country. Other situations in which you may need a notarized transcript include proving:

• The veracity of transcripts while changing schools

• A diploma’s legitimacy for an employer 

• Academic status and GPA before a job interview

Apostilles

A notarized university transcript is the most basic way to obtain an apostille, a state—or US Department of State-certified public document that foreign countries use to verify the validity of your transcripts and diplomas. The apostille surfaced in 1961 by countries participating in the Hague Conference on Private International Law and was intended to simplify the certification of public documents. The apostille authentication is an international process that applies to any country that attended the Hague Convention. 

It’s important to note that an apostille is issued by the state where you attended college, not by the college you attended, unlike the notarized transcript your institution provides. 

Who uses notarized transcripts?

Anytime a college transcript goes to a foreign country, whether into or out of the US, it likely needs notarization and an apostille. Here are a few institutions that use notarized transcripts:

• Educational institutions

• Potential employers

• Licensing bodies

• Government agencies

Let’s examine each institution, how it uses a notarized transcript, and whether it requires an apostille. 

Educational institutions

If you are a US student studying abroad—not in a US degree program or as a foreign exchange student—you need a notarized transcript to receive an apostille. It is important to carefully follow directions provided by your institution, foreign country, and home country to ensure you provide them with all necessary documents. 

Potential employers

If you have an accredited degree and an official transcript from an educational institution within the US, it does not usually need notarization for an employer. However, a foreign employer may require a notarized transcript to verify and authenticate your education, courses, and transcript. The foreign government may require an apostille, so it is important to work with the foreign employer and your home country to ensure you have all the requirements. 

Licensing bodies

Licensing bodies within the US may require that the translation of a foreign transcript be notarized. 

Government agencies

Government agencies use notarized transcripts to authenticate education documents, giving an apostille that a foreign government or institution uses to authenticate US education within their country. These institutions typically also require that any translations have a notarization, authenticating that the translations are true. 

How to get your transcript notarized

Before you get your transcript notarized, check with your institution and employer that a notarized transcript is necessary. If your degree is from an accredited institution in the US, and you are working within the US, an official transcript is usually all you need. Here are the steps to follow if you need a notarized transcript and apostille for a foreign country or institution:

1. Contact the registrar of your school.

2. If requested, have the translation of your transcript notarized. 

3. Request an apostille from your state's authorized personnel, US embassy, or US consulate.

1. Contact the registrar of your school.

Your school's registrar can get you a copy of your official transcript, certifying it is an authentic copy. You may need to request a notarized transcript through your school’s website. The notarized transcript needs the signature of your school’s registrar, witnessed by a notary. 

Some schools have a notary within the office, while others may not. If there is no notary in your school, you likely need to make arrangements for one’s presence. It’s important to note that each school and state has its own policies and laws when it comes to notarizing public documents. If you are outside the US, contact your US embassy or consulate to have official copies of your transcript notarized. 

2. If requested, have the translation of your transcript notarized.

If a foreign country requires a translation of your transcript, it needs to be notarized for the creation of an apostille. If you are sending an apostille to the US, you usually need a notarized true translation of your transcript. 

3. Request an apostille from your state's authorized personnel, US embassy, or consulate.

Once you have a notarized transcript and translation, request an apostille from your Secretary of State or other authorized body if the country has ratified the Apostille Convention. Requirements will likely include a cover letter explaining your need for an apostille, notarized documents, required fees, country, and contact information. Check the authorized office in your state to ensure you have all the necessary documents, the address to mail them to, and the fees required. 

If the country you need authentication for is not a part of the Hague Convention, a longer process involving your state’s secretary of state or other authorized body, the US Department of State, and the embassy in that country occurs. Obtaining an apostille or authentication can be a complex process, and some opt for professional preparation of the documents. 

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