California Diploma Apostille Guide
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In California, apostilles are issued by the California Secretary of State (SOS). To get an apostille for a college diploma or transcript, you must first present it as an original notarized document. Most California universities (UC Berkeley, Claremont Graduate University, University of San Diego) offer registrar-notarized diplomas/transcripts specifically for apostille. California notaries generally cannot "certify copies" of documents (except Power of Attorney copies); instead, they notarize your signature on an affidavit or custodian statement attesting the document is a true copy. The apostille authenticates the notary's signature for use in Hague Convention countries.
Fees: $20 per apostille + $6 special handling per different public official signature. Mail processing occurs in Sacramento; in-person counters are in Sacramento and Los Angeles (no cash in LA). For non-Hague countries, you'll need embassy legalization instead.
- Who issues apostilles: California Secretary of State (not county notaries)
- Notarization required: Diploma/transcript must be notarized (usually via registrar)
- CA notary limits: Cannot "certify copies"; can only notarize your signature on affidavits
- Recommended pathway: Request registrar-notarized diploma/transcript from your university
- Apostille fee: $20 per apostille + $6 special handling (verify on SOS)
- SOS locations: Mail (Sacramento), in-person (Sacramento & LA; LA no cash)
- For non-Hague countries: Apostille not sufficient; requires embassy legalization
What It Is
An apostille is an official certification issued by the California Secretary of State that authenticates the signature of a California public official or notary on a document. For educational documents, the apostille verifies the signature of the university registrar (or a notary) on your diploma or transcript.
The apostille does not verify the academic content of the diploma—it only authenticates that the notary/official who signed it is legitimate. This is essential for international use in Hague Convention countries, where the apostille replaces embassy-level certification.
See official SOS guidance: Request an Apostille
Document Types (Diploma vs Transcript)
Original Diploma
The official diploma issued by your university. For apostille, you typically submit the original certified document or a notarized registrar copy.
Official Transcript
Grade records in a sealed envelope or notarized form. Often universities provide a registrar-notarized transcript or allow notarization of a custodian affidavit.
Notarization Pathways (Choose One)
A) Registrar's Notarized Certification (Preferred)
Request a notarized diploma or transcript directly from your university registrar. Many California universities offer this service specifically for apostille use.
✓ Why this works:
- • University registrar is an authorized official
- • Apostille directly authenticates registrar's signature
- • No copy-certification limits apply
- • Widely accepted internationally
B) Signer's Affidavit / Document Custodian Notarization
If registrar notarization is unavailable, you (the diploma holder) can sign a "true copy" statement before a California notary. The notary notarizes your signature on the affidavit, not the copy itself.
ℹ How it works:
- • You sign a statement: "I certify this is a true copy of my diploma"
- • Notary notarizes your signature (not the diploma copy)
- • Apostille authenticates the notary's seal & signature
- • Confirm destination country accepts this form
C) Direct Original with Notarized Attestation
Some universities place a notarial certificate directly on the diploma or transcript. Ask your registrar if this service is available. This is often the fastest and most straightforward approach.
What CA Notaries Can/Can't Do
For authoritative guidance: CA Notary Handbook; SOS Apostille FAQs
Where to Get the Apostille (CA SOS)
Mail (Sacramento)
In-Person (Sacramento & Los Angeles)
Fees & Timelines
$20
per apostille
+ $6 special handling (in-person)
In-person (Sac/LA): Same day
Mail (Sacramento): Several weeks
Verify current schedule
Step-by-Step How-To
- 1
Confirm destination country (apostille vs embassy legalization)
Check if your destination is a Hague Convention signatory. Hague countries need apostille; others require embassy legalization instead. US State Dept overview
- 2
Choose notarization pathway
Option A (preferred): Request registrar-notarized diploma/transcript from your university. Option B: Use custodian affidavit notarized by a CA notary.
- 3
Obtain notarized document
Contact your university registrar or a local notary. If using a custodian affidavit, prepare your statement and ID.
- 4
Prepare SOS submission
Gather: notarized diploma/transcript, cover letter with details, payment (check/money order), and self-addressed stamped envelope for mail requests.
- 5
Submit to CA SOS
Mail to Sacramento or visit in-person (Sacramento/LA). In-person is faster (same day); mail takes several weeks.
- 6
Receive apostille & verify
Apostille will be affixed to your document. Check that it includes the SOS seal, date, and signature. Verify your destination country's specific format requirements.
- 7
Non-Hague legalization (if applicable)
If your destination is non-Hague, contact the appropriate consulate or embassy for legalization steps (outside this guide's scope).
University Examples (Quick Links)
UC Berkeley — Notary Services
UC Berkeley's registrar office provides notarized diplomas and transcripts for apostille.
Learn moreClaremont Graduate University (CGU) — Notarization & Apostilles
CGU provides guidance on notarized records and apostille workflows.
Learn moreUniversity of San Diego (USD) — Notarized Transcripts/Diplomas for CA SOS Apostille
USD provides step-by-step instructions for notarized diplomas and SOS apostille workflow.
View PDFOfficial Resources
Frequently Asked Questions
Can a CA notary "certify a copy" of my diploma?▼
No. Except for Power of Attorney copies, California notaries cannot certify copies of documents. Instead, use a registrar-notarized certification or a custodian affidavit where the diploma holder signs a statement before the notary.
Do I need the original diploma?▼
Yes. The SOS apostille authenticates the notary/public official signature on an original notarized document. Photocopies are not accepted. Request notarized originals or registrar-certified copies from your university.
How much does an apostille cost?▼
$20 per apostille + $6 special handling per different public official signature (in-person counter). Mail processing is typically included in the base fee. Verify current pricing on the SOS website.
Where do I submit in person?▼
CA SOS has in-person counters in Sacramento and Los Angeles. Hours vary; check the SOS website for current schedules. Los Angeles counter does not accept cash—bring check or card.
My school won't notarize — what can I do?▼
Ask for a registrar-notarized letter stating the diploma is authentic. Alternatively, use a custodian affidavit: you sign a sworn statement that the copy is true, and a CA notary notarizes your signature. Confirm your destination country accepts this form.
Do I need an apostille or embassy legalization?▼
Hague Convention countries need an apostille only. Non-Hague countries require embassy legalization instead. Check your destination country's requirements. See US State Dept overview.
Can I get multiple apostilles on the same document?▼
Yes. You can request multiple apostilles if there are multiple notarized signatures (e.g., registrar and registrar assistant). Each signature requires a separate $20 apostille fee. Coordinate with the SOS.
What if the apostille falls off or is damaged?▼
Contact the California Secretary of State for a replacement. You may need to resubmit the document and pay a new apostille fee. Ask the SOS for guidance.
Ready to Apostille Your California Diploma?
Get personalized instructions for your exact document and state — clear steps from notarization to SOS apostille.
Generate My Apostille StepsSources & Methodology
Official Sources
- California Secretary of State — Apostille Services
- California Department of Public Health — Vital Records
- Hague Conference on Private International Law
Our Process
- Daily verification against official state sources
- Expert review by certified document specialists
- Fee and processing time monitoring
Disclaimer: This information is general guidance and not legal advice. Always verify current information directly with the California Secretary of State before submitting your application.
Verification & Updates Log
Tracking content accuracy and improvements
- 2026-02-20Verified
Confirmed current fees ($20) and processing times (5-7 days) with CA SOS
- 2026-01-10Updated
Added information about LA office walk-in availability
- 2026-01-05Verified
Confirmed same-day service still available at Sacramento office
- 2025-12-25Improved
Added FAQ about photocopies vs original certified copies
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