Illinois Diploma / Transcript Apostille Guide
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To use an Illinois diploma or transcript abroad, you must obtain an apostille (for Hague countries) or a certification (for non-Hague) from the Illinois Secretary of State — Index Department, the state's competent authority for authentications.
This guide was reviewed and updated in January 2026 and is valid for 2026.
Who needs it
Typical uses: university admission, foreign work permits, professional licensing, credential evaluation, citizenship/immigration, or HR background checks outside the U.S.
Apostille confirms the origin/signature; it does not evaluate academic content.
Key facts (at a glance)
| Authority | Illinois Secretary of State — Index Department (Apostilles & Certifications) |
| Fee (2026) | $2 per document, check/money order payable to "Secretary of State." One payment may cover multiple docs. |
| Application form | Application for Authentication or Apostille (official ILSOS PDF) |
| Mailing address (Index Department) | 111 E. Monroe, Springfield, IL 62756 (use for mail) |
| Walk-in offices | Chicago — 69 W. Washington St., Suite 1240; Springfield — 2701 S. Dirksen Pkwy. (check current hours on ILSOS) |
| Typical timing | same-day for many walk-ins; ~7–10 business days by mail (varies by volume) |
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What qualifies as a valid school record (Illinois)
For diplomas and transcripts, ILSOS will authenticate Illinois-notarized registrar certifications (or notarized true copies executed by the registrar).
The school official (registrar/principal) signs, and an Illinois notary notarizes that signature; then ILSOS issues the apostille/certification. University registrar guidance confirms the sequence: verify, notarize, submit to ILSOS.
Registrar notarization — how to do it right
- The registrar (or designated school official) signs a certification referencing the student name, document type (diploma/transcript), date, and page count.
- An Illinois Notary Public completes a full acknowledgment/jurat: venue, date, notary signature (printed name), commission no./expiry, and seal (if applicable).
- For transcripts, use an official transcript with registrar certification; for diplomas, many schools issue a notarized duplicate/true copy via the registrar.
"I, [Registrar Name], Registrar of [Institution], certify the attached [Diploma/Transcript] for [Student Full Name] is a true and correct school record issued by [Institution]. Signed on [Date] in [City], Illinois." (Registrar signature — notarized by an Illinois Notary Public)
Step-by-step process (diploma/transcript)
- 1
Coordinate with the registrar
Request a notarized registrar certification attached to your diploma/transcript (or a notarized duplicate for diplomas). Universities document this workflow and can assist.
- 2
Complete the ILSOS application
Download and fill the Application for Authentication or Apostille. Include your destination country, contact info, and return method.
- 3
Payment
Attach a $2 check or money order per document, payable to "Secretary of State." (You may submit one check for multiple documents; see form.)
- 4
Submit your packet
Include the notarized school record(s), the completed application, payment, and a return envelope/label.
Mail (Springfield): Index Department, 111 E. Monroe, Springfield, IL 62756
Walk-in: Chicago — 69 W. Washington St., Suite 1240; Springfield — 2701 S. Dirksen Pkwy. (confirm current hours on ILSOS before visiting)
- 5
Processing & return
Walk-in requests are frequently same-day; mail-in typically ~7–10 business days plus mailing time.
When you do NOT need an apostille
- •If the record is used only within the U.S.
- •If a foreign authority explicitly accepts a notarized/certified copy without apostille (rare — get it in writing).
- •If the destination is non-Hague, you may need state certification → (sometimes) U.S. Department of State → consular legalization instead; confirm with the consulate.
Common rejection reasons
- Missing or incomplete notarization on the registrar's signature (no venue/date/commission).
- Submitting a plain photocopy that was not issued/attested by the registrar.
- Wrong address (mail vs. walk-in) or missing return label/envelope.
- Incorrect fee or payee (must be "Secretary of State").
Frequently asked questions
Do I need to notarize a diploma/transcript before apostille?▼
Can Illinois apostille records from another state?▼
How fast is walk-in service?▼
Where do I get university help with this?▼
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Get My Custom GuideVerification & Updates Log
Tracking content accuracy
- February 20, 2026Verified By ExpertReviewed by:
Amelia RiveraConfirmed $2 fee and current ILSOS application; validated mailing (111 E. Monroe) and walk-in offices (Chicago 69 W. Washington, Springfield 2701 S. Dirksen Pkwy); clarified registrar-notary workflow for school records; expanded FAQs and rejection reasons.
Next review due: July 2026
- Earlier 2026Updated
Annual review of Illinois Secretary of State Index Department guidelines, fees ($2), and processing times.
Sources & Methodology
Official Sources
- Illinois Secretary of State (Index Department)
- Illinois Department of Public Health (IDPH)
- Cook County Clerk & various IL County Clerks
- Federal Hague Convention Guidelines
Our Process
- Daily verification against IL SOS updates
- Expert review by Illinois specialists
- Fee and form oversight (Application for Authentication)
Disclaimer: This information is general guidance and not legal advice. Always verify current information directly with the Illinois Secretary of State before submitting your application.