Illinois Diploma & Transcript Apostille Guide

An apostille on an educational document authenticates a signature and seal — not your academic record. Usually it is an in-state notary's signature (the notary attests that your copy is a true copy) or the school registrar's signature where the state keeps it on file. It does not certify your grades, the validity of your degree, or the school's accreditation; it only confirms that the signature and seal are genuine so a foreign government will accept the document. A diploma proves the degree was awarded, while a transcript lists your courses and grades. The destination institution or employer decides which one it wants, and sometimes asks for both, so check before you order.

Start by getting the official version of your record from the school or registrar. Here is what you typically need:

• Sealed official copy: an official diploma or a registrar-sealed transcript — kept in the school's sealed envelope where required.
• A signature to authenticate: an apostille authenticates a signature/seal — usually the in-state notary who attests the copy, or the school registrar's signature where the state keeps it on file.
• Accredited institution: issued by an accredited school, college, or university.

If your school issues the transcript in a sealed envelope, keep it sealed — opening it can void it for authentication. A document from an unaccredited institution will not be accepted.

There are two routes to create the signature the state will authenticate, and you should confirm which one your school and the state support before you pay.

Route A — Notarized true copy (most common): an in-state notary attests a true copy of the diploma/transcript (or the school official signs before a notary); the state then apostilles the notary's signature.

Route B — Registrar-certified copy: some states authenticate the school registrar's signature directly when it is on file — no notary needed.

Most people use Route A, since any in-state notary can attest a true copy of your diploma or transcript. Route B avoids the notary step but only works where the registrar's signature is already on file with the state. Ask your registrar which they can provide, and confirm the state accepts it, before spending anything.

If you take the notarized route above, the Illinois Secretary of State authenticates the notary's signature directly — your document must be notarized by a notary commissioned in Illinois so the state can verify that commission. The Secretary of State also notes that court documents signed by a circuit clerk or judge should not be notarized and must instead carry the original seal, signature, printed name, and title. For a diploma or transcript, that distinction means the clean path is the in-state notary attesting your true copy.

Submit your notarized (or registrar-certified) copy to the state apostille authority:

1. 1.
   The document

   the original sealed/certified report or copy — not a plain photocopy

2. 2.
   Request form

   Required form (download: https://www.ilsos.gov/departments/index/apostilles.html), stating the destination country

3. 3.
   Payment

   for the apostille fee (see Fees below)

4. 4.
   Return envelope

   self-addressed; add a prepaid tracked label for return

As of 2026-02-24, the apostille authority lists: "Processing time: 7 to 14 business days for mail requests." Also on same page: "In most cases, documents are processed while you wait on a first-come, first-served basis." Queue times drift, so treat this as a guide and check the official page. Remember that getting the sealed copy from your school and having it notarized adds its own time before the apostille clock starts, so plan the two stages back to back.

Many destinations require a certified translation of the diploma or transcript and its apostille before they will accept it, and some also require a credential evaluation that maps your degree to local standards. The receiving country or institution sets these requirements, not Illinois, so confirm exactly what is expected before you submit. Arranging the translation after the apostille is attached avoids having to redo the work.