Apostille

Apostille for your Transcripts

Navigating international document verification can feel like a bureaucratic maze, but it essentially boils down to a multi-step "authentication" process. If you are a student heading abroad, here is everything you need to know about getting an Apostille for your transcripts. An Apostille is a specialized certificate issued by a government authority that verifies the authenticity of a public document (like a transcript or diploma) so it can be recognized in another country.

Important Note: This only applies if the destination country is a member of the 1961 Hague Convention. If the country is not a member, you will likely need a more complex "Great Seal" or "Authentication" process involving the U.S. Department of State and the destination country's embassy.

The 4-Step Process

  1. Request an "Official" Transcript

You cannot use a transcript you printed yourself. You must request an official copy from the Registrar’s Office.

  • Specific Request: When ordering, explicitly state that the transcript is for an Apostille.
  • Original Signature: The document must bear the original signature of the Registrar (not just a digital stamp or "copy").
  1. Notarization

Before the state can issue an Apostille, the document must be notarized.

  • UW Registrars have a Notary Public on staff.
  1. Secretary of State Verification

In the U.S., Apostilles are issued at the state level, usually by the Secretary of State in the state where the school is located.

  • Submission: You will send the notarized transcript to the Wyoming Secretary of State’s office.
  • Forms: Wyoming has a specific "Apostille Request Form" you must include.
  • Fees: Expect to pay a fee per document (usually between $5 and $30).

 

Secretary of StatE

 

  1. International Delivery

Once the Secretary of State attaches the Apostille (a physical piece of paper stapled/embossed to your transcript), the document is officially "legalized" for international use. Do not detach the Apostille certificate, or it becomes invalid.

 

Essential Items for Students

Can take 2-6 weeks. Start early!

Most foreign authorities require physical paper transcripts with wet-ink signatures for Apostilles.

Check if your destination requires both. They are separate documents and usually require separate fees.

If you are already abroad, you can hire "Apostille Expeditors" to handle the mail-in process for you for an extra fee.

Pro Tips for a smooth process

  • Contact the Registrar First: UW offers a "one-stop-shop" service where they will notarize the transcript and mail it directly to the Secretary of State for you.
  • Confirm the Destination: Double-check if your destination country requires a translation. Some countries require the Apostille itself to be translated into the local language.
  • Check the "Hague" List: Use the HCCH website to confirm if your destination country accepts Apostilles.