Notarization of Transcripts and Diplomas by Schools

The home countries of foreign exchange students often want their students' records certified by the school they have attended and then authenticated by the state.

The following process often works:

  1. The school records office certifies to the record in the presence of the notary.
  2. The notary public notarizes that statement.
  3. The notarized transcript or diploma is sent to the Secretary of State Corporation Division for authentication/apostille.

Below are sample procedures that often work in these instances. We aren't guaranteeing they will be appropriate for your particular situation, nor are we advising you to adopt these methods. For the best outcomes, check with an official of the destination country before getting school records certified and authenticated.

Short Form for Witnessing a Signature of a School Official

Required Elements

  • Jurisdiction where the document was notarized.
  • Statement by school official (principal/registrar) as to the authenticity and type of document being notarized.
  • Signature of the school official. The document must be signed in the notary's presence.
  • Statement by the notary indicating who signed the document and the date the document was signed.
  • Signature line for the notary.
  • Clear and legible imprint of the notary seal/stamp with the notary's name, commission number and expiration date on it.

Example


I, _____________, the (school registrar/principal)  of _____________ (name of school) hereby certify that this is the true and original (diploma/school transcript) for _____________________ (student's name).

______________________
Signature of School Official
 
 
State of Oregon
County of __________
 
This _____ day of ______________, ___________, before me personally appeared _______________ (school registrar/principal) and signed the above statement.
 
 
____________________________
Notary Public for the State of Oregon

Short Form Photocopy of Document in Possession

Required Elements

  • Jurisdiction where the document was notarized.
  • Date of notarization.
  • Statement to the effect and type of document in possession. Notary should make photocopy of the diploma/grade transcript to insure this is a true and correct photocopy.
  • Signature line for the notary.
  • Clear and legible imprint of the notary seal/stamp with the notary's name, commission number and expiration date on it.

Example

State of Oregon
County of __________
 
On this _____ day of ______________, ___________, I hereby certify that this is a true and correct photocopy of the (diploma/grade transcript) for _______________________ (student's name) in the possession of ______________________ (name of the person or school).
 
 
____________________________
Notary Public for the State of Oregon
 
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Apostille and Authentication

More Resources

How to Get an Apostille or ​Authentication.

Your questions answered: Apostilles and Authentications FAQ.

An overview of our services, fees, delivery instructions and more: Apostilles and Authentication Services Brochure (PDF).

Learn about apostille for Oregon notary services and vital records: Authenticating (PDF).

The ABC's of Apostilles from the Hague Conference, source of the official Apostille Convention.

Check out a national source on notary and authentication services at U.S. Department of State, Authentications​​​.