How to Apostille a Diploma or Transcript in Texas
Share
A diploma or transcript is a private document, not a government record — which changes the process entirely. The school registrar must sign it, a Texas notary must notarise that signature, and only then can the Texas Secretary of State issue the apostille. Sending an unnotarised diploma straight to Austin is the most common reason it comes back.
Last updated: 1 August 2026 · Written by Atikur Rahman, commissioned Texas Notary Public
Why this is different from a birth certificate
A birth certificate is issued by a government agency and already carries an official seal, so it must not be notarised. A diploma is issued by a school — a private body — so there is no government official's signature for the state to authenticate. The notary's commission provides that link.
| Diploma / transcript | Birth certificate | |
|---|---|---|
| Type | Private document | Government vital record |
| Notarise first? | Yes — required | No — invalidates it |
| Who signs | School registrar | State Registrar or county clerk |
| Then goes to | Texas Secretary of State | Texas Secretary of State |
Getting these two backwards accounts for a large share of rejections.
The steps
- Request an official copy from the school. For transcripts, an official sealed transcript. For diplomas, either the original or a certified copy the registrar is willing to sign.
- Get the registrar to sign it in the presence of a notary, or to sign a statement attesting it is a true copy. The registrar's name and title must be legible.
- Have the signature notarised with correct Texas notarial wording. This is where errors creep in — see jurat vs acknowledgement.
- Complete form 2102, naming the destination country. The apostille is issued for one specific country.
- Submit to the Texas Secretary of State with the fee, $15 per document at time of writing.
The registrar step is the bottleneck
Most delays happen here rather than at the state office. Universities vary enormously: some have a documented apostille process and a notary on staff, others have never been asked and will need explaining.
Contact the registrar's office first and ask specifically whether they can sign in front of a notary, or provide a notarised attestation. Do this before ordering anything. It can take weeks at a large institution, and it is the step people forget to plan for.
If you need a translation
Many destination countries require a certified translation. Order of operations varies — some want the apostille on the original with the translation attached, others want the translation itself notarised and apostilled. Confirm with the receiving institution before paying, because doing it in the wrong order means starting again.
Common reasons it comes back
- Sent without notarisation
- Notarial wording incorrect for Texas
- Registrar's name or title not legible
- A plain photocopy with no attestation
- Destination country omitted from form 2102
- Destination is not a Hague Convention country, so consular legalisation is needed instead
- Digital or emailed transcript where a physical signed copy was required
Frequently asked questions
Can I apostille a diploma from another state in Texas?
No. It must go to the state where the institution is located. A Texas notary cannot bridge that gap.
Do I need the original diploma?
Usually a certified copy signed by the registrar is acceptable, and is safer than sending an irreplaceable original. Confirm with the receiving institution.
What about an electronic transcript?
Generally not accepted for apostille, which needs a physical document with an original signature to notarise. Requirements are shifting, so check current rules.
How long does it all take?
The state step is around ten business days by mail. The registrar step is the variable one and can take considerably longer. Start there.
Is this needed for teaching English abroad?
Very commonly, yes. Many countries require an apostilled degree plus an apostilled background check — and those two route differently. See how to apostille an FBI background check.
Where we can help
We handle Texas documents end to end at $90 per document with a one to two business day turnaround, including the notarisation step. See our apostille service or notary services. Related: how much an apostille costs in Texas and how to apostille a birth certificate.
General information about process and fees, not legal advice. Fees and requirements change; confirm current figures with the Texas Secretary of State and the receiving institution.