Do You Need a Notarized Transcript or Diploma and Apostille in Northern Virginia?

Notary transcript or diploma

If you're planning to attend a new school overseas and you've been asked to provide a notarized transcript or diploma with an apostille, you're not alone--and you're probably wondering what that actually involves. I receive calls like this often from students and parents throughout Northern Virginia, including Fairfax County, who need their documents prepared correctly and, in many cases, quickly.

Your new school will also likely require an apostille on your notarized document. This seal verifies that the notary is in good standing and that the notarization was performed properly. That apostille will come from the Authentication Division at the Secretary of the Commonwealth in Richmond, Virginia. Once the Authentications Office applies the apostille seal to your notarized document and it's shipped back to you, it's ready to be sent to your new school.

Can a Notary Notarize a Transcript or Diploma in Virginia?

Let's start from the beginning. The confusion usually starts with one question: can a notary notarize a transcript or diploma? The process is more complex than it seems. A notary public cannot simply stamp a document and sign it. I'll explain the process here.

Why it Helps to Work with an Experienced Notary

There are a couple of ways the notarization can be done, and this is where having an experienced notary can make a big difference. As your notary, I would need to know exactly what your destination school requires so that I can explain the options. It's my job to ensure that these procedures meet with your destination school's requests, but we must also be in compliance with Virginia notary laws.

The Secretary of the Commonwealth has specific rules when it comes to verifying the documents/notarizations they receive. If a single element on the notarization is missing or done incorrectly; if your total payment amount on your check is incorrect; if you don't adhere to their specific shipping instructions, they will reject your entire order and return it to you! That can cost you a great deal, not just in money, but in time. The process is straightforward when the destination school provides clear and specific instructions, but some schools have only a vague set of requirements and are based on their own country's rules and customs. In addition, the instructions they provide are often geared toward secondary and college-level students, and they don't differentiate for elementary-level students, so you may have to find a good contact person at the school to get clarification. For example, some schools state that the transcript must have a raised seal; however, many elementary schools in Fairfax County do not place a raised seal on school records, and you'd have to get confirmation that your procedure is acceptable.

Scheduling a Meeting with your School

First, you--the parent or the student--would call the registrar or administrator at your school to explain exactly what you need and set up an appointment for you, the school registrar or principal, and the notary.

One side note. I've been at several appointments in Fairfax and McLean where a registrar or principal believed that their school ID badge would be sufficient for identification purposes, and it caused unnecessary stress. Whether you're meeting with the registrar or the principal, they must provide their government-issued photo identification to the notary. Over time, I've learned it's best to communicate this requirement clearly in advance. You have to convey that the notary can only verify their identity with a government-issued ID (see list of acceptable forms of ID here); their county badge is not considered an acceptable form of ID. There are two common ways to handle the notarization of school documents, depending on what your destination school requires.

Common Notarization Methods: Acknowledgement/Jurat or Copy Certification

There are different ways to handle it, and this is the first one. The school representative can elect to write a letter on their letterhead. This is a rough example of such a letter: The attached document is a transcript of Joseph Smith's elementary school record at X Elementary School in Fairfax, Virginia. He attended X Elementary School from Grade 1 through Grade 6. Joseph Smith completed Grade 6 on May 30, 2026. Sincerely, Registrar's Name X Elementary School The notary would then either attach a loose notarial certificate to it or the school representative can insert the notary text block in the letter, below their signature. In Virginia, that notarial verbiage would be either an acknowledgement or a jurat. You and the school representative would choose which one to use. The one major difference between the two is that the jurat requires that the signer take an oath affirming that their written statements are truthful. You can find the acknowledgement and jurat, in PDF format, on my website's Resources page. The second method is a Virginia notarial act called Copy Certification. This is another less common method. Your destination school may have requested that you get a certified copy of your diploma, and if that school permits it, you can use it. Copy Certification is a form where the notary states that the document is a true and exact copy of the original. The notary completes and notarizes the form. You would bring the original transcript or diploma to the meeting, the notary compares the copy with the original, and the notary completes and signs the form. You can view a sample of a Copy Certification, in PDF format, on my Resources page. Once your document is properly notarized, the next step is to obtain an apostille from the Virginia Secretary of the Commonwealth.

Ordering an Apostille Seal for your Notarized Transcript or Diploma in Virginia

You will likely be required to get an apostille for your notarized document from the Secretary of the Commonwealth. You would need to follow the detailed instructions on their Authentications webpage, which includes using their cover letter form. It's important to read their instructions carefully. If there is an error, they will reject it and return the package to you. Please take note of the most recent updates, which are on their website: the Authentications Division now has two different mailing addresses, depending on whether you're shipping documents via the U.S. Postal Service or via FedEx, UPS, or DHL. Another update is that the name and address on your outgoing shipping label must be the same as the one on the return shipment. This is important, as you will need to include a return shipping envelope with a preprinted label in your package. If you are using two-day express shipping to Richmond and back, you can probably get your apostilled documents back within one week, assuming that there are no state or federal holidays.

Do you Plan to Hand-Deliver your Document to the Authentications Office in Richmond?

If you plan to hand-deliver your notarized document to the Authentications Office, please note that they do not accept walk-in appointments. You'd have to book an appointment using their Appointment Scheduling System, and you can only access it on Friday for the following week's appointment. Time slots get filled rather quickly. Please remember to bring your cover letter to the appointment.

Save Time and Let me Handle it for you.

If you'd prefer not to manage all of these steps on your own, I'm always happy to help. I regularly assist families throughout Northern Virginia with the notarization and apostille process for transcripts and diplomas, and I take care to make sure everything is handled correctly from start to finish. June Siegel-Hill Emerald Mobile Notary Service 703-577-5484 www.emeraldmobilenotary.com This article was updated in April 2026 to reflect current notarization and apostille procedures in Virginia.