Apostille Guide

Foreign countries may require documents to be certified to be acceptable. An “Authentication” and “Apostille” certifies the signature and the position of the official who has executed, issued, or certified a copy of a document.

The sole function of an apostille or authentication is to certify the authenticity of the signature on the document, the capacity in which the person signing the document acted, and the identity of any stamp or seal affixed to the document.

The educational documents usually requested for certification are the diploma, official transcript, and/or enrollment/graduation verification letter.

Certification should only be done if the organization receiving the document requires you to provide an apostille or authentication. Please check with the country in which you will work or study to find out whether it requires an Apostille or Authentication.

Apostilles and Gallaudet

The Registrar’s Office can provide the following official University documents for the apostille process:

• Transcripts
• Enrollment/degree certification
• Replacement diploma

If you require any of these documents, please note details for your apostille on your signed-documents request.

Please note: Gallaudet staff cannot advise requestors on the international apostille process nor perform steps in the apostille process beyond production and notarization* (the affixing of campus signatures and the university seal on the above documents in the presence of a notary public). Subsequent steps require action with other agencies, as required.

The links below offer information on the process for obtaining an apostille or authentication. This is provided solely as a guide. Since different countries require different forms of certification, it is ultimately your responsibility to determine what action is required for any specific country.

• Office of Authentications, U.S. Department of State
• Notary Commissions and Authentications Section, D.C. Office of the Secretary

Document Copies

The Registrar’s Office will certify your document copy as an official record or true copy of the original before a campus notary public. The notarized document will be available for you to pick up within 5-10 business days, or it may be mailed within the USA via registered Federal Express mail at your signed request and upon your payment.

Please be sure to include the following in your request:

• A copy of your document: You are responsible for providing the appropriate document(s) to be notarized (e.g., diploma, transcript, etc.). If you need to have a document generated, please refer to the Registrar’s Office page for information and appropriate process links. Please send these documents by registered mail or international courier (possibly insured).
• Appropriate number of copies: Be sure to include the appropriate number of copies of all documents that should be notarized (e.g., if you need two copies of your transcript notarized, you must provide us with two copies of your transcript in your request).
• Contact information: Please let us know how to contact you when your document is ready for pick-up. If you are out of the country, you must include all prepaid registered mail fees and addresses.

Payment Information

Include payment of $25.00 to send your package by Federal Express to the office you list in your signed letter of request. DO NOT SEND ANY INFORMATION BY EMAIL. There are risks in sending personal information by email.

Credit Card Payment

Payee CC/Debit Account Name___________________________
CC Account #
CCV Code ____________ CC Expiration Date _____ / _____
Your signature:

Bank Cashier’s Check

The cashier’s check must be secured from a nationally recognized bank readily accepted by USA banks and made payable to Gallaudet University.

You must include any payment required by an office for returning the documents. Gallaudet will not make sure you have all requirements for the process. Gallaudet will only work with copies to be notarized and original requests for official Gallaudet documents.

Send all documents and a signed request for your Gallaudet University documents to be notarized to:

Additional information

• Gallaudet University document requests: Timelines may be critical to your apostille process. Therefore, please allow the Registrar’s Office 5-10 business days for processing transcripts and certification requests once received and up to three months for replacement diplomas. Requirements and restrictions may apply with any transcript or diploma replacement request under Gallaudet processing policies. Contact us for the complete guide and request form.
• Notarization: This may be possible only with a Notary Public on campus. Notarized documents bear the notary public official’s name, title, signature, and seal directly on the document. Original diplomas should not have these affixed. Diploma copies could be therefore warranted for non-USA use only.
• Federal Express: This company requires a telephone number as well as a mailing address for shipments. Be sure to include that information if you request the Registrar’s Office to forward your notarized document(s) for you. Gallaudet does not provide further involvement in the process.