The 2025 Complete Guide to Diploma & Transcript Apostilles in Indiana
How to prepare your academic records for international recognition—fast, correct, and stress-free
More Than Just a Piece of Paper
That diploma hanging on your wall isn’t just a document—it’s proof of years of late-night study sessions, coffee-fueled exams, and big dreams. But when you need that diploma or transcript to be recognized overseas—for grad school, a job, or a visa—suddenly that proud piece of paper needs something extra: an apostille.
If you’re here, you’ve probably been told, “Get your diploma apostilled.” Maybe you Googled it and now you’re neck-deep in conflicting answers. Can you use the original? Do you need a notarized copy? Does the registrar get involved? And how long is this going to take?
Take a deep breath—you’re in the right place. This guide will walk you through exactly how to apostille your diplomas and transcripts from Indiana schools in 2025. I’ll share common mistakes I’ve seen at the Indiana Secretary of State (SOS) counter, how to avoid rejections, and how Signature Move Notary Services makes the process convenient and reliable.
What Is an Apostille (And Why Do You Need It for School Documents)?
An apostille is a certificate issued by the Indiana Secretary of State that verifies the authenticity of a public document so it can be legally recognized abroad.
For diplomas and transcripts, the apostille confirms that:
The school’s registrar signed the certification.
The notary who notarized the registrar’s statement was valid at the time of signing.
Indiana officially recognizes the notarial act.
Without it, your academic record may not be accepted by a university, employer, or government outside the U.S.
When do you need a diploma or transcript apostille?
Applying for graduate programs abroad.
Submitting credentials for overseas employment.
Proving education for visas or professional licensing.
Supporting adoption or immigration paperwork.
The Indiana Rules for Diploma & Transcript Apostilles
This is where it gets tricky: you can’t just grab your framed diploma and send it off. Indiana has specific rules:
✅ You must request a registrar-certified copy of your diploma or transcript.
✅ The registrar’s statement of authenticity must be notarized.
✅ The notary must be commissioned in Indiana.
✅ The notarized statement must then be submitted to the SOS.
❌ Originals without notarization will be rejected.
❌ Plain photocopies won’t work.
❌ Out-of-state notarization cannot be apostilled in Indiana.
Step-by-Step: How to Get Your Diploma/Transcript Apostilled in Indiana
Step 1: Request Registrar-Certified Copies
Contact your university or high school registrar.
Ask for a notarized registrar’s statement attached to your transcript or diploma copy.
Many Indiana schools already have a process—IU, Purdue, and Butler all offer notarization services for records.
💡 Pro Tip: Ask for multiple copies. If you’re applying to several schools or employers abroad, each may require its own apostilled set.
Step 2: Verify the Notarization
Before you even think about submitting:
Check that the notary’s stamp is legible.
Confirm the certificate includes the proper acknowledgment language.
Make sure the registrar signed in the notary’s presence.
This is the #1 place where documents get rejected.
Step 3: Submit to the Indiana Secretary of State
You have two options:
Hand-Deliver in Indianapolis
Drop off at the SOS Business Services Division.
If submitted before noon, many requests are processed same day.
You can pick up in the afternoon (or have me courier it for you).
Mail It In
Include the notarized documents, apostille request form, and a return envelope.
Processing usually takes 5–7 business days, plus mailing time.
Risk: if anything’s wrong, your packet is mailed back and you start over.
Step 4: Pay the Fee
The filing fee for Indiana apostilles is $2 per document.
👉 However, the Secretary of State waives the fee for student academic records.
That’s right—your diploma and transcript apostilles may be processed for free.
Step 5: Receive Your Apostille
In person: same day if dropped before noon.
By mail: typically 1–2 weeks.
Your document will come back with a stapled apostille certificate attached—do not remove the staple.
Common Mistakes That Delay Diploma/Transcript Apostilles
Submitting the original diploma instead of a registrar-certified copy.
No notarized registrar’s statement. Without this, the SOS rejects it instantly.
Out-of-state notarization. Indiana can only apostille Indiana notaries.
Illegible notary stamp. Faded ink or missing info = rejection.
Late submissions. If you mail in too close to your deadline, you’re gambling.
Real Client Story: “I Needed My Apostille Yesterday”
A graduate heading to Germany for her master’s program brought me her diploma—no notarization, no registrar’s statement, just the original. She was flying out in two weeks.
I guided her to request a registrar-certified copy with a notarized statement. Once she had it, I hand-delivered to the SOS that morning and by 4 PM she had her apostilled diploma in hand. Without that fix, she would have missed her enrollment deadline.
Why Work with Signature Move Notary Services
Here’s the truth: while you can handle this yourself, I make the process stress-free:
✔ Convenience — I review your documents first so you don’t waste a trip.
✔ Same-Day Service — I hand-deliver to the Indiana SOS daily.
✔ Error Prevention — I catch problems (missing notarization, wrong seal) before rejection.
✔ International Savvy — I know which countries require extra steps (like legalization).
✔ One-Stop Shop — Need your FBI background check apostilled too? I handle federal apostilles as well.
Quick Checklist: Diploma & Transcript Apostille Prep
☐ Registrar-certified copy requested
☐ Notarized statement included
☐ Notary stamp and certificate are complete
☐ Multiple copies ordered for multiple applications
☐ Submission method chosen (in-person preferred)
☐ Timeline checked against deadlines
Frequently Asked Questions
Do I need to apostille the original diploma?
No. The Indiana SOS will only apostille notarized registrar-certified copies, not originals.
How do private schools handle notarization?
Most private schools issue a registrar’s notarized statement attached to transcripts or diplomas. Always confirm with the school.
Can I use one apostille for multiple applications?
No. Each receiving institution typically requires its own apostilled set.
How long does the process take?
Same day if hand-delivered before noon; 5–7 days by mail.
Do apostilles expire?
No, but some countries or institutions may require a document issued within the last 6–12 months.
Final Thoughts: Don’t Risk It
Your diploma and transcript represent your hard work and future opportunities. Don’t let an avoidable paperwork rejection derail your plans.
With Signature Move Notary Services, you get:
✔ Same-day Indiana apostilles for academic records
✔ Mobile notary services for other required documents
✔ Federal apostille handling for FBI background checks
✔ Personal guidance every step of the way
📱 Call or text today: (317) 438-3183
🌐 Book online: Schedule Apostille Services
Signature Move Notary Services — Trusted, convenient, and always done right the first time.
