Illinois Diploma Apostille | Complete 2026 Guide

At a Glance — 2026 Snapshot

Total Timeline	10–15 business days (all steps combined)
State Apostille Fee	$2.00
⚠️ Unique Requirement	School official signature + Notarization + County Clerk authentication
First Step	Registrar or authorized school official signs
Walk-In Locations	Chicago & Springfield (final step only)
Top Rejection Reason	❌ Missing school official signature or County Clerk authentication

Bottom line: Illinois academic documents require FOUR steps: (1) School official signs, (2) Notarization, (3) County Clerk authentication, (4) State apostille. Plan for 2+ weeks total.

🎓 The Four-Step Academic Document Process

Unlike vital records, academic documents require an extra step at the beginning!

1

School Certification: Registrar/authorized official signs the document

2

Notarization: School official's signature is notarized by Illinois notary

3

County Clerk Authentication: Clerk certifies the notary's seal/signature

4

State Apostille: Illinois Secretary of State issues apostille

📌 Key Point: The school's Registrar or authorized official must be the one who gets notarized—not you as the student!

Requirements Checklist

You MUST Have

✓ Original/certified diploma or transcript from school
✓ School official's signature (Registrar or authorized person)
✓ Notarization of school official's signature
✓ County Clerk authentication certificate
✓ Form I-213 completed
✓ $2.00 fee (check to "Secretary of State")

You CANNOT Use

✗ Diploma/transcript without school official signature
✗ Self-notarized documents (you cannot notarize your own signature)
✗ Out-of-state notarization
✗ Documents without County Clerk authentication
✗ Photocopies without proper certification chain

Complete Step-by-Step Process

1

Request School Official Signature

Contact your school's Registrar office and request that an authorized official sign your diploma or transcript. Specify that you need it for apostille/international use.

Request an original or certified copy
Explain you need an authorized signature for apostille
Confirm the official is willing to appear before a notary

💡 Tip: Some schools have streamlined processes for apostille requests. Ask if they offer a "certification for apostille" service.

2

Get School Official's Signature Notarized

The school official (not you) must appear before an Illinois notary public. The notary will:

Verify the official's identity
Watch them sign the document (or attest to their prior signature)
Complete a notarial certificate
Affix their seal/stamp

⚠️ Important: The notary must be commissioned in Illinois. Many schools have in-house notaries for this purpose.

3

County Clerk Authentication

Take the notarized document to the County Clerk in the county where the notary is commissioned. The Clerk will:

Verify the notary's commission
Attach an authentication certificate
Add an embossed seal

Fee: $2-$10 per document (varies by county).

📍 Typical Timeline: County Clerk authentication usually takes 1-3 business days if mailed, same day if you walk in.

4

Submit to Illinois Secretary of State

Now submit everything to the Illinois SOS Index Department:

Diploma/transcript with all prior certifications
Completed Form I-213
$2.00 fee (check/money order to "Secretary of State")
Return envelope with postage (if mailing)

Mailing Address:

Illinois Secretary of State
Index Department
111 E. Monroe St.
Springfield, IL 62756

Walk-In Option:

Springfield: 111 E. Monroe St., Springfield, IL 62756
Chicago: 17 N. State St., Suite 1030, Chicago, IL 60602

Hours: Monday–Friday, 8:00 AM – 4:30 PM CST

Types of Academic Documents

🎓 Diplomas & Degrees

High school diplomas, bachelor's, master's, PhD degrees. Most common for international employment or further education.

Processing Note: Some schools can add a certification letter with their signature instead of signing the actual diploma.

📄 Transcripts

Official academic transcripts showing courses and grades. Often required alongside diplomas for international universities or licensing boards.

Processing Note: Registrar typically signs transcripts directly since they're issued with official seals.

Complete Cost Breakdown & Timeline

Step	Fee	Time
1. School Certification	$0–$50	1-5 days
2. Notarization	$10–$25	Same day
3. County Clerk Authentication	$2–$10	1-3 days
4. State Apostille	$2.00	7-10 business days
Total (approximate)	$14–$87	9-18 business days

Top 5 Mistakes to Avoid

Trying to Notarize Your Own Signature

You (the student) do NOT sign and notarize the document. The school official must do this!

Skipping the County Clerk Step

Even with school + notary signatures, you still need County Clerk authentication before the state apostille.

Not Planning Enough Time

This process can take 2-3 weeks. Start early if you have international deadlines!

Getting Notarized Out-of-State

Illinois County Clerks only authenticate Illinois notaries. Make sure the school uses an IL notary!

Using an Unauthorized Signer

Not all school employees can sign. It must be the Registrar or an officially designated person with signing authority.

Frequently Asked Questions

Can I apostille a photocopy of my diploma?

Not directly. However, if the school official signs a certified copy statement on the photocopy, then gets that notarized, it can work. Always check with the receiving country's requirements.

What if my school is in another state?

You must get the apostille from the state where the school is located, not Illinois. Each state has its own Secretary of State apostille process.

Do I need to apostille both diploma and transcript?

It depends on the receiving country's requirements. Many countries want both, especially for professional licensing or university admission. Check with the institution requesting the documents.

How long is the apostilled diploma valid?

The apostille itself doesn't expire. However some countries require documents to be recent (within 3-6 months). Always verify with the receiving institution.

Illinois Diploma & Transcript Apostille