New York Diploma & Transcript Apostille
Complete 2026 guide to apostilling New York diplomas and transcripts. Learn the mandatory 3-step process (notarization, county clerk certification, NY DOS apostille), fees ($10-15 total), and timelines for studying, working, or immigrating abroad.
What is a Diploma Apostille?
An apostille is an official certification issued by the New York Department of State that authenticates the signature of a notary public or authorized official on your educational document. For diplomas and transcripts, the apostille verifies that the notary or university registrar who signed/notarized the document is legitimate.
Important: The apostille does NOT verify the academic content (your GPA, degree, etc.). It only authenticates the signature/seal. This is essential for international use in Hague Convention countries for university admissions, work visas, or professional licensing.
The Required 3-Step NY Process
⚠️ Critical: Unlike California
New York requires a mandatory 3-step process. You cannot skip any step. California offers 3 alternative pathways, but NY requires all steps in sequence:
- Notarization (by university registrar or notary public)
- County Clerk Certification (authenticates the notary's signature)
- NY Department of State Apostille (final authentication)
Notarization
University registrar or NY notary public
County Clerk
Authenticates notary signature ($3-$5)
NY DOS Apostille
Final apostille certification ($10)
Notarization Options (Step 1)
You have two main options for getting your diploma or transcript notarized:
✅ Option A: University Registrar Notarization (Preferred)
Best option: Request a notarized diploma or transcript directly from your university registrar's office.
- • University registrar is an authorized official
- • Most NY universities offer this service
- • Widely accepted internationally
- • Typical fee: $10-30 per document
- • Processing: 1-3 weeks
Examples: NYU, Columbia, Cornell, SUNY, CUNY all offer registrar notarization services.
Option B: Custodian Affidavit with NY Notary
If registrar notarization is unavailable, you can use a "custodian affidavit" where you sign a statement before a NY notary.
- • You sign: "I certify this is a true copy of my diploma"
- • Notary notarizes YOUR signature (not the diploma itself)
- • Apostille authenticates the notary's seal
- • ⚠️ Confirm destination country accepts this method
Fees & Processing Times
| Step | Service | Fee | Time |
|---|---|---|---|
| 1 | University Registrar | $10-$30 | 1-3 weeks |
| 1 | NY Notary Public | ~$2-$15 | Same day |
| 2 | County Clerk Certification | $3-$5 | Same day - 3 days |
| 3 | NY DOS Apostille (Mail) | $10 | 2-3 weeks |
| 3 | NY DOS (In-Person) | $10 | Same day |
Total Cost: ~$13-$45 depending on
notarization method
Total Time: 3-5 weeks by mail, 1-2 days if all steps done in person
Step-by-Step Instructions
Preferred: Contact your university registrar and request a notarized
diploma or transcript. Most NY universities have specific procedures for apostille
requests.
Alternative: Have a NY notary public notarize your custodian affidavit
(your signed statement certifying the copy is accurate).
Take the notarized document to the County Clerk's office in the county where the notary public is qualified (usually the county where they're commissioned). The County Clerk will certify the notary's signature.
- • Bring the original notarized document
- • Fee: typically $3-$5 per document
- • Processing: same day (in-person) or 1-3 business days (by mail)
Submit the county-certified document to the NY Department of State with:
- • Completed Apostille Request Form
- • The original county-certified document
- • $10 fee per document (check or money order)
- • Self-addressed stamped envelope (if by mail)
Mail to:
Department of State
One Commerce Plaza
99 Washington Avenue
Albany, NY 12231-0001
In-Person: Albany, NYC, or Utica offices (same-day service available)
Common Mistakes to Avoid
❌ Skipping the County Clerk
Many people try to go directly from notarization to the NY DOS. This will be rejected. The County Clerk step is mandatory.
❌ Using Out-of-State Notary
The notary MUST be commissioned in New York. NY County Clerks can only certify NY notaries.
❌ Wrong County Clerk
You must use the County Clerk in the county where the notary is qualified, not where you live or where the school is located.
Frequently Asked Questions
Can I apostille a photocopy of my diploma?
No. You must have the original notarized document (either from your university registrar or a custodian affidavit). A simple photocopy cannot be apostilled.
Do I need to apostille both diploma AND transcript?
It depends on the requesting authority. Some countries require only the diploma, others require transcripts as well. Always confirm with the foreign institution or consulate.
How long does the entire process take?
By mail: 3-5 weeks total (1-3 weeks for university, 3 days for County Clerk, 2-3 weeks for NY DOS). In-person at each step: can be completed in 1-2 days if you visit offices directly.
Do I need to go through all 3 steps?
Yes. Unlike California, New York has a mandatory 3-step process. You cannot skip any step. All educational documents must be: 1) notarized, 2) certified by County Clerk, and 3) apostilled by NY DOS.
How do I contact my university registrar?
Search "[Your University Name] Registrar Apostille" or "Notarized Transcript". Most New York universities have specific procedures for apostille requests (e.g., NYU, Columbia, Cornell, SUNY, CUNY).
Review Log
Reviewed by: Amelia Rivera — Apostille Specialist
Last Updated: November 2025
Change Summary: Confirmed NY mandatory 3-step process (notarization, county clerk, DOS apostille), validated fees ($10 DOS + $3-$5 County + university fees), verified County Clerk requirement cannot be skipped, updated processing times for Albany/NYC/Utica offices.
Next Review: May 2026 (or earlier if NY DOS updates forms, fees, or procedures)
"The #1 mistake I see with NY diplomas is people trying to skip the County Clerk step and go directly to the Department of State. NY's 3-step process is mandatory. Always: 1) Get it notarized, 2) County Clerk certifies the notary, 3) NY DOS issues the apostille. No shortcuts."