Quick answer: To get your diploma notarized for international use, you typically need to obtain an official copy from your institution, have it notarized by a licensed notary public, and then get it apostilled or authenticated by the relevant government authority. The full process takes anywhere from a few days to several weeks depending on your country.
Getting accepted into a study abroad program is exciting. Then reality sets in—and you realize you need a stack of official documents before you can even apply. Your diploma is one of the most important ones. But getting it notarized for international use isn’t always straightforward.
Whether you’re applying for study in Italy scholarships or planning to study in Georgia (the country), understanding the notarization process can save you weeks of back-and-forth. This guide breaks it all down in plain language—what notarization means, why it’s required, and exactly how to get it done.
What Does It Mean to Notarize a Diploma?
Notarization is the process of having an official (a notary public) verify that a document is authentic. For a diploma, the notary typically confirms that:
- The copy matches the original
- The document was signed in their presence
- The person presenting it is who they say they are
Notarization alone, however, is usually not enough for international purposes. Most countries also require an apostille or authentication, which is a higher-level certification recognized under the Hague Convention of 1961.
Key terms to know:
- Notarization — Verification by a licensed notary public
- Apostille — A government-issued stamp that makes a document valid in 120+ Hague member countries
- Authentication/Legalization — A multi-step process used for countries not part of the Hague Convention
- Certified copy — An official duplicate issued directly by your university
- Transcript apostille — A related document often required alongside your diploma
Why Do Study in Italy Scholarships Require Notarized Diplomas?
Italian universities and scholarship bodies—such as the Italian Ministry of University and Research (MUR) and programs under the Universitaly portal—require notarized and apostilled academic documents to confirm the legitimacy of foreign qualifications.
This is especially important for:
- Government-funded scholarships like the Italian Government Scholarships for Foreign Students
- University merit-based awards at institutions like Bocconi, La Sapienza, and Politecnico di Milano
- EU-recognized degree equivalency checks required for postgraduate admissions
Italy is a Hague Convention member, so an apostille is the standard requirement. You do not need full legalization unless your country is not a Hague member.
Document Requirements When You Study in Georgia
Georgia (the country in the Eastern Europe/Caucasus region) has become an increasingly popular destination for international students, particularly in medicine, engineering, and business. Georgian universities such as Tbilisi State University and the University of Georgia require foreign students to submit officially verified academic records to study in Georgia.
Georgia is also a Hague Convention signatory, so apostilled documents are generally accepted. However, some institutions may additionally request:
- A certified translation into Georgian or English
- A document verification letter from the issuing institution
- Proof of degree equivalency from Georgia’s National Center for Educational Quality Enhancement (NCEQE)
Always check directly with the institution or scholarship body you’re applying to—requirements can vary between programs.
Step-by-Step: How to Get Your Diploma Notarized
Here’s a practical walkthrough of the full process:
Step 1: Request an Official Copy from Your University
Contact your university’s registrar or records office and ask for an official copy of your diploma. In some cases, you may need to request a certified true copy—a version the university itself certifies as accurate. Keep the original safe and use this copy throughout the process.
Step 2: Find a Licensed Notary Public
A notary public must witness or verify the document. You can find one at:
- Banks or financial institutions
- Law offices
- Postal services (in many countries)
- Online notarization platforms (accepted in some jurisdictions)
Bring a valid photo ID and your diploma copy. The notary will sign and stamp the document.
Step 3: Get an Apostille (for Hague Member Countries)
Once notarized, the document needs an apostille if the destination country is a Hague Convention member. In the United States, apostilles are issued by the Secretary of State’s office in the state where the document was notarized. In the UK, it’s handled by the Foreign, Commonwealth & Development Office (FCDO).
Processing times typically range from 1 to 10 business days, depending on the country and whether you use standard or express service.
Step 4: Get a Certified Translation (If Required)
If the destination country requires documents in a local language, hire a certified translator. This is common for non-English-speaking countries, including Georgia when documents are submitted in languages other than English. The translation itself may also need to be notarized.
Step 5: Submit Your Documents
Double-check the submission requirements of the scholarship or university you’re applying to. Some institutions accept digital copies of apostilled documents via secure portals; others require physical originals sent by post.
Helpful Tips to Avoid Common Mistakes
- Start early. Apostille processing alone can take up to two weeks. Factor in mailing time if physical documents are required.
- Order multiple copies. If you’re applying to more than one institution, get multiple notarized and apostilled copies upfront—it’s cheaper than repeating the process.
- Verify the apostille issuing authority. Each country has a designated authority. Using the wrong office can invalidate the process.
- Don’t notarize the original. Always work with certified copies so the original stays safe.
- Check country-specific rules. For countries outside the Hague Convention (like Saudi Arabia or China for some document types), the process involves additional steps through embassies or consulates.
Frequently Asked Questions
How long does it take to get a diploma notarized and apostilled?
The timeline varies by country. In the US, the process typically takes 5–15 business days from start to finish if done through standard channels. Expedited services can reduce this to 2–3 days.
Can I notarize a diploma online?
Remote online notarization (RON) is available in many US states and some other countries. However, not all foreign institutions accept online notarizations—always confirm with the receiving institution first.
Do I need to notarize my transcript as well as my diploma?
Often, yes. Most international scholarship applications require both a diploma apostille and a transcript apostille. Check the specific requirements for your program.
What is the difference between an apostille and authentication?
An apostille is a simplified certification used between Hague Convention member countries. Authentication (or legalization) is a more involved process for documents going to non-member countries, typically requiring verification at multiple government levels and through an embassy.
Is a notarized diploma the same as a certified copy?
No. A certified copy is issued by the institution itself. A notarized copy is verified by a notary public. For international use, you usually need both—start with a certified copy from your university, then get it notarized.
Final Words
Getting your diploma notarized for international use might seem bureaucratic, but once you understand the steps, it’s manageable. The key is knowing exactly what the destination country and institution require—apostille, authentication, certified translation, or all three.
If you’re targeting study in Italy scholarships or preparing to study in Georgia, start the document preparation process well in advance. Official processes take time, and missing a deadline because of a paperwork delay is entirely avoidable.
When in doubt, contact the admissions office of your target university directly. They’ll tell you exactly what format they need—and that’s the clearest guide you’ll find.
