What is notarial certification and what is an apostille: preparing documents correctly

If you are planning to study abroad, sooner or later you will face the need to verify the authenticity of your education documents. Here you need to understand two important concepts: notarial certification and apostille.

• Notarial certification — this is an official confirmation of a signature on a document by a notary, which confirms that the signature truly belongs to the owner of the document.
• Apostille — an international form of document authentication that is recognized in countries participating in the Hague Convention of 1961. Simply put, an apostille allows your diploma or certificate to be officially valid abroad without the need for additional legalization.

Let us examine the nuances of notarial certification and apostille, the differences between them, and how to properly prepare documents for admission abroad.

Notarial Certification: What It Is, Why It's Needed, How It Works, and How to Get It

Notarial certification is performed by an authorized person — a notary: they verify the identity of the signatory, the authenticity of the signature and/or the conformity of the copy to the original, and then place a notarial stamp and seal on the document or its copy.

Why is notarial certification needed for educational documents?

When foreign students prepare documents for studying abroad, educational centers and consulates often require applicants to submit certified copies of diplomas, certificates, or their supplements. Also, the receiving party may not require the original if applicants have a notarized copy that has legal force and confirms that it exactly matches the original. In some countries, notarial certification of the translation of your documents into a foreign language (for example, into English) may be required.

How to get notarial certification

1. Prepare the original document: diploma, certificate, transcript with grades, or another official educational document.
2. Visit a notary in your country. Notaries accept documents in person, verify your identity (passport or another identification document).
3. The specialist will certify the copy or signature on the document, after which you will receive a notarized version.

The procedure usually takes from a few minutes to one day, depending on the notary's workload and the region.

Notarial certification is often the first step before the next procedure — obtaining an apostille (if it is required for using the document abroad).

Apostille: What It Is, Why It's Needed, How It Works, and How to Get It

An apostille confirms the legality of signatures, seals, and stamps on your document, but not the content of the information itself.

Why an apostille is needed for educational documents

If you plan to study abroad in a country that is a member of the Hague Convention, the university, embassy, or immigration authorities almost always require that your diploma, certificate, or diploma supplement be apostilled. In this case, a document issued in one country will be officially recognized in another without the need for a lengthy consular legalization process. Examples of documents that often require an apostille are:

• Higher education diplomas,
• School certificates,
• Supplements to diplomas and certificates (with grades, courses, etc.), transcripts.

Where and how to get an apostille

Through a government portal and/or directly at an authorized institution; sometimes applications can be submitted through electronic services. Timeframes and fees depend on the country and type of document.

Key differences between the documents

Notarial certification is the primary way to confirm that the signature on a document is genuine and that the copy fully matches the original. An apostille is the next level of confirmation: it certifies the authenticity of the signature, seal, or stamp on a document so that it can be officially used abroad. Thanks to it, the document does not need to be additionally legalized. Most often, an apostille is placed either on the original documents or on their notarized copies. It is especially important if you are entering a foreign university, applying for a visa, or planning to continue your education abroad.

The main difference between these procedures is where they are valid. Notarial certification is primarily needed within the country and serves as a preparatory step, while an apostille makes a document officially valid at the international level. In practice, these processes often follow one another in sequence, but they can also be carried out separately.

7 recommendations for properly preparing documents

Preparing documents for studying abroad may seem complicated, but if you approach it systematically, the process becomes clear and predictable.

1. Clarify the requirements of the receiving party. Different schools, universities, and visa centers may have their own conditions: what document is needed (original, notarized copy, or diploma with supplement), whether an apostille is required, whether a notarized translation is needed. The sooner you find out these details, the less risk of encountering unnecessary rework and expenses.
2. Make high-quality copies of all documents. They should be clear and legible: text, signatures, and seals should be easily distinguishable. Notaries only work with such documents!
3. Don't forget to prepare originals and identification. W`+hen visiting a notary, you need to have all original documents, copies you plan to certify, and a passport or other identity document with you.
4. If a translation of documents into a foreign language is required, it is best to immediately use the services of a professional translator and notarize the updated, accurate version. An officially certified translation is prepared as a separate document, alongside the original.
5. Time planning plays a key role. Obtaining an apostille for educational documents can take from several business days to several weeks, and during periods of high demand, such as summer or before the start of the academic year, timeframes may increase even more. It is better to start preparation in advance — at least 2 or 3 months ahead.
6. After the apostille has been affixed, it is important to carefully check all data on the document. Make sure that the name, date of birth, diploma number, and other key information match the original, and that the apostille is on the correct page — any inaccuracy can become a reason for rejection of admission or a visa.
7. Store documents carefully and make digital copies of all pages with signatures and apostilles. Electronic versions will be useful for sending by email or storing in the cloud (as a bonus, you will have access to documents at any time).

If doubts arise at any stage, don't rely on luck — contact experienced educational agents: consultations with specialists will help you prepare documents quickly, without unnecessary stress and mistakes.