Notarizations & Apostilles Frequently Asked Questions

A notarization is the process by which a notary verifies the authenticity of a signature or the execution of a document. For University of Cincinnati academic documents, the Office of the Registrar can notarize documents that verify information contained in your UC academic record.

The Registrar's Office does not notarize documents that are unrelated to your University of Cincinnati academic record.

An apostille is a certificate issued by the Ohio Secretary of State that verifies the signature and seal of an Ohio official or notary public. An apostille is generally used when a document will be presented in another country that is a member of the 1961 Hague Convention.

An apostille does not verify or validate the contents of the document. It verifies the authenticity of the signature or seal on the document.

A notarization is when the University of Cincinnati Office of the Registrar notarizes an eligible University document.

An apostille is when the Ohio Secretary of State verifies the Ohio notary's signature/seal after the document has been notarized.

These are separate steps. The University of Cincinnati does not issue apostilles.

An apostille is generally used for documents being sent to countries that participate in the 1961 Hague Convention.

An authentication is generally used for documents being sent to countries that are not members of the Hague Convention. Additional authentication by the U.S. Department of State may be required depending on the destination country's requirements.

You should confirm the requirements with the organization or government agency receiving your documents.

It depends on the requirements of the institution, employer, government agency, school, or other organization requesting your documents whether you will need both a notarization and an apostille. 

Before submitting your documents, confirm exactly what is required. Some organizations may require notarization only, while others may require an apostille or authentication after notarization. 

The Office of the Registrar can notarize documents that verify information contained in your University of Cincinnati academic record. 

Common requests include: 

• Official University of Cincinnati transcripts 
• University of Cincinnati paper diplomas 
• Other eligible academic documents that verify information contained in your UC record 

Requests for documents that are not related to your University of Cincinnati academic record will not be processed.

If the organization requesting your document requires a notarized physical document, contact the requesting organization to determine whether your electronic diploma will meet its requirements.

Before beginning the process: 

1. Ask the organization receiving your documents what they require. Confirm whether they require: A notarized document, an apostille, an authentication, a certified copy, or a specific type of transcript or diploma.
2. Confirm the destination country. The destination country may determine whether an apostille or authentication is required. 
3. Make sure your degree has been conferred. The University of Cincinnati cannot verify a degree that has not yet been conferred. 
4. Allow sufficient processing and mailing time. The University requires adequate time to verify and notarize documents and does not offer walk-in notarization services.

Contact the organization or government agency requesting your documents. They can tell you whether notarization alone is sufficient or whether you need an apostille or authentication.

The University of Cincinnati cannot determine the requirements of the receiving organization or destination country on your behalf.

Follow the instructions outlined under Steps for Submitting a Notarization Request.

No. The Office of the Registrar requires sufficient time to verify and notarize documents and does not accept walk-in notarization requests.

Mail your hard-copy documents to: 

Office of the Registrar
c/o Notarizations
PO Box 210060
Cincinnati, OH 45221-0060 

Yes. When ordering your official University of Cincinnati transcript, you can designate the Office of the Registrar as the recipient for notarization. 

Official transcripts are ordered through the University's transcript ordering process.

Visit the University of Cincinnati's Transcript Ordering page to order an official transcript.

Yes. If you need a replacement diploma for notarization, you may have the diploma sent directly to: 

Office of the Registrar
c/o Notarizations
PO Box 210060
Cincinnati, OH 45221-0060 

Note: A degree must be posted/conferred in the University of Cincinnati student record before the University can verify the degree.

No. The University of Cincinnati Office of the Registrar provides notarization services for eligible University documents. Apostilles are issued by the Ohio Secretary of State.

Once your University document has been notarized, you are responsible for completing the apostille or authentication process with the Ohio Secretary of State. 

The University of Cincinnati Registrar's Office does not complete the State of Ohio's apostille process on your behalf. 

Yes. If you would like assistance with mailing your notarized documents to the Ohio Secretary of State, the Registrar's Office can mail the documents on your behalf.

You should provide the required Ohio Secretary of State paperwork and shipping materials to the Registrar's Office for inclusion with your notarized documents.

If you would like the Registrar's Office to mail your notarized documents to the Ohio Secretary of State, provide: 

• The completed Ohio Secretary of State Authentication/Apostille Request Form 
• Required payment authorization 
• A return shipping label or other appropriate return-shipping method 
• Any additional information required by the Ohio Secretary of State 

The Ohio Secretary of State's current instructions require the appropriate request form, the document(s) being authenticated/apostilled, and a return envelope or prepaid delivery label. The current state form lists a $5 fee per document. 

Mail documents to: 

Ohio Secretary of State
Client Service Center
180 Civic Center Dr.
Columbus, OH 43215-4138 

This is the current mailing address listed by the Ohio Secretary of State.

Visit the Ohio Secretary of State's Authentications and Apostilles page for current instructions, forms, and requirements.

No. Apostilles and authentications are intended for documents being used outside the United States.

An apostille is generally used for documents being sent to countries that participate in the 1961 Hague Convention. 

An authentication is generally used for documents being sent to countries that are not members of the Hague Convention. Additional authentication by the U.S. Department of State may be required depending on the destination country's requirements. 

You should confirm the requirements with the organization or government agency receiving your documents. 

Yes. If you are mailing your documents to or from the Ohio Secretary of State, you may use a carrier that provides tracking. 

For added security, consider using a mailing service that provides tracking for: 

1. Your documents being sent to the Ohio Secretary of State. 
2. Your documents being returned to you after processing. 

The Ohio Secretary of State also requires an appropriate return envelope or prepaid delivery label as part of its current submission requirements. 

Common mailing providers include: 

• UPS
• FedEx
• USPS

Yes. If the Registrar's Office is mailing your notarized documents to the Ohio Secretary of State on your behalf, you may provide the necessary shipping labels and required state paperwork to the Registrar's Office.

If the Registrar's Office is mailing your notarized documents to the Ohio Secretary of State on your behalf, you may email the required state paperwork and shipping labels to the Registrar's Office for attachment to your documents.

Please ensure that all required information is complete before submitting your materials.