What is an Apostile?
An Apostile is a certification, commonly used to refer to the legalization of a document for international use under the terms of the 1961 Hague Convention. Documents - including official academic transcripts and diplomas - which have been notarized by a notary public and then certified with a conformant apostile (Montana Secretary of State's Office) are accepted for legal use in all the nations that have signed the Hague Convention.
The University of Montana's procedures to request an Apostile on a Diploma and/or Official Academic Transcript follows. In general, you should allow a minimum of three to four weeks for an apostile request to be processed.
Montana Secretary of State Website
The following link will connect you to the certification and apostile section of the Secretary of State's website. Information regarding an apostile on an academic transcript is near the bottom of the web page: http://sos.mt.gov/Notary/Certifications/
Procedures to Request an Apostile
on a Diploma and/or Official Academic Transcript
- Diplomas: Provide the original diploma or order a replacement through the Registrar’s Office (see instructions for ordering a replacement diploma below). Transcripts: Request an official transcript through the Registrar’s Office. The charge for an official academic transcript is $3.00 per copy. Instructions for ordering an official transcript may be found at the following URL: http://www.umt.edu/registrar/transcripts.htm.
- Include in the packet addressed, stamped envelopes. One envelope for the Registrar’s Office to send the documents to the Secretary of State and the other indicating the destination of the completed document(s).
- Postage on each envelope should allow for as many documents as you are requesting being processed for apostile.
- A personal or cashier’s check made out to the Montana Secretary of State in the amount of $10 for each document to be validated must accompany the request.
- Upon receipt of the request in the Registrar’s Office, the process is as follows:
- The transcript and/or diploma is signed on the back by the Registrar and notarized. The notarization includes all the usual information necessary for a notarized document.
- The signed document(s), student-addressed envelope, check, and cover letter from the Registrar’s Office are then mailed to the Secretary of State’s office at the address below. Their certification information is available via their website at the following URL: http://sos.mt.gov/Notary/Certifications/
- Students may expedite the process by requesting and paying for overnight delivery of the document(s) through any or all phases of the process.
- As a general rule, students should allow 3-4 weeks for completion of the Apostile process. Processing time may vary by time of year and demand for the Apostile services. If a replacement diploma is ordered, add an additional eight weeks for processing.
- Send a request in writing to the following address stating that the replacement will be used in the Apostile process: Registrar’s Office - Attention Apostile, The University of Montana, 32 Campus Drive, Missoula, MT 59832.
- Include a check in the amount of $30.00 payable to The University of Montana.
- Allow eight weeks for processing the order.
Ms. Della Pedersen Notary Compliance Montana Secretary of State State Capitol, Room 260 P.O. Box 202801 Helena, MT 59620-2801
Steps to Order a Replacement Diploma:
Questions may be directed to 406-243-2996 or 406-243-2938
UM Registrar’s Office