What is an Apostille?

An Apostille 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 apostille (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 Apostille on a Diploma and/or Official Academic Transcript are as follows.

Montana Secretary of State Website

Information regarding an apostille on an academic transcript or diploma is located on the apostille section of the Secretary of State's website.

Procedures to Request an Apostille on a Diploma and/or Official Academic Transcript

  1. Transcripts: Request an official transcript through the Registrar’s Office. The charge for an official academic transcript is $10.00 per copy.
    1. Instructions for ordering an official transcript may be found on the Registrar's website.
    2. Request your transcript to be "Held for Pickup" as this will send your transcript directly to the Registrar's Office.
    3. In the "Recipient Information" section include "For Apostille"
    4. Questions may be directed to 406-243-2996.
  2. Diplomas: Provide the original diploma or order a replacement through the Registrar’s Office forms page. Questions may be directed to 406-243-2422.  To Order a Replacement Diploma:
    1. Order a replacement through the Registrar’s Office forms page
    2. Include a check in the amount of $30.00 payable to The University of Montana.
    3. Allow 2-3 weeks for processing the order.
    4. With your diploma request, state that the replacement will be used in the Apostille process and send to: Registrar’s Office - Attention Apostille, University of Montana, 32 Campus Drive, Missoula, MT 59812.
  3. Include two addressed, stamped envelopes in the packet. 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).
    1. Postage on each envelope should allow for as many documents as you are requesting being processed for apostille.
    2. Students may expedite the process by requesting and paying for overnight delivery of the document(s).
  4. 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.
  5. Visit the Secretary of State's website to download and complete the Certification Request Form to include in the packet.
  6. The packet should include the following:
    1. A Note that your transcript has been ordered per the steps above, and/or your Diploma or a Diploma Request Form
    2. Two addressed, stamped envelopes
    3. Check(s) made out to the Montana Secretary of State
    4. Completed Certification Request Form from the Secretary of State's Website
  7. Upon receipt of the packet in the Registrar’s Office, the process is as follows:
    1. 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.
    2. Your packet is then mailed to the Secretary of State’s office at the address below:
      Notary Compliance
      Montana Secretary of State
      State Capitol, Room 260
      P.O. Box 202801
      Helena, MT 59620-2801
    3. Students may expedite the process by requesting and paying for overnight delivery of the document(s).
  8. As a general rule, students should allow 3-4 weeks for completion of the Apostille process.  Processing time may vary by time of year and demand for the Apostille services.  If a replacement diploma is ordered, add an additional 2-3 weeks for processing.