How Do I Get My Transcripts and Diplomas Notarized for Other Countries?

If you are a student, professional, or graduate in Ontario, you may be asked to provide your transcripts or diplomas abroad. This is very common for people applying for study permits, work permits, professional licensing, or even immigration and marriage applications outside of Canada.

The challenge is that foreign schools, employers, and governments usually will not accept your Canadian documents unless they are properly notarized, apostilled, or authenticated. That’s where a notary public in Ontario comes in.

In this blog, we explain how you can notarize your transcripts and diplomas, what the process of certifying true copies means, and how your notarized documents can then be used in other countries.

Why Do I Need My Transcripts and Diplomas Notarized?

Foreign institutions want to make sure that the documents you are submitting are genuine. For example, if you apply for a master’s program in Europe or a work permit in the Middle East, they will usually ask for certified true copies of your transcripts and diplomas.

Since you cannot always send your original diploma or transcript abroad, a notary public in Ontario can certify a true copy of your original document. This means the notary compares the original to the copy and confirms that the copy is a true and exact representation of the original.

Once notarized, your transcript or diploma has the legal proof it needs to be recognized outside of Canada.

What Does Certifying True Copies Mean?

When it comes to diplomas and transcripts, the process is called certifying true copies. This is different from notarizing a signature on a document.

Here’s how it works:

1. You bring your original diploma or transcript to a notary public in Ontario.

2. The notary makes a copy of the document.

3. The notary compares the copy with the original.

4. The notary signs and seals the copy, writing a statement that it is a certified true copy of the original.

Apostille or Authentication After Notarization

Notarization is the first step. To use your transcripts or diplomas abroad, you may also need to go through apostille or authentication depending on the country.

• If the country is part of the Hague Apostille Convention, your notarized transcript or diploma must be apostilled. In Ontario, this is done through the Official Documents Services (ODS) in Toronto or through Global Affairs Canada in Ottawa. Once apostilled, the document is ready to be used abroad.

• If the country is not part of the Hague Convention, then you need authentication and legalization. First, ODS or Global Affairs Canada authenticates the notarized document. Then, the foreign embassy or consulate in Canada legalizes it.

For example:

• Sending transcripts to France or Germany → Apostille.

• Sending diplomas to UAE, Qatar, or Kuwait → Authentication + legalization.

Why People Often Need This Service

Notarizing transcripts and diplomas is often required in several situations:

• Applying to universities abroad – Foreign schools often need certified true copies of previous diplomas and transcripts.

• Work permits – Employers abroad may ask for notarized copies to verify your education.

• Professional licensing – Nurses, doctors, engineers, and other professionals often must submit notarized diplomas when registering with foreign boards.

A simple mistake, like sending an uncertified copy, can delay your application for weeks or even months. That’s why working with a licensed notary public in Ontario ensures everything is done correctly the first time.

Step-by-Step: How to Get Transcripts and Diplomas Notarized in Ontario

Here’s the typical process if you are in Ontario and need your transcripts or diplomas notarized for use abroad:

1. Gather your original documents – Bring your transcript and diploma. If you only have one original, make sure to keep it safe.

2. Visit a notary public in Ontario in person – The notary will review your documents and create certified true copies.

3. Get notarization – The notary signs, stamps, and seals the copies, confirming they match the original.

4. Submit for apostille or authentication – Depending on the destination country, you submit the notarized documents to ODS in Toronto or Global Affairs Canada in Ottawa.

5. Legalization at consulate (if needed) – For non-Hague countries, take the authenticated documents to the relevant embassy or consulate in Canada.

The full process may take a few days to several weeks, depending on whether you only need an apostille or also embassy legalization.

Why Notarization is Essential for International Use

When dealing with foreign governments or schools, regular photocopies are not enough. They can easily be questioned or rejected. A notarized, certified true copy:

• Proves the document is legitimate.

• Meets international requirements for education, immigration, and work.

• Saves time, money, and stress during applications.

If you are preparing to study abroad, apply for a job overseas, or send documents for marriage or immigration, it is always safer to notarize your transcripts and diplomas first.

For Ontario residents, especially students and professionals in Brampton, Mississauga, and Toronto, notarizing your transcripts and diplomas is the first step before they can be used in other countries. A notary public certifies your documents as true copies, and then they can be apostilled or authenticated depending on the destination.

At our office, we help students and families by certifying true copies of diplomas and transcripts and guiding them through the apostille or authentication process. Whether you are applying for university, a work permit, or immigration abroad, we make sure your documents are legally valid and ready to be accepted.