How to notarize diplomas and transcripts for international use

To use a diploma or academic transcript internationally, the receiving university, employer, or authority may require a notarized/certified copy (verification that the copy matches the original) and—if the document is going outside Sweden—sometimes an apostille (for Hague Apostille Convention countries) or legalization (for non-Apostille countries). In Sweden, a Notary Public (Notarius Publicus) is appointed by the County Administrative Board and can verify and certify documents. Always confirm the exact requirement with the receiving party.

When do you need this?

You typically need a notarized/certified copy (and sometimes an apostille/legalisation step) when you must submit a diploma or transcript to:

Universities (admissions, credit transfer, Erasmus/overseas study)
Employers (international hiring, background checks, regulated roles)
Professional bodies (licensing/registration requirements)
Immigration / government authorities (education proof for visas/residency)
Banks or insurers (less common, but happens for compliance)

Tip: Requirements differ by institution, so always ask the receiving party exactly what they want:

“Certified copy?” “Notarized copy?” “Apostille?” “Legalisation?” and “Translation required?”

What documents and information are required?

Before booking, prepare:

Your original diploma/transcript (or the highest-quality official version you have)
A clear scan/PDF of the document (if submitting in advance)
Government-issued photo ID (passport or national ID)
The receiving country + institution name (so you can determine apostille vs legalisation and any format requirements)
If relevant, proof of name change (e.g., marriage certificate) when names don’t match
If the receiving party asks for it: a translation (and whether they require the translation to be certified/notarized)

In Sweden, notaries can verify copies and verify translations (among other things).

How the notarization / authentication process works (step-by-step)

Use this simple decision flow:

Confirm the receiving requirement:
Ask: certified copy vs notarized copy, apostille vs legalization, and translation rules.
Have a Swedish Notary Public certify the copy / relevant statement:
A notary can verify copies and other document details. We at Notarette can help.
If the destination country is in the Apostille Convention: get an apostille:
The Apostille Convention replaces the traditional legalization process with a single certificate (apostille) issued by a competent authority.
If the destination country is NOT in the Apostille Convention: follow legalisation:
This is typically a longer chain (often involving the Ministry for Foreign Affairs + the destination country’s embassy/consulate process).
Submit to the receiving institution:
Include any translations and required supporting documents.
Keep an evidence pack:
Keep copies of what you submitted and any confirmations from the receiver (helpful if they later question format).

Common mistakes that cause delays or rejection

Assuming “notarized” and “apostilled” mean the same thing (they are different steps)
Not asking the receiving party whether they want originals, certified copies, or notarized copies
Using poor scans (cropped corners, glare, unreadable stamps/seals)
Name mismatch between passport and diploma/transcript without supporting proof
Assuming EU always requires apostille/legalisation — some public documents/certified copies are exempt from that formality under EU rules, but institutions may still have other requirements
Getting a translation but not checking if the receiver needs a certified translation or a notarized translation

Frequently asked questions

Do I need notarization if I’m only applying within the EU?

Sometimes no apostille/legalisation is needed for certain public documents within the EU, but universities/employers may still require certified copies or translations depending on their internal rules. Confirm with the receiving institution.

What’s the difference between a certified copy and an apostille?

A certified copy is verification that a copy matches the original. An apostille is a certificate used internationally (where the Apostille Convention applies) to authenticate the origin of a public document, replacing a longer legalisation chain.

Can a Swedish Notary Public certify my diploma/transcript copy?

Notaries in Sweden can verify copies and other document details, which is commonly what institutions mean by a “certified true copy.”

Do diplomas/transcripts always qualify for an apostille?

It depends on the type of document and what the destination country/institution asks for. Some institutions want an apostille on a notarial certification attached to the document; others want the issuing authority’s document in a specific format. Always confirm first.

What if my diploma name doesn’t match my passport name?

Provide supporting proof (e.g., marriage certificate or legal name change documentation) and tell the receiving party in advance. This is a common reason for rejections.

Do I need to translate my diploma/transcript?

Many institutions require a translation if the document isn’t in a language they accept. Ask whether they need a certified translation and whether it must be notarized. Swedish notaries can verify translations (among other tasks).

Is notarization enough for universities outside Sweden?

Often universities ask for certified copies, and sometimes an apostille/legalisation depending on the destination country. Requirements vary widely, so always follow the receiver’s checklist first.

How do I know if I need apostille or legalisation?

If the destination country is part of the Apostille Convention, apostille usually applies; otherwise, you may need legalisation. Sweden’s government guidance notes apostilles are issued by notaries public (not the Ministry), and embassies generally don’t issue apostilles for Swedish documents.

Next steps

Step 1: Tell us the destination country + institution and whether they asked for certified copy / notarization / apostille / legalisation.
Step 2: Prepare your ID + original documents + scans.
Step 3: Book a session (or contact us) so we can guide you to the correct chain for your exact use case.