What is a double statement letter?
A double statement letter is a signed statement from an authorized school official — usually the registrar — confirming that a diploma or transcript is genuine and was issued by the institution. The official signs the statement in front of a notary, which creates a signature that can then be authenticated with an apostille.
Many applicants are surprised to learn that a diploma or transcript on its own often cannot be apostilled. An apostille authenticates a signature — a public official's or a notary's — not the paper itself. Without a notarized statement from the school, there is frequently no signature the apostille authority can act on.
This is also why a notary cannot simply certify a photocopy of your diploma for a Declaration of Value. Copy certifications are among the most common reasons Italian consulates return files.
Why is it needed?
The letter builds a chain of verification that the Italian consulate can follow from the school all the way to the U.S. authority that issues the apostille.
- 1School official
- 2Signed certification / statement
- 3Notarization
- 4Apostille
- 5Italian consular review
After the school official's signature has been properly notarized, the document may proceed to the apostille stage. Each link has to be correct — a problem at the first step carries through the entire file.
Who should sign it?
The statement should be signed by a person with authority over academic records. Common signers include:
- Registrar
- Assistant or Associate Registrar
- Principal (for high school records)
- Head of School
- Another authorized school official
- The appropriate records official for the institution
Requirements can vary by institution and by Italian consular jurisdiction. Some schools route requests through a central records office; others require an appointment with a specific official. The signer's name and title should always appear clearly on the statement.
What should the statement say?
The purpose of the statement is simple: identify the student, identify the document, and confirm in the official's own capacity that the document is a true record issued by the institution. It is typically printed on school letterhead, signed, and notarized with a proper notarial certificate.
I, [Full Name], [Title] of [Institution Name], hereby state that the attached [diploma / official transcript] issued to [Student Name], date of birth [DOB], for the degree of [Degree] conferred on [Date], is a true and authentic record issued by [Institution Name]. [Signature] [Printed Name, Title] [Date] [Notarial certificate completed by a commissioned notary public]
Sample language is provided for informational purposes only. Requirements may vary by school, state, and Italian consular jurisdiction.
We are not a law firm, and this page is not legal advice. We help prepare and coordinate statements that match the requirements of the consulate handling your file.
Diploma vs transcript
Diploma
Because the original diploma is usually a keepsake, the registrar commonly signs a statement that references or attaches the diploma. The statement — not the decorative diploma itself — carries the notarized signature that is apostilled. Always confirm the consulate's expectation before altering or attaching anything to an original.
Transcript
Transcripts are often issued fresh for the purpose, sealed by the school. The registrar may sign a statement attached to the official transcript, or sign the transcript directly, before a notary. Complete transcripts — every page, including the grading key — are generally expected.
Common mistakes
Copy certification only
A notary certifying a photocopy does not create a school official's signature.
No school official signature
The statement must be signed by an authorized official, not the student.
Signature not properly notarized
The official must sign before the notary with a valid notarial certificate.
Wrong notarization
A jurat vs acknowledgment mismatch or incomplete certificate can stop the apostille.
Apostille from the wrong state
The apostille must come from the state where the notary is commissioned.
Name or title missing
The official's printed name and title should appear on the statement.
Detached or improperly executed
Pages separated from the statement or unsigned attachments invite rejection.
Relying on a school seal alone
An embossed seal does not replace notarization of the official's signature.
Frequently asked questions
What is a double statement letter?
It is a signed, notarized statement from an authorized school official confirming that your diploma or transcript is authentic. The notarized signature can then be apostilled for use with an Italian consulate.
Does my diploma need to be notarized?
In most Declaration of Value files, the diploma is supported by a registrar statement that is notarized, rather than the decorative diploma being notarized on its own. Confirm the approach with your consulate.
Does my transcript need to be notarized?
Usually the registrar's signature on or attached to the official transcript is notarized so it can be apostilled.
Can a registrar sign the statement?
Yes. The registrar or an assistant registrar is the most common signer.
Can the statement be printed on school letterhead?
Yes — letterhead is recommended because it clearly identifies the issuing institution.
Can a notary simply certify a copy of my diploma?
Generally no. A copy certification does not carry a school official's signature, and is one of the most common reasons files are returned.
Can the school notarize my documents?
Many schools have a notary on staff who can notarize the official's signature. The notary must not be the same person signing the statement.
What happens if my school does not have a notary?
The official can sign before any commissioned notary, or a travel notary can meet the official at the school.
Can you arrange a notary for my school?
Yes. We can coordinate a travel notary to meet your school official in many areas.
Does every Italian consulate require the same format?
No. Formats and expectations vary by consular jurisdiction, so we prepare statements to match the consulate handling your file.
Need help preparing your academic documents?
We prepare, authenticate, coordinate translation for, and submit Declaration of Value files for Italian consulates across the United States.
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