A Student's Guide to Transcript Certificate

Are you a student who wishes to pursue your education at the best universities abroad? If you answer yes, you will have doubts regarding the documents required during the admission process. Nowadays, every other foreign university requires transcripts while applying to colleges. It is key to understanding how to obtain this certificate and its importance while applying for study abroad programs/higher education. This detailed blog lists the essentials for transcript certificates and how to obtain one. 

What Is a Transcript Certificate?

To put it in simple words, a transcript certificate is an official document that is issued by your university/college. It contains a detailed list of the subjects in your curriculum and the marks/grades in each subject. The certificate serves as a proof of education, containing important details about the student, like names of the student, the institution and the board of education. Most admission committees of foreign universities ask for supporting documents related to academic qualifications during the application process. Based on the completion status of required undergraduate/postgraduate courses, the committee determines the student's eligibility in the program of their choice.

Types of Transcript Certificates

There are two types of transcript certificates that are issued by universities. Let us learn more about both of them in brief:

1. Official Transcript

The documents that are certified by the accredited university containing the record of courses, exams and grades obtained is called an official transcript. Universities submit them via mail/courier to the institution of the student's choice.

2. Unofficial Transcript

Copies of student scores without a stamp or certification are called unofficial transcripts. Using your student account, you can download the transcripts from your university's website.

What Will a Transcript Certificate Include?

An academic certificate mainly consists of the following details:

1. Name of the institution (College/university)
2. Address of the institution
3. The institution's accreditation
4. Name of the student
5. Date of birth of the student
6. Name of the degree earned
7. Duration of the course
8. Date and year of completion of the course
9. List of subjects studied by the student
10. The grades/marks obtained by the student in each subject
11. Consolidated marks of the student

Need of a Transcript Certificate

The transcript certificate/transcript of records (ToR) must be submitted while applying abroad for graduate, postgraduate and PhD degrees. Transcripts help the colleges shortlist candidates during the admission process based on the candidates' performance in their previous institutions. It is a well-known fact that every country has its grading system. The transcript allows the universities the flexibility to convert the grades in the transcript to their grade point system and assess accordingly.

How To Apply For A Transcript Certificate?

Given below is a simple three-step process that students can use to request a transcript certificate, guaranteeing a smooth process during the application steps:

1. Contact Your Institution

Contact your previous institution and visit the place in person to fill out the transcript request form. Create a list of all the schools you have attended and request transcripts from each. Take the help of the admissions office to assist you with the certificate. Request the older institutions to submit fast-track applications to the schools of your choice based on the importance of receiving them. 

2. Fill Out the Transcript Request Form

Attach the request form and the required documents (application form, copies of mark sheets and degree certificates, copies of photo ID, payment receipt, and acknowledgement receipt of the application) along with the transcript application. Another alternative would be to fill out an online form to submit the transcript request, which may incur additional costs to process the application.

3. Submit the Transcript Certificate to Institutions

Once you receive the certificate, submit it to the institutions of your choice. It is important to note that most institutions only accept academic transcripts and reject unofficial ones. Keep taking follow-ups with the institutions after sending them the certificate.

Degree vs. Diploma vs. Transcript Certificate

There is a major difference between a transcript certificate and a degree/diploma certificate. A degree/diploma certificate is a document that shows that you have passed a course but does not contain the list of subjects and their respective marks/grades. It does not give any further information other than the pass or fail status of the student. A legitimate certificate should contain the details of the subjects mentioned above. 

Advantages Of Transcript Certificates

Let us read through some of the advantages of transcript certificates that will aid you during the college application process:

1. Transfer of Schools

The school administrator reviews the students' certificates and decides whether they are eligible for admission to the institution. It acts as a principal document for students who wish to transfer to a new school, which gives them a bonus of transferring credits while switching schools.

2. Placements

Few placement agencies and companies require the certificate during interviews. The certificates help the interviewers examine the students' calibre based on their past academic performance and select them for the job role that suits them the best. It is a great practice always to carry certificates to interviews to avoid being disqualified.

3. College Admission Applications

A transcript certificate provides the staff at the admissions office with the information required to determine the applicant's eligibility for university admission. It shortens the time the application reviewers take to verify multiple unorganised documents.

Documents Needed Along with a Transcript Certificate

A transcript certificate is one of the many documents that need to be submitted along with the application form while applying to universities abroad. Here are some documents to name a few:

1. Completed application form and the application fee
2. Academic transcript/Marksheet
3. SAT/GRE/GMAT/ACT entrance test scores
4. Backlog certificate
5. English language proficiency test scores
6. Statement of Purpose
7. Letters of recommendation
8. Curriculum Vitae (CV)
9. Personal essay
10. Copy of the passport
11. Financial documents

Tips For Getting A Transcript Certificate

Given below are some of the useful tips that will help you obtain a transcript certificate:

1. Mention Relevant Details

Ensure you mention the relevant details, like the student's identity number, years attended at the school, courses opted for and the graduation date. The step has to be taken care of before you mail the transcript request letters to your previous institutions. Refer to the acknowledgement of process fees in the mail if applicable. It helps college authorities send out your transcripts as soon as possible. 

2. Elaborate on the Urgency of the Transcripts 

It is common for the college authorities to give you a response which can directly affect your admission to your desired university. Refer to how urgently you need the transcript while requesting the certificate. Mention the reasons behind the request by providing information about the institution requesting your details. Do the same process the other way around to ensure a faster reply and increase your chances of getting into the university of your choice.

3. Error Checking

Check for any grammatical, punctuation or factual errors within the transcript and keep the letter brief. Professional language is a must while mailing college authorities.

Transcript Request Letter Template

We have provided you with a template of a transcript letter that you can follow while writing your own:

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From

[Your Name]

[Address]

[Date]

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To

[Recipient's Name]

[Address]

‍

[Subject]

‍

Dear Mr./Ms. [Recipient's name],

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I was a student at [name of institution] in [mention period]. It is a great honour and privilege to be a part of this institution due to the high-quality education I received here. I hereby write to request my transcript, which I require to apply for higher education. I wish to further my studies at [name of the institution].

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As a requirement, the university has asked me to provide a transcript to confirm my eligibility.

I would highly appreciate your consideration.

‍

Yours sincerely,

[Your name]

Transcript Request Letter Example

Below is an example of a Transcript Request letter:

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From

Amar Akbar

BP Lane

Mumbai, Maharashtra

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To

Shahzeb Khan

The NCS School

Pune, Maharashtra

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Subject: Request for transcript

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Dear Mr. Khan,

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I am writing this letter to request a copy of a transcript with an enclosure of ₹1500 towards the processing fee, as outlined in the institution's guidelines. I graduated from NCS school in 2018, and being a part of this excellent institution has been an honour.

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I wish to take my Bachelor of Engineering in Mechanical Engineering from Vishwa College. The institution has asked me to submit an official transcript from my former institution to verify my eligibility to pursue the course. I would appreciate receiving the transcript at the below-mentioned address at the latest.

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I am providing you with my student ID number, 240906 and my date of birth, 12/12/2002 for your convenience.

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I look forward to your prompt response.

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Yours sincerely,

Amar

We hope that the blog has shed light on transcript certificates and their two types, needs, application process, tips and advantages. To know more about academic transcripts, read our guide and ways to get them. If you want to know more about different college programs, check out our blog on degree vs. certificate programs and short certificate programs that pay well.