Introduction
When applying to study abroad, one of the most important steps is submitting your academic transcripts — official records of your past academic performance. These documents allow foreign universities to assess your eligibility for admission. However, the process of requesting and sending transcripts to international institutions varies depending on your school, country, and the destination university’s requirements.
This guide outlines a clear, step-by-step approach to requesting and sending transcripts properly in 2025, while setting realistic expectations for students applying to universities around the world.
What Are Academic Transcripts?
An academic transcript is an official record issued by your current or previous school that shows:
- Course titles
- Grades or marks
- Credits earned
- Degree status (if applicable)
- Official school seal or registrar’s signature
Some institutions also require a certified English translation if your transcript is in another language.
Types of Transcripts
| Type | Description |
|---|---|
| Official Transcript | Sealed, signed, and often sent directly by the school to the university |
| Unofficial Transcript | A student-accessible version, usually downloadable or printed from a portal |
| E-transcript | A secure, digital version sent via an official online platform |
Step-by-Step Guide to Requesting and Sending Academic Transcripts
✅ Step 1: Check Requirements of the Foreign University
Before requesting your transcript, review the university’s official admission guidelines.
Look for:
- Preferred format (physical, PDF, or digital portal)
- Accepted delivery methods (email, postal mail, online system)
- Address or recipient email details
- Whether they accept unofficial transcripts temporarily
Tip: Some universities require transcripts to be sent directly from the issuing institution, not by the applicant.
✅ Step 2: Contact Your Current or Previous School
Visit the registrar’s office, exams unit, or academic affairs office, depending on your institution.
Prepare to provide:
- Your full name and student ID
- Graduation year or period of study
- Number of copies required
- Destination addresses or emails
- Purpose (e.g., “For admission to [University Name]”)
Documents you may need:
- Valid ID
- Application form (school-specific)
- Payment confirmation (if required)
✅ Step 3: Pay Any Required Transcript Fees
Some institutions charge a processing or courier fee.
| Service | Estimated Cost (USD) |
|---|---|
| Local pickup or printing | $5–$20 per copy |
| International mailing | $25–$60 per destination |
| Certified translation (if needed) | $20–$50 per page |
Disclaimer: Prices vary by school and location. Confirm exact fees directly with your institution.
✅ Step 4: Confirm Delivery Method and Timeline
Ask your school how and when transcripts will be delivered.
Delivery Options:
- Courier (e.g., DHL, FedEx): For physical copies
- Institutional Email: Sent directly from registrar to the university
- National Portal: In some countries (e.g., Nigeria’s ETX-NG, India’s DigiLocker)
Delivery Timeline:
- Standard processing: 5–15 working days
- International shipping: 5–10 business days
✅ Step 5: Follow Up With Both Institutions
After sending, confirm:
- With your school: That the transcript was dispatched
- With the receiving university: That it was received and is acceptable
If required, request a tracking number or delivery confirmation from the courier or registrar.
Common Issues and How to Avoid Them
| Issue | Solution |
|---|---|
| Delayed processing | Request early (at least 1–2 months before application deadline) |
| Wrong address | Double-check destination info before submitting request |
| Transcripts not in English | Request a certified translation along with originals |
| Missing stamp or signature | Always verify that the registrar seals and signs the envelope properly |
Frequently Asked Questions
Q1: Can I send transcripts myself via email or courier?
Only if the university explicitly allows it. Most universities require official transcripts to come directly from your school.
Q2: What if my school doesn’t offer electronic transcript services?
You can request physical transcripts to be sealed and mailed manually. Use a trackable courier for international destinations.
Q3: Are unofficial transcripts acceptable?
Some universities allow unofficial transcripts during the initial application stage but will require official ones before enrollment.
Conclusion
Sending academic transcripts to foreign universities is a key part of the application process that requires careful planning. Understanding the destination university’s requirements, working closely with your school’s registrar, and using official channels can help avoid delays or rejections.
Start early, double-check the submission format, and follow up professionally. These steps can help ensure your academic records arrive safely and on time.
