Academic Transcript Certificate: Meaning, Procedure, and Sample

Do you want to apply to a foreign university and are confused about an academic transcript or transcript certificate? All foreign universities require a transcript certificate to be submitted along with the application. A transcript certificate is a document which has the list of subjects you studied and the marks or grades you got in the university/ institution. In this article, we have provided detailed information regarding the academic transcript certificate and how to get one.

Table of Contents

• What is an academic transcript?
• What are the common names for academic transcripts in India?
• What will an academic transcript include?
• What is the difference between a degree, a diploma, and an academic transcript?
• Why is an academic transcript or transcript of records (ToR) needed?
• How to get an academic transcript certificate?
• How to send an academic transcript to a foreign university?
• What documents are needed along with an academic transcript?
• Transcript Request Sample

What is an academic transcript?

A transcript certificate or academic transcript is an official document issued by your college/school or university which will have a detailed list of the subjects you have studied and the marks or grades you got in each subject. It will also contain various important information about the student. This academic transcript as proof of education is an important document to be submitted when you apply for any further studies.

What are the common names for academic transcripts in India?

The common name for an academic transcript in India is a 'mark sheet'. This means the 'mark sheet' and academic transcript are the same. There are other common names for academic transcripts used in India. They are:

• Mark Sheet
• Mark List
• Report Card
• Grade Card
• Diploma Supplement
• Academic Certificates
• Statement of Learning
• Transcript of Records (ToR)
• Cumulative Record File (CRF)
• Permanent Record

This does not mean that you need all the above records to apply for further studies. This simply means that all the above is the same certificate. You just need any of these.

What will an academic transcript include?

An academic transcript mainly will include a list of subjects and marks or grades obtained by the student in each subject. However, it will contain other useful details of the student as well, like name, date of birth, parents' name, etc.

Mainly, an academic transcript will contain:

• The name of the institution (school/college or university)
• The address of the institution
• Accreditation held by the institution
• Name of the student
• Student's ID number
• Date of Birth of the student
• Name of the degree earned
• The duration of the course
• The date and year of completion of the course
• List of the subjects studied by the student
• The marks or grades scored by the students in each subject
• Consolidated marks of the student

What is the difference between a degree, a diploma and an academic transcript certificate?

An academic transcript or transcript certificate is not the same as a degree certificate or diploma certificate. A degree/diploma certificate indeed shows that you have passed a course. However, the fundamental difference is that a degree/diploma certificate does not contain a detailed list of the subjects you have studied and the marks you have got.

A degree/diploma certificate simply states that you have passed a certain course offered by a certain college or university and does not contain any further information. However, an academic transcript must contain a detailed list of subjects you have studied and marks or grades you have got in each subject.

Why is an academic transcript or transcript of records (ToR) needed?

An academic transcript or transcript certificate or Transcript of Records (ToR) is an essential document to be submitted when applying for a foreign university. Let it be for a graduate course, a postgraduate course or for a PhD, an academic transcript is a must. Based on this certificate, only the universities assess your academic performance in your previous place of study.

An academic transcript is a legitimation that the student applying for a course is qualified for the post they are applying for. Also, each country has their own grading system. An academic transcript makes it flexible for the universities to grade the student's marks or grades according to their grading system.

How to get an academic transcript certificate?

Usually, all the school boards, colleges and universities issue a mark sheet which is equivalent to an academic transcript, after the completion of a course. If your university has not issued one, you can apply for issuing one. Only your previous institution of study is authorised to issue an academic transcript or transcript certificate.

If you are in the final year of a course and still want to apply to a university for further studies, you can request your current institution to issue a provisional academic transcript or an interim one. Or you can submit any document which is a proof of your academic performance.

How to send an academic transcript to a foreign university?

Now you have the academic transcript. Then how to send it to any foreign universities? The process can be tedious and time-consuming. Let us check how it can be done, for US, UK, Canadian universities.

Sending an academic transcript to 'US' universities:

• Contact the Registrar's Office of your educational institution: Ask your educational institution's Registrar's Office to send an official copy of your academic transcripts directly to the US university where you want to apply. Many universities have specific requirements for transcripts, so ask if there are any special instructions.
• Request an electronic transcript: Many educational institutions now offer electronic transcripts that can be sent directly to US universities. Check with your Registrar's Office to see if this option is available.
• Use a transcript delivery service: There are many transcript delivery services that can send your academic transcripts to US universities for a fee. Some of the popular ones include Parchment, National Student Clearinghouse, and Credentials Solutions. Check with your educational institution to see if they have a preferred service.
• Check the deadline: check the application deadline for the US university to where you want to apply and give enough time for the transcripts to be sent and received before the deadline.
• Follow up: It's a good idea to follow up with the US university to make sure that they have received your academic transcripts.

Sending an academic transcript to 'UK' universities:

• Contact the Registrar's Office of your educational institution: Ask your educational institution's Registrar's Office to send an official copy of your academic transcripts directly to the UK university where you want to apply. Many universities have specific requirements for transcripts, so ask if there are any special instructions.
• Request a certified copy: Some UK universities may require certified copies of your academic transcripts. Check with the university to see if this is a requirement.
• Use a transcript delivery service: There are many transcript delivery services that can send your academic transcripts to UK universities for a fee. Some of the popular ones include World Education Services, Educational Credential Evaluators, and Transcript Research. Check with your educational institution to see if they have a preferred service.
• Check the deadline: Check the application deadline for the UK university where you want to apply and give enough time for the transcripts to be sent and received before the deadline.
• Follow up: It's a good idea to follow up with the UK university to make sure that they have received your academic transcripts.

Sending an academic transcript to Universities in 'Canada':

Similarly, if you need to apply to universities in Canada, the procedure is the same, but the transcript delivery services to Canada include - World Education Services, International Credential Assessment Service, and International Qualifications Assessment Service.

But before sending out your application, remember to always check with the foreign university where you want to apply for any specific requirements or instructions for sending academic transcripts.

What documents are needed along with an academic transcript?

When applying for foreign universities, they have several documents that need to be sent along with the application form. An academic transcript is just one of the many documents that needs to be sent. The documents that need to be sent, along with the academic transcript, include:

• Completed application form and application fee
• Academic Transcription (Or mark sheet)
• Entrance test scores such as SAT/ ACT/ GRE/ GMAT
• Backlog certificate
• English language proficiency test scores
• Statement of Purpose
• Letters of Recommendation
• CV
• Personal essay
• Copy of passport
• Financial documents

Transcript Request Sample

Usually, your school board/university/college will issue an academic transcript after the completion of the course. However, in case you need to request an academic transcript, or an interim one, you can write the request by following this sample.

From

<Student name>

<Institution name and address>

To

<Registrar>

<School board/University/College name and address>

Respected Sir/Madam,

I have been a student at <institution name> under <university/board name> and have attended the <university/school> since <year>. I have now <graduated/about to be graduated> and have applied for a position in <future college/university/workplace> and they have asked for a full academic transcript to be provided. 

Since I have not received an academic transcript yet, I request you to issue me <an academic transcript/interim academic transcript>. I hereby provide my student identification number <student-id> and date of birth <date-of-birth> to help you access my file quickly. Kindly send the academic transcript to my home address, <home-address> at the latest. 
Please treat this request with urgency. 

Thank you, 

Yours truly, 

<Student name>

<Signature>

(Please remember that this is just a sample, and you have to customise it according to your requirements.)

FAQ

1. What is the difference between a mark sheet and an academic transcript certificate?

There is no difference between a mark sheet and an academic transcript certificate. In India, a mark sheet or a mark list is the same as an academic transcript. An academic transcript is supposed to contain a detailed list of the subjects a student has studied and the marks or grades they have scored in each of the subjects. This is what a mark sheet essentially is.

 2. Can a final-year student get an academic transcript?

Usually, all the school boards, colleges and universities issue a mark sheet which is equivalent to an academic transcript, after the completion of a course.

If you are in the final year of a course, have not got your final mark sheet (academic transcript certificate) yet, and still want to apply to a university for further studies, you can request your current institution to issue a provisional academic transcript or an interim one. Or you can submit any document which is a proof of your academic performance like a Letter of Recommendation (LoR), previous years' mark sheets, etc.

3. What are official and unofficial academic transcripts?

Academic Transcripts are of two types. One is Official Transcripts, and the other is unofficial Transcripts. Official academic transcripts are the proof of education that your educational institution issues which contain the details about the courses the student has studied, and the marks obtained by them. Unofficial academic transcripts are the ones that are issued on a provisional basis. After the period of validity of the unofficial transcript expires, you need to get an official academic transcript.

4. Is an academic transcript the same as a degree certificate?

No. An academic transcript is not the same as a degree certificate. A degree/diploma certificate simply states that you have passed a certain course offered by a certain college or university and does not contain any further information. However, an academic transcript must contain a detailed list of subjects you have studied and marks or grades you have obtained in each subject. The most simple way for an Indian to understand is that an academic transcript is a 'mark sheet' or 'mark list’.

5. Do I need an academic transcript if I am applying for a university after 12th?

Yes. You need an academic transcript to apply for any foreign university after the 12th class. Here, you will need the detailed mark sheet or mark list of your 12th board exam to be submitted. This mark list will be your academic transcript.