A transcript request form allows students or former students to request their academic records from an educational institution. This form can be used to obtain either an unofficial or official transcript from high schools, colleges, universities, trade schools, or other educational entities.
It requests the individual’s academic history, including details such as grades, courses completed, and graduation status.
When to Use
In certain situations, you may be required to prove your academic history and enrollment in a school, and you will have to request an official academic transcript. It can be necessary when you are:
- Applying to a new high school or college
- Transferring schools
- Applying to graduate or professional school (i.e., law or med school)
- Applying for a job
Most universities and colleges require you to pay a fee when submitting a transcript request form. Before submitting your paper, check with your university or college’s registrar to know how much you should pay.
What to Include
Include the following information in your transcript request form:
- Full name
- Date of birth
- Phone number and email address
- Institution you attended
- Dates you attended the school
- Student ID number
Additional information:
- Indicate if you are requesting an official or unofficial transcript.
- Provide the destination of the transcripts (e.g., employer, school). Include contact details if necessary.
- Attach payment or proof of payment for the transcript. Refer to your school’s guidelines.
- Mark the request as urgent if necessary to expedite the process.
- Include proof of ID, a copy of your degree, or any additional documents if required by the institution.
IMPORTANT: Unofficial vs. Official Transcripts
When you’re filling out a transcript request form, you can specify whether you want an official or unofficial transcript. Your former educational institution sends an official transcript in a sealed envelope directly to the organization that needs it. An official transcript also has the registrar’s signature. An unofficial transcript is simply for your records.
Transcript Ordering Process
Here’s an overview of the transcript ordering process:
- Place order: Follow your school’s instructions for placing a transcript request.
- Order sent to school: The school processes the request and determines delivery methods and costs.
- School processes order: For electronic orders, your school will upload a PDF of your transcript. Paper transcripts will be mailed to you.
- Order delivery: You will receive transcripts via the selected delivery method. You have 30 days to download your electronic order.
Payment Instructions for Transcript Requests
Before submitting your request, check your institution’s guidelines on transcript fees and payment methods. Most schools allow you to pay through the registrar’s office portal, while some may require a check or money order.
Tips for Writing a Transcript Request
Remember to keep these tips in mind when writing your transcript request letter:
- Be concise: Limit your letter to no more than three paragraphs.
- Prepare ahead: Contact your school to confirm what should be included and how to pay.
- Send promptly: Submit your request early to allow for processing time.
- Reference attachments: Mention any attached documents, such as proof of ID or payment.
Sample
Download our transcript request template, which is available in both PDF and Word formats:
Frequently Asked Questions
Where Do I Request a Transcript?
You can request an official or unofficial transcript from your school’s registrar or guidance office.
If you’ve requested an unofficial transcript, the school will send the transcript directly to you. On the other hand, if you’ve asked for an official transcript, the school will send the transcript directly to your employer or school. Official transcripts are always shipped in a sealed envelope to prevent tampering; if the envelope is opened, the transcript will no longer be considered official.
Some postsecondary schools may require you to pay a small fee for requesting and sending out an official transcript. These fees are usually paid and processed online through the registrar’s office portal.
How Long Does it Take to Request a Transcript?
How long a transcript request takes depends on the kind of transcript you’re requesting. For example, if your employer or prospective school accepts electronic transcripts, it may take a day for your current school to process your request for an electronic transcript. If you’re requesting a hard copy transcript, it may take up to a week for your school to process your request.
When Will Employers Check my Transcript?
An employer may check your transcript to verify your educational background if you’re applying for a high-level job that pays a lot of money. If you’re applying for an entry-level job that doesn’t have any significant educational requirements, an employer may choose not to check your transcript.
