How Do I Send My Transcripts?
So, what’s the best way to send your transcripts? How many should you order? Where do you send them? What if your transcripts aren’t in English?
We’re going to answer all your transcripts FAQs. Here’s what you’ll find in this article:
- What is an official transcript?
- How should I send my transcripts?
- How many copies do I need to send?
- What’s the difference between a “completed” transcript and a “final” transcript (and does it matter)?
- What are interim transcripts?
- My degree isn’t completed yet. What do I do?
- Are you sending your high school transcripts from British Columbia, Quebec, Alberta, or Saskatchewan?
- Why can’t I use unofficial transcripts?
- What’s a “grad letter”?
- What if my transcripts aren’t in English?
Ready? Let’s go!
What is an official transcript?
An official transcript is one that is
- emailed directly from your university to OzTREKK via an official transcript service like Parchment or MyCreds; or
- mailed directly from your university to OzTREKK.
To process your application(s), universities require your transcripts to be certified, which we do on your behalf.
How should I send my transcripts?
We’ll need a transcript from every institution you’ve attended since high school, including college, exchanges, transfer credits, or AP/IB studies.
By email (preferred): Ask your school(s) to send your up-to-date transcript directly to transcripts@oztrekk.com or through an official service like Parchment or MyCreds. If a password is required, use OZTREKK1 (all caps, no spaces). For PINs or character limits, use 1234.
By mail (only if email isn’t possible): Use FedEx or Purolator for the fastest delivery. If using Canada Post Xpresspost, please don’t request a signature to avoid delays.
OzTREKK
301–1 Sherbrooke St. E.
Perth, ON K7H 1A1 Canada
We’ll let you know as soon as your transcript arrives!
How many copies do I need to send?
We only require one copy of each transcript, even if you apply to multiple universities or programs. You must submit final transcripts (showing your degree/diploma is completed) from every institution you’ve attended.
If you have taken any IB or AP studies through your institution, we’ll require a separate transcript from those organizations, too.
What’s the difference between a “completed” transcript and a “final” transcript (and does it matter)?
A completed transcript will show all your completed courses but will be missing a line stating something like, “Credentials Awarded,” “Graduated,” or “Degree conferred,” and it won’t show the conferral date.
A final transcript will show the degree name (e.g., Bachelor of Science) with the conferral date; this is the date recorded on your transcript showing when your degree was officially recognized. They are usually only considered final after your convocation. Yes, it matters because we’re required to submit official final transcripts.
If you’re still in your last semester of study, we can submit your application with an interim transcript then send the updated final version once it’s available.
What are interim transcripts?
An interim transcript is your current, official academic record. It lists all your completed courses and grades to date and includes any courses you are currently taking (in progress), even if you haven’t finished your full program or degree. It’s often used by students who are still enrolled and provides a snapshot of their academic progress, usually for applications or other purposes until the final transcript is available.
For example, if you’re in the final year of a 4-year degree, your interim transcript will show your grades from the first 3 years, plus the first semester of your final year.
Many universities accept this document and may issue a “conditional offer” based on your performance so far. The condition is that you must later submit your final transcript proving you successfully completed your degree and met the required grades.
We recommend requesting your interim transcript during the final semester of your undergraduate program.
My degree isn’t completed yet. What do I do?
If you’re in your last semester, we can sometimes submit your application with an interim transcript, then send the final version once it’s available. This option may not work for all programs, so be sure to chat with your admissions team.
Be prepared to request a final transcript once it becomes available, usually about 4–6 weeks after you’ve finished your studies.
Are you sending your high school transcripts from British Columbia, Quebec, Alberta, or Saskatchewan?
Once you’ve finished your studies and your transcript is final, you’ll need to request a final copy from your provincial Ministry of Education. Final copies are typically not available in BC, Alberta, or Saskatchewan until late June/early July, so you’ll want to be in close contact during this time to make a transcript request.
The Australian universities will not accept a final high school transcript sent from your high school.
Why can’t I use unofficial transcripts?
Your entire education history must be supported by official documents, otherwise you could be disqualified for academic dishonesty. That’s why opened transcripts we receive from students cannot be certified as official. Transcripts we receive must come directly from your university, college, or secondary school board so that we can certify them.
If you’ve already arranged for your transcript to be mailed to you, please do not open the envelope once you receive your paper copy in the mail. Just pop the sealed transcript into another envelope and forward it to our office.
If you have opened your transcript, please order another one to be sent directly to our office.
What’s a “grad letter”?
Occasionally, we might ask that you have grad letter from your uni’s registrar’s office sent directly to our office. This is a standard letter that will indicate you’ve met your degree requirements and will show your expected conferral date. So, while you can submit an interim or completed transcript, they won’t show the conferral date. That’s where the grad letter will come in handy.
Don’t worry—we’ll let you know if you’re required to submit a grad letter.
What if my transcripts aren’t in English?
If your documents are not in English, you must provide full translation of each document, either prepared by your university or by a registered translator. You must not translate the documents yourself.
For translations, have your institution send OzTREKK your official transcript. We’ll certify it and email it to the translator of your choice, directly. Usually, the translators wait for your payment before completing the translation and returning it to our office.
Ask your school
Some institutions can provide English transcripts upon request. Check with your high school, school board, or university to see if they can do this for you. If not, you must have your transcripts translated by an official translator.
Using an official translator
The most important thing to remember? Ensure you use a certified/accredited official translator. You can find official translators through International Documents Canada. Here’s how it works:
1. Order your transcript from your educational institution and have them send it directly to your translator. If you’ve had it sent to you first, do not open the envelope. Put it in another envelope and mail it to the translator.
2. If your transcript is being sent digitally, request that the school board/Ministry of Education/registrar email it directly to your translator. It cannot pass through your inbox on the way.
3. The translator receives, translates, and certifies your transcripts as official.
4. The translator sends your translated transcript directly to us either by email or in a sealed envelope containing the certified translation, along with the original transcript.
What if I have an IB transcript?
For requests after July 5 (for May exam sessions) or December 16 (for November exam sessions), IB graduates can request for their transcripts to be sent directly to OzTREKK educational services by placing a request through rrs.ibo.org.
Choose “Request for results to Institutes of higher education,” then select the following:
Institute Country: Canada
Institute State: Ontario
Institute: OzTREKK Educational Services
Choose “Add transcript request,” which confirms you would like your transcript to be sent to us.
Prior to results (issued July 5 for May exam; December 16 for November exam) candidates are advised to contact the IB coordinator at their school for the request to be submitted.
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