Pursuing credential evaluation is a crucial step for anyone seeking to immigrate, study, work, or become professionally licensed in countries like Canada. These evaluations provide an official comparison between your international qualifications and the local education system. However, one common concern that many applicants face is the unavailability of original documents. Whether due to unforeseen circumstances such as loss, natural disasters, political turmoil, or simply having never received the originals, not having access to your academic documents can feel like a major obstacle.
The good news is that while original documents are typically a requirement for academic credential assessment, there are still paths forward. In this detailed guide, we will explore your options, potential solutions, how credential assessment agencies handle such cases, and what proactive steps you can take to ensure your evaluation moves forward smoothly.
Why Original Documents Matter
Original academic documents — including degree certificates, transcripts, mark sheets, and diplomas — serve as the foundation for a credential evaluation. They confirm the authenticity of your education, verify the awarding institution, and help the evaluators compare your qualifications against local academic standards.
Typically required documents include:
-
Final degree certificate or diploma
-
Official academic transcripts or mark sheets
-
Secondary school certificates (if applicable)
-
Proof of name changes (if names differ across documents)
These documents usually must come directly from the issuing institution or be presented in a sealed envelope with an official stamp. Without these originals, agencies cannot always guarantee the integrity of your educational record.
Common Reasons for Not Having Original Documents
There are several legitimate reasons why applicants may not have their original documents:
-
Lost or damaged documents due to natural disasters, relocation, or mishandling
-
Institutions no longer exist, making it difficult to retrieve historical academic records
-
Political conflict or unrest making it unsafe or impossible to contact the institution
-
Educational records held by government departments or third-party agencies
-
Incomplete studies, resulting in no final certificate or transcript
-
Documentation retained by previous employers or embassies, especially for government-sponsored students
Whatever the reason, it is essential to communicate the situation clearly when applying for an academic evaluation.
What Can You Do If You Don’t Have Original Documents?
While lacking original documents presents a challenge, it doesn’t necessarily mean you cannot proceed with the credential evaluation process. Below are practical steps and alternative options you can explore.
1. Contact Your Academic Institution
Your first step should be to reach out to your former college or university to request replacement documents. Many institutions offer:
-
Duplicate degree certificates or transcripts
-
Official copies sent directly to the evaluation agency
-
Digital document transmission services (through secure university portals or verified third-party providers)
Be prepared to provide identification, details of your program, and possibly pay a fee for re-issuance.
2. Request Documents to Be Sent Directly to the Evaluation Body
Most evaluation agencies accept academic documents that are sent directly from the institution. Even if you don’t have your originals in hand, your university can send:
-
Official transcripts in a sealed envelope
-
Electronic documents through verified digital platforms
-
Attested copies with a covering letter
This is often the preferred method as it minimizes the risk of tampering and confirms document authenticity.
3. Submit Alternative Documentation (If Permitted)
In some exceptional cases, agencies may accept alternative or supporting documents if original records are unobtainable. These can include:
-
Provisional certificates
-
Certified copies issued by a government body or professional licensing agency
-
Academic records retained by foreign embassies or employers
-
An official letter from the institution confirming your education details
Note that acceptance of these documents is not guaranteed and is usually reviewed on a case-by-case basis.
4. Explain Your Situation in Detail
When applying, include a cover letter or explanation outlining:
-
Why you are unable to submit original documents
-
What steps you’ve taken to retrieve them
-
Any official correspondence or proof of attempts made
Transparency and documentation strengthen your case and may help evaluators determine whether an exception or alternative procedure is possible.
What Are the Risks of Not Having Originals?
If you proceed without original academic records, there are some potential outcomes:
-
Delays in evaluation: Agencies may pause your application until official documents are received.
-
Incomplete report: The evaluation may be limited or annotated, indicating incomplete information.
-
Rejection of application: If sufficient documentation cannot be verified, the agency may be unable to complete your assessment.
-
Ineligibility for certain uses: Incomplete evaluations may not be accepted by immigration authorities, universities, or licensing bodies.
Working with Third-Party Assistance
If retrieving documents is especially difficult due to distance, language barriers, or bureaucratic challenges, you may consider working with a trusted academic documentation service. These professionals can:
-
Liaise with your institution on your behalf
-
Request and dispatch transcripts and certificates
-
Navigate institutional red tape more efficiently
-
Ensure compliance with evaluation requirements
However, always verify the legitimacy of such services before proceeding, and choose a provider experienced in international credential verification.
How to Prepare If You Anticipate Trouble Getting Originals
If you suspect in advance that you may have trouble obtaining original academic records, follow these best practices:
-
Start the document request process early — it may take weeks or months
-
Gather all available academic records, even if unofficial
-
Obtain sworn translations of any non-English or non-French documents
-
Save email correspondence with institutions as proof of your efforts
-
Consider contacting alumni networks for guidance on the process
Conclusion
Not having your original academic documents may feel like a roadblock, but it doesn’t necessarily mean that credential evaluation is out of reach. With clear communication, persistence, and alternative approaches, many applicants are still able to complete their evaluation process successfully.
The key lies in being proactive: reach out to your institution, understand what your chosen evaluation agency requires, and keep records of every communication and document request. If you’re facing unique challenges, seek professional help from credential experts or documentation agencies who can guide you.
