Submitting documents for academic credential evaluation is a vital step for individuals seeking education, immigration, employment, or professional licensure in a new country. One of the most common questions asked by applicants is whether they can send their academic documents by email for the purposes of evaluation. Given how the digital age has transformed communication and document handling, this question is not only valid but increasingly relevant.
However, while email offers a convenient and immediate way to transmit information, credential evaluation agencies operate under strict policies to ensure the authenticity and integrity of educational records. This means that simply attaching your documents to an email and sending them may not always fulfill the requirements of a formal academic assessment.
This detailed blog explores the nuances of email document submission in the context of credential evaluations — including when it is accepted, when it is not, alternatives to email, and best practices to avoid delays or rejection.
Understanding the Importance of Document Authenticity
Credential evaluation bodies assess foreign academic credentials to determine their equivalency to local educational standards. These agencies need to verify that the documents they receive are:
-
Genuine (not tampered with or falsified)
-
Complete (including all necessary pages, seals, and translations)
-
Official (issued or verified by the educational institution)
Because of the risks of fraud and unauthorized alterations, many credential evaluation agencies have strict rules regarding how documents should be submitted. The method of submission can impact whether your evaluation will be accepted or considered valid by immigration authorities, employers, or licensing boards.
Can You Submit Documents by Email?
The short answer is — it depends. Not all evaluation bodies accept academic documents submitted directly by email from the applicant. Here’s a breakdown of scenarios where email submission might or might not be allowed.
1. Documents Submitted by the Applicant
Most agencies do not accept academic documents sent by applicants themselves via email. This includes scans, photos, or PDFs of certificates, transcripts, or mark sheets that you email directly to them.
The reasons for this include:
-
The potential for document alteration
-
Lack of verification from the issuing institution
-
Email attachments lacking secure digital signatures or encryption
In such cases, if you send documents via email yourself, the agency may either reject them outright or use them only for initial review, pending receipt of official copies.
2. Documents Submitted Directly by the Institution
Some agencies may accept documents sent by email directly from your university, board, or college, if specific conditions are met. These include:
-
The email is sent from an official institutional email address (e.g., registrar@universityname.edu)
-
The documents are attached as certified, password-protected PDFs
-
A covering letter or authentication note is included
-
The institution follows the document submission protocol specified by the evaluation agency
This method is considered more reliable and secure because the institution is vouching for the authenticity of the documents.
3. Secure Electronic Document Portals
Instead of conventional email, many agencies now accept documents through secure digital platforms. Some universities are part of document exchange systems such as:
-
Digitary
-
My eQuals
-
TrueCopy
-
National Student Clearinghouse
-
Parchment
If your university uses such a platform, documents can be transmitted electronically in a way that is verifiable, traceable, and protected — offering a modern alternative to traditional email.
When Email Submission May Be Temporarily Permitted
In rare circumstances, such as during global crises, natural disasters, or institutional closures, some credential evaluation services may temporarily adjust their policies and accept emailed documents — even from applicants. However, this is typically done:
-
On a case-by-case basis
-
With the understanding that official documents must follow later
-
With proper justification and documentation of the issue
Applicants should always contact the evaluation body in advance and explain their situation before submitting anything by email.
Risks of Email Submission
Submitting documents by email — especially when done improperly — can result in:
-
Rejection of your application
-
Delays in processing time
-
Requests for resubmission via official methods
-
Confusion due to missing information or invalid file formats
Therefore, it’s essential to check the current document submission policy of the agency before you take any action.
Best Practices for Email Submission (If Allowed)
If you receive explicit instructions or permission to submit documents via email, follow these best practices:
-
Use a professional email address and maintain a clear subject line (e.g., “Academic Records – [Your Full Name] – Credential Evaluation”).
-
Attach documents in PDF format and avoid low-quality scans or images.
-
Include a detailed cover letter explaining what documents are attached and their relevance.
-
Ensure that documents are complete, including all pages of transcripts, certificates, or translations.
-
Do not send ZIP or RAR files unless instructed; they may be blocked by the agency’s email security filters.
-
If your institution is sending documents, confirm the agency’s approved institutional email list or digital transfer method.
Alternatives to Email Submission
Given the limitations of email, here are alternative, preferred methods for sending academic records:
-
Direct postal submission of sealed official envelopes
-
Digital submission via secure portals affiliated with your university
-
Third-party transcript services authorized by your institution
-
Courier delivery with tracking options
Choosing one of these alternatives ensures greater compliance with official requirements and improves your chances of timely assessment.
Final Thoughts
While the convenience of email makes it a tempting method for submitting your academic documents, it is not always accepted — especially when documents are sent by the applicant. Evaluation agencies prioritize integrity, security, and institutional verification, which is why they often require documents to be sent directly by your university or through secure transmission systems.
If you’re considering submitting documents by email, your best course of action is to consult the most recent document submission guidelines from the credential evaluation provider and confirm whether email submission is permissible in your case. Where email is allowed, be meticulous with formatting, document clarity, and your explanation of context.
