When applying for a credential evaluation, one of the most common and practical concerns among applicants is whether the documents submitted as part of the process will be returned. Academic documents—such as transcripts, degree certificates, mark sheets, or other official records—are often difficult to obtain again, especially if they were issued years ago, come from closed institutions, or involve lengthy bureaucratic procedures. For many individuals, these documents hold significant academic, emotional, and sometimes legal value.
So, what happens to your documents once you’ve submitted them for evaluation? Will you get them back? Should you send original documents or certified copies? Are there ways to protect your documents during the submission process? In this detailed blog, we explore these questions and offer guidance on how to handle your valuable academic records during the credential evaluation process.
The Role of Document Submission in Credential Evaluation
Credential evaluation agencies require academic documents to verify and assess your educational background. These documents are used to determine the comparability of your foreign qualifications to the education system of the country in which you’re seeking recognition—for education, employment, licensure, or immigration.
Depending on the type of evaluation you are applying for (basic, general, or course-by-course), the required documents may include:
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Degree or diploma certificates
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Official academic transcripts or mark sheets
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Medium of Instruction certificates
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Syllabi or course descriptions
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Secondary school results (if applicable)
Agencies have strict policies regarding the format, authenticity, and method of submission for these documents. But what they do with those documents after evaluation is a matter governed by internal policy, document type, and submission method.
Will Your Documents Be Returned?
Whether your documents are returned or retained depends on several factors:
1. Type of Document Submitted
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Original documents such as physical degree certificates or mark sheets are generally not returned once submitted, unless explicitly stated otherwise.
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Certified copies, when accepted, are often retained by the agency as part of the permanent application record.
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Electronic documents sent through secure portals or digital verification services are not returned, as they exist in a digital-only format.
2. Submission Method
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Documents sent by the applicant directly are sometimes considered personal property and, depending on the agency, may be returned.
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Documents sent directly by the institution to the evaluator (either by mail or electronically) are usually not returned and are kept for verification purposes.
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Sealed envelopes, once opened for evaluation, may not be resealed and returned, especially if the evaluator needs to retain the documents for record-keeping or future inquiries.
3. Agency Policy
Credential evaluation agencies generally maintain policies that emphasize document retention for quality control, security, and future verification needs. This means:
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Documents may be archived permanently or for a specific period after evaluation.
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In rare cases, original documents may be returned only upon request, and this must be made at the time of application.
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Some agencies explicitly mention that documents become the property of the evaluator once submitted and will not be returned under any circumstances.
Why Are Documents Not Usually Returned?
There are several reasons why evaluation agencies retain documents:
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Verification records: Retaining documents ensures that the agency can re-verify or provide follow-up information if needed by licensing bodies, universities, or immigration offices.
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Archival purposes: Documents are often archived to support repeat applications or future re-evaluation requests.
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Security concerns: Handling the return of sensitive documents via mail carries the risk of loss, theft, or damage, which evaluators prefer to avoid.
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Policy consistency: Agencies must apply uniform rules to all applicants, and returning documents for one but not others could create legal or procedural issues.
Can You Request Your Documents Back?
In some cases, yes—but only under certain conditions:
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You must make the request before or during the application process, not after the evaluation is completed.
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Some agencies allow return of original diplomas or certificates if specifically requested in advance and only if alternative forms of verification (such as certified copies) were provided.
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Return is typically done at the applicant’s expense, and you may need to provide a prepaid envelope or arrange courier pickup.
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Even if return is permitted, transcripts or other official academic records sent directly by institutions will almost never be returned, as they are considered official institutional communications.
How to Protect Your Valuable Documents
Since there is a risk of not receiving your original documents back, it’s essential to protect your records proactively:
1. Avoid Sending Originals
Where possible, do not send original degree certificates or mark sheets unless explicitly required. Use:
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Attested copies by your university
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Notarized or certified true copies (if accepted)
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Digital versions verified through official portals
2. Request Documents to Be Sent Directly by Institutions
Most evaluators prefer to receive academic documents directly from your institution in a sealed envelope or through an approved digital platform. This ensures authenticity and also spares you from having to surrender your only original copies.
3. Inquire About Return Policy Before Submission
Before submitting your application, review the evaluator’s official documentation policy or contact customer service to clarify whether your records will be returned.
4. Create Certified Copies for Personal Use
Always make and store certified photocopies or high-quality scans of all documents before sending them for evaluation. These backups can be helpful for future reference or other applications.
5. Use Reliable Courier Services
If physical documents must be mailed, use secure courier services with tracking and insurance. Keep proof of shipment and receipt confirmation.
What to Do If You Lose Access to Originals After Submission
If your documents are retained and you need them for another application, consider the following steps:
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Contact your issuing institution for duplicate copies.
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Request official digital transcripts if your institution participates in secure document exchange platforms.
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Ask the evaluator for a formal letter stating the evaluation results and confirming the credentials they reviewed, which can be shared with other agencies or institutions.
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Check with the evaluator whether they can directly send your evaluated documents to other organizations to avoid the need for re-submission.
Final Thoughts
Whether or not your documents will be returned after a credential evaluation depends entirely on the evaluator’s policies, the format of submission, and the type of records provided. While some documents may be eligible for return, many are retained for verification, archival, and quality control purposes.
