Facts Verify

Applying for an educational credential assessment is a crucial step for many individuals planning to immigrate, pursue higher education, or obtain professional licensure in another country. However, life circumstances can change. You might realize you’ve submitted your application to the wrong organization, selected the wrong type of report, or decided to delay your plans altogether. In such cases, the natural question arises: Can you cancel your application?

The answer largely depends on the stage of your application, the policies of the evaluation authority, and whether your documents have already been reviewed. In this extensive guide, we will walk you through everything you need to know about cancelling an academic credential assessment application — from eligibility and timelines to refunds, procedures, and alternatives.

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Why Someone Might Consider Cancelling Their Application

Before diving into the cancellation process, let’s explore common reasons people request to withdraw their application:

1. Change of Plans: Career paths, immigration timelines, or academic goals might shift.

2. Duplicate Applications: Applicants may mistakenly submit more than one request.

3. Wrong Report Type Selected: Realizing the chosen report (e.g., general vs. detailed) does not meet institutional or immigration requirements.

4. Submitted to the Wrong Organization: Different institutions may only recognize evaluations from specific credential agencies.

5. Unforeseen Delays: Personal or financial setbacks may require postponing the entire process.

6. New Education Pathways: Some individuals switch to programs or destinations that do not require credential evaluation at all.

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Is Cancellation Allowed?

Whether or not you can cancel your application depends on the specific stage your application is in and the internal policy of the evaluation body. Here are general guidelines:

• Before Evaluation Begins: Cancellation is often possible if your documents haven’t yet entered the review process.

• After Evaluation Starts: Most organizations will not allow cancellation or refunds once evaluators have begun processing your documents.

• If Documents Are Already Processed: If even one credential has been reviewed or verified, your application may be considered ineligible for cancellation.

• If the File is Complete and Report Issued: Cancellation is not permitted at this stage. You may still request updates or additional services but cannot reverse the process.

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What Happens When You Cancel?

If your cancellation request is approved, the organization will typically do the following:

• Cease All Further Processing: Your file will be archived or marked as inactive.

• Refund Eligible Amounts: If you’re within the refund window, you may receive a partial refund (excluding non-refundable administrative or processing fees).

• Discard or Return Documents: Depending on the service terms, your original documents may be returned or securely destroyed.

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Step-by-Step Guide to Cancelling Your Application

Step 1: Log In to Your Account

Access the online portal or dashboard through which you submitted your application. Locate the section that shows your file status.

Step 2: Check Application Status

Note whether your file has begun evaluation. This is key in determining your cancellation eligibility.

Step 3: Look for a Cancel or Withdraw Option

Many platforms offer a cancel button or a formal withdrawal request form. If not visible, navigate to the help or contact section.

Step 4: Submit a Written Request

If no direct option is available, submit a written cancellation request via email or support ticket. Be sure to include:

• Your full name

• Reference or file number

• Reason for cancellation

• Request for refund (if applicable)

Step 5: Await Confirmation

Once submitted, allow time for the organization to respond. Processing times vary, and you may be contacted for clarification.

Step 6: Follow Up

If no response is received within the expected timeframe, follow up with their support team. Keep records of all correspondence for your reference.

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Refund Policy: What You Should Know

Refunds are usually not guaranteed, and most organizations retain an administrative fee even if cancellation is allowed. Below are common refund scenarios:

• Full Refund: Rarely granted unless cancellation is requested almost immediately after submission and no work has begun.

• Partial Refund: Offered if only preliminary administrative work was completed.

• No Refund: Common when evaluation work is already in progress or completed.

Always review the refund and cancellation policy before initiating your application.

Alternatives to Cancelling

If cancellation isn’t permitted or if you want to retain your investment, consider the following alternatives:

1. Hold the Application: Some agencies allow you to pause or place your application on hold for a specific period.

2. Update Report Type: Rather than cancelling, upgrade or change the type of report to better match your goals.

3. Transfer Evaluation Report: Send your existing report to new institutions or organizations instead of starting over.

4. Change Delivery Address or Method: Modify shipping or delivery preferences to suit a new timeline or recipient.

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Important Points to Keep in Mind

• Administrative and courier fees are usually non-refundable.

• Digital service fees, if used, may not be credited back.

• Refunds can take several weeks to process.

• Your file may remain on record even after cancellation for auditing or compliance reasons.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

FACTS Transcripts – The preferred choice for university document verification worldwide. We ensure a hassle-free process for obtaining your transcripts.

Adding services to your existing educational credential assessment application is a crucial step, especially when your goals expand — whether it’s for immigration, further education, professional licensing, or employment abroad. Many applicants initially request a basic evaluation, but later realize they need additional reports, delivery options, or document authentication. Fortunately, most credential assessment bodies allow users to modify their application by adding services, even after the initial submission. This comprehensive guide explains everything you need to know about the process, its importance, and the step-by-step procedure to do it smoothly.

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Why You Might Need to Add Services

There are several reasons why individuals choose to add services to their existing application:

1. Changing Immigration or Academic Requirements: Immigration bodies or universities may update their evaluation requirements. For instance, you may now need a different type of report or additional copies.

2. Applying to Multiple Institutions or Countries: You might be planning to send your assessment report to more than one organization, which means you’ll require additional sealed reports or electronic copies.

3. Upgrading the Report Type: If you initially requested a basic or general evaluation and later realize you need a comprehensive or course-by-course evaluation, you can add that service to your application.

4. Faster Processing Needs: Some applicants, especially those working under strict immigration or admission timelines, may wish to add express courier delivery or priority processing.

5. Document Return: If you want your original documents returned, you may need to opt into a specific service for safe shipping.

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Common Services You Can Add

Here are examples of services you might be able to include:

• Upgrading from general to detailed assessment

• Extra copies of the report for future use

• Delivery to multiple institutions (universities, immigration offices, licensing bodies)

• Document translation (if your documents are not in English)

• Express shipping or courier tracking

• Return of original academic documents

• Report updates due to new qualifications

• Digital delivery to educational institutions or official portals

• Authentication and notarization for legal or governmental use

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Things to Know Before Adding Services

Before initiating the process, consider the following:

• Eligibility: Some services can only be added if your file is still active. Others may require a new application if your file has been closed or archived.

• Documentation: Adding services might necessitate uploading or submitting new documents.

• Timelines: Adding services can affect the processing time of your current application. Some changes might restart the clock.

• Fees: Most additional services come with extra fees. Be sure to review the latest fee schedule before making changes.

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Step-by-Step Process to Add Services

1. Access Your Existing Account

Start by logging into the account you used when submitting your application. Navigate to the dashboard where you can view the status of your application.

2. Locate the Application Summary

You’ll typically find a section that lists your application status, selected report type, and submitted documents. Look for a menu or button labeled something like “Add Services,” “Manage Application,” or “Request Changes.”

3. Select the Services You Want to Add

Once inside the add-on service section, you’ll be presented with a list of available services. Check the boxes or select from dropdown menus for the services you wish to include.

Examples:

• Add course-by-course evaluation

• Request extra report copies

• Add delivery to another institution

• Upgrade shipping method

4. Review Service Fees

You’ll be shown a detailed fee breakdown. Make sure everything is accurate. Some platforms allow you to apply promo codes or discounts if available.

5. Upload Additional Documents (If Required)

If the new service you selected requires further documentation (such as a new transcript or identification), upload these directly through the platform.

6. Confirm and Pay

Proceed to the payment section. Payments are typically made using credit cards, debit cards, or third-party payment processors. Once paid, your request to add services is confirmed.

7. Track the Progress

Return to your dashboard at any time to monitor the progress of your added services. Some services may be processed immediately, while others may require a few business days.

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Tips for a Smooth Experience

• Act Early: Don’t wait until the last minute to add services. Upgrades or delivery requests made during peak admission or immigration seasons might be delayed.

• Double-Check Requirements: Different institutions have different evaluation preferences. Always check with the receiving body before deciding what service to add.

• Contact Support for Complex Requests: If you’re unsure whether your application supports a specific add-on or if your file has been closed, contact customer support for guidance.

• Keep Records: Save all receipts, confirmation emails, and tracking numbers related to the added services for your reference.

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What Happens After You Add Services?

After submitting your request and making the payment:

• Your existing application is updated.

• A notification or confirmation email is typically sent.

• New estimated processing times may be provided.

• Additional documents (if needed) are reviewed.

• The selected services are fulfilled and dispatched as requested.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

FACTS Transcripts – The preferred choice for university document verification worldwide. We ensure a hassle-free process for obtaining your transcripts.

When you apply for an academic credential evaluation—whether for immigration, education, employment, or licensing purposes—it’s completely natural to be curious or even anxious about the status of your file. The credential evaluation process is essential in verifying the authenticity and equivalency of your academic qualifications in a foreign country, and each stage of the process plays a critical role in ensuring accuracy, fairness, and transparency.

If you’ve already submitted your application and supporting documents, the next big question becomes: What is the current status of my file? This blog offers a thorough explanation of what “file status” means, how it progresses through various stages, and how you can stay informed every step of the way.

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What Does “File Status” Mean?

The term “file status” refers to the current stage of your credential evaluation process. Your file includes your application form, academic transcripts, degree certificates, identification documents, and any other required paperwork submitted for assessment. As your file moves through the various stages of review, your status will change to reflect its progress.

These statuses give you an idea of:

• Whether your documents have been received

• If your application is complete

• When your assessment is underway

• Whether your evaluation report has been finalized and issued

Understanding these indicators helps manage expectations and reduces uncertainty during what can sometimes be a lengthy process.

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Common Stages in the File Review Process

Here is a breakdown of the typical stages your file may go through, along with what each status usually means:

1. Application Received

At this initial stage, your online application form and fees have been successfully submitted. However, this does not mean your file is complete. The credential evaluation agency is awaiting your academic and supporting documents.

2. Documents Pending

This status appears when your file is missing required documentation. Your application may be held in this state until your official transcripts, degree certificates, or identification forms are submitted. You may also be contacted for clarification or correction of any errors in your submission.

3. Documents Received – Verification in Progress

Once all documents are received, your file enters the document verification stage. Here, the credential evaluator verifies the authenticity of your academic documents, either by cross-checking with institutional records or contacting your college/university directly.

This stage can take time, especially if your academic institution is slow in responding or if the documents require additional scrutiny.

4. File in Queue for Assessment

After your documents are verified, your file is placed in a queue for academic evaluation. The time spent in the queue depends on the agency’s current workload and processing timelines. High application volumes can lead to longer waits.

5. Evaluation in Progress

This status means that your credentials are actively being reviewed. Specialists examine your academic program, duration of study, grading scale, and institutional recognition to determine how your qualifications compare to those in the target country.

If you submitted multiple credentials or complex documentation, your file may take longer in this phase.

6. Assessment Completed / Report Issued

Once the review is complete, the final report is prepared and issued. This report includes the evaluator’s determination of your credential’s equivalency, including academic level, field of study, and institution status. You may receive both an electronic version and a printed copy, depending on your chosen delivery preferences.

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How to Check the Status of Your File

Many credential evaluation agencies offer online portals that allow you to check the status of your file in real time. After creating an account and submitting your application, you’ll be assigned a reference number or client ID, which you can use to log in and monitor progress.

The portal typically provides detailed status updates such as:

• Confirmation of payment

• Document reception status

• Any missing or problematic files

• Progress in assessment

• Completion of report

If your agency does not offer real-time tracking, you may need to rely on email communications or customer service channels to inquire about your file.

When applying for immigration, higher education, employment, or professional licensing abroad, one of the most important steps in the documentation process is obtaining an Educational Credential Assessment (ECA) report. This document verifies the authenticity and equivalence of your academic qualifications compared to the standards of the country where you are applying. But a common and critical question many applicants have is: how long does it take to receive an assessment report once the application is submitted?

While the timeline can vary based on several factors, this comprehensive blog will walk you through what to expect, what influences the processing duration, and how you can ensure your report is issued as quickly and efficiently as possible.

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Why the Timeline Matters

Receiving your ECA report in a timely manner is essential. It often serves as a prerequisite for:

• Filing for immigration programs such as skilled worker pathways

• Gaining admission into foreign universities or colleges

• Applying for professional licensing in regulated occupations

• Confirming eligibility for employment or promotions

Delays in obtaining this report can hinder your ability to meet deadlines, submit applications, or move forward with your plans. Understanding the steps involved and potential delays allows you to plan more strategically.

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General Timeframe: What You Can Expect

The total time to receive an Educational Credential Assessment report generally includes:

1. Time to gather and submit your application and documents

2. Time for the credential evaluator to receive and verify your documents

3. Time for actual assessment and report generation

In typical cases, once all required documents have been received and accepted, the evaluation process can take approximately 6 to 8 weeks. However, this is just an average estimate. The timeline may be shorter or longer depending on several variables, which are discussed below.

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Factors That Influence Processing Time

1. Document Submission Method and Completeness

The process begins only after all required documents are received and verified. If your academic institution delays sending transcripts or if any documents are missing or incorrect, the clock won’t start ticking. Submitting the wrong format (e.g., unofficial photocopies instead of certified copies) can result in your file being put on hold or rejected.

2. Volume of Applications

Credential evaluation services often experience high volumes of applications at certain times of the year—especially during immigration intake windows or peak academic application seasons. Increased demand can lead to longer processing times due to the large queue of files to be reviewed.

3. Type of Evaluation Requested

Some credential evaluators offer different types of reports depending on the purpose of the evaluation (e.g., immigration, employment, post-secondary education). Some reports may require a more detailed analysis, especially if multiple qualifications or international institutions are involved. Complex assessments often take longer.

4. Country of Origin of Credentials

In cases where documents originate from institutions in countries with limited digital verification systems or where academic records are hard to validate, the evaluation process may take longer. Verifying the legitimacy of foreign academic institutions and programs can be time-consuming, particularly if communication delays occur.

5. Special Requests or Additional Services

If you request extra copies of your report, additional delivery formats (e.g., hard copies by mail), or priority processing, this may influence the overall timeline. Some services allow you to pay for expedited processing, which can significantly reduce the wait.

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Suggested Timeline: Step-by-Step Breakdown

Here’s a more detailed look at what the timeline might resemble:

Week 1-2:

• Submit online application

• Arrange for academic documents to be sent by your institution

• Upload or courier other required forms and identification

Week 3-4:

• Credential evaluator receives and begins processing your documents

• Initial verification and document intake

Week 5-8:

• In-depth credential assessment begins

• Educational equivalency is determined

• Final report is drafted and reviewed

Week 9+:

• Your report is finalized and released

• Reports are either sent to your address, uploaded to your profile, or sent directly to third-party recipients (like immigration departments or universities)

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How to Track Your Progress

Most evaluation agencies offer an online account or applicant portal that lets you:

• View the status of submitted documents

• Monitor updates in the evaluation process

• Confirm when your file is complete and under review

• Receive notification when your report is finalized and dispatched

You may also receive email alerts at critical points during the evaluation process. These can include updates such as:

• Confirmation that your documents have been received

• Notification of missing or unacceptable documents

• Completion of the assessment report

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Delays and How to Avoid Them

Here are some proactive steps you can take to ensure the fastest possible processing of your evaluation:

• Double-check all documentation requirements before submission

• Submit your application and documents early, especially during peak seasons

• Use secure and trackable methods when mailing documents

• Ensure your name and reference number are clearly written on all documents

• Request your academic institution to send transcripts directly, in the format prescribed

• Respond quickly to emails or document requests from the evaluator

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Expedited Services: Are They Worth It?

Some credential evaluators offer expedited processing options for an additional fee. If you’re on a tight timeline—such as for an immigration draw or university admission deadline—this can be worth the investment. However, not all files are eligible for fast-track service, especially if document verification from third-party institutions is required.

Before opting for expedited service, check:

• If your documents have been received and accepted

• Whether all required fees are paid

• If your file qualifies for priority review

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Conclusion

The time it takes to receive an Educational Credential Assessment report can vary widely based on your specific situation, the accuracy of your documentation, and external factors such as application volume. While the average processing time hovers around 6 to 8 weeks after all documents are received, it’s important to start early, be precise, and maintain clear communication throughout the process.

Submitting your academic documents for credential evaluation is a critical step in the process of international education, immigration, employment, or professional licensing. Whether you’re seeking admission into a foreign university, applying for a skilled migration program, or pursuing licensure in your professional field, ensuring that your documents have reached the evaluation agency safely is a matter of utmost importance.

Applicants often worry about whether their documents have been received, properly processed, or misplaced in transit. In this detailed guide, we’ll explore the various ways you can confirm receipt of your documents, how different submission methods affect the timeline, and what to do if your documents appear to be delayed or lost.

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Why Document Receipt Matters

The processing of your credential evaluation cannot begin until the agency has received all the required documents. Missing transcripts, incomplete applications, or unverified submissions may result in long delays, the rejection of your application, or even the need to start over. For this reason, it’s important to track and confirm the receipt of your documentation at every step.

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Submission Methods and Tracking Possibilities

How you submit your documents plays a significant role in whether and how you can confirm their delivery. Here are the main submission methods and the corresponding ways to track them:

1. Documents Sent by You via Courier or Postal Service

If you mailed your documents yourself using a postal or courier service (e.g., FedEx, DHL, or a national post office), the best way to confirm delivery is through the tracking number provided by the shipping service. Most reputable courier services offer real-time tracking that tells you exactly when the envelope arrived and who signed for it.

Steps to confirm delivery:

• Check your courier service’s website or app using the tracking number.

• Look for a delivery confirmation signature or timestamp.

• Save the receipt and digital proof of delivery for future reference.

Keep in mind that while tracking confirms that your documents arrived at the agency’s address, it does not confirm that the documents have been processed or associated with your file.

2. Documents Sent by Your Academic Institution

If your university or college sent documents on your behalf—either by mail or digitally—it’s important to follow up with the institution to:

• Confirm that the documents were sent.

• Request tracking details or email confirmation.

• Ask for the expected delivery timeline.

Once the institution confirms that the documents were sent, you can then contact the evaluator to check whether they’ve been received and matched to your file.

3. Electronic Submissions via Secure Portals

Some institutions use secure digital platforms for sending academic transcripts and credentials. These portals may include government-verified systems or institution-specific services. In such cases:

• You may receive an email confirmation once your documents are submitted.

• Some portals allow you to track delivery status directly.

• The credential evaluator may automatically update your file status when the digital documents are received.

Always ensure your institution is using an approved and recognized platform for document delivery to ensure acceptance and tracking.

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How to Know When the Evaluation Agency Has Received Your Documents

Most professional credential evaluation agencies provide ways for you to monitor the status of your document submission and application. Below are common features and methods used by evaluation agencies to notify you:

1. Online Account or Application Portal

Upon creating your application, many agencies provide a personal login portal or dashboard. This portal typically includes:

• A checklist of required documents

• Status updates indicating which documents have been received

• Notification of missing or pending documents

It may take several business days (or longer) for the portal to be updated after physical documents are delivered, so it’s important to allow time for processing.

2. Email Notifications

Some agencies send automatic email alerts when they receive documents. These notifications may include:

• Confirmation of receipt of specific items (e.g., transcript, degree certificate)

• Notification that your file is complete or incomplete

• Requests for additional documentation

Be sure to check your email regularly (including spam/junk folders) and add the agency’s email address to your contacts list to avoid missing any communication.

3. Manual Follow-Up via Email or Phone

If you do not see any updates in your online account or have not received confirmation emails after a reasonable waiting period, you can follow up directly with the evaluator’s customer support. When doing so:

• Include your full name and reference/application number

• Mention the method and date of document submission

• Attach proof of delivery or confirmation from your institution if available

Avoid making multiple inquiries within a short time frame, as it may further delay the response process. Wait at least 5–10 business days after delivery before contacting the agency.

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Processing Timelines and Delays

It’s important to remember that even after your documents are physically or digitally delivered, they must go through intake processing, which includes:

• Logging into the system

• Matching with your application

• Verification of document authenticity

• Queueing for evaluation

This can take several days or even weeks, depending on the volume of applications and internal policies. Some agencies post estimated processing timelines on their websites or portals, which can help you estimate when you should expect updates.

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What to Do If Your Documents Are Not Reflected as Received

If your courier shows delivery but the agency still hasn’t marked your documents as received:

• Wait the full processing time (often 7–15 business days) for intake.

• Contact customer service with your application ID and delivery proof.

• Ask if your file has been matched correctly or if additional action is needed.

• If documents were mailed by your institution, confirm the format and credentials were acceptable to the evaluator.

If documents are deemed invalid or unreadable, the agency may notify you to resend them or request alternate formats.

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Best Practices to Ensure Smooth Document Handling

• Always retain copies of all submitted documents.

• Use secure, trackable delivery methods.

• Label your documents clearly with your name and application/reference number.

• Follow all submission instructions exactly as provided.

• Avoid sending originals unless specifically required.

• Plan ahead and submit early to accommodate delays.

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Final Thoughts

Knowing whether your academic documents have been received by the credential evaluation agency is a crucial step that influences the timeline and outcome of your application. By choosing the right submission method, keeping track of delivery, and monitoring your application status through the provided channels, you can remain informed and proactive throughout the process.

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.

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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:

• Degree or diploma certificates

• Official academic transcripts or mark sheets

• Medium of Instruction certificates

• Syllabi or course descriptions

• 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.

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Will Your Documents Be Returned?

Whether your documents are returned or retained depends on several factors:

1. Type of Document Submitted

• Original documents such as physical degree certificates or mark sheets are generally not returned once submitted, unless explicitly stated otherwise.

• Certified copies, when accepted, are often retained by the agency as part of the permanent application record.

• Electronic documents sent through secure portals or digital verification services are not returned, as they exist in a digital-only format.

2. Submission Method

• Documents sent by the applicant directly are sometimes considered personal property and, depending on the agency, may be returned.

• Documents sent directly by the institution to the evaluator (either by mail or electronically) are usually not returned and are kept for verification purposes.

• 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:

• Documents may be archived permanently or for a specific period after evaluation.

• In rare cases, original documents may be returned only upon request, and this must be made at the time of application.

• Some agencies explicitly mention that documents become the property of the evaluator once submitted and will not be returned under any circumstances.

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Why Are Documents Not Usually Returned?

There are several reasons why evaluation agencies retain documents:

• 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.

• Archival purposes: Documents are often archived to support repeat applications or future re-evaluation requests.

• Security concerns: Handling the return of sensitive documents via mail carries the risk of loss, theft, or damage, which evaluators prefer to avoid.

• Policy consistency: Agencies must apply uniform rules to all applicants, and returning documents for one but not others could create legal or procedural issues.

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Can You Request Your Documents Back?

In some cases, yes—but only under certain conditions:

• You must make the request before or during the application process, not after the evaluation is completed.

• 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.

• Return is typically done at the applicant’s expense, and you may need to provide a prepaid envelope or arrange courier pickup.

• 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.

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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:

• Attested copies by your university

• Notarized or certified true copies (if accepted)

• 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.

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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:

• Contact your issuing institution for duplicate copies.

• Request official digital transcripts if your institution participates in secure document exchange platforms.

• 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.

• Check with the evaluator whether they can directly send your evaluated documents to other organizations to avoid the need for re-submission.

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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.

When applying for a credential evaluation, one of the most important questions applicants ask is whether the agency will contact their academic institution for verification. This question is particularly relevant for individuals who have studied internationally, especially in regions where documentation practices differ, where institutions have closed down, or where records may take time to retrieve.

Credential evaluation is a serious process that requires an evaluator to validate the authenticity and credibility of your academic achievements. To do this effectively, agencies often must go beyond simply reviewing the papers submitted by the applicant. This comprehensive blog explains why and how educational institutions may be contacted during this process, what it means for your application, how you can prepare in advance, and what to expect if verification is delayed or denied.

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Why Do Evaluation Agencies Contact Educational Institutions?

Evaluation agencies are responsible for assessing whether foreign academic credentials are equivalent to the standards of the local education system. To provide accurate, reliable, and fair assessments, they often require confirmation directly from the source—the university, college, board, or institution that issued the original documents.

Reasons they may reach out to institutions include:

• Authenticity Verification: To confirm that the transcript or certificate is not altered, fabricated, or obtained fraudulently.

• Program Confirmation: To validate that the applicant completed a program and earned the qualification listed.

• Grading System Clarification: To better understand how grades or percentages are calculated and what they represent in the local academic context.

• Missing or Ambiguous Data: To fill in any gaps such as dates of study, duration of the program, or details missing in the transcripts.

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How Contact is Made: The Verification Process

There are several ways in which evaluation agencies may reach out to academic institutions:

1. Official Letters or Emails: Many agencies send a formal verification request through email or postal mail to the registrar, controller of examinations, or academic department of the institution.

2. Secure Portals: Some institutions have online portals or digital verification systems that agencies use to request and receive authenticated records.

3. Phone Calls or Faxes: In certain cases, especially when there is urgency or when other methods fail, agencies may attempt contact by phone or fax.

4. Third-Party Verification Services: Sometimes, credential evaluation agencies rely on trusted third-party services that specialize in verifying academic records across global institutions.

5. Electronic Submissions: If your university participates in an official electronic document submission network (like secure international transcript services), your documents may be verified and exchanged directly through those systems.

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What This Means for Your Application Timeline

If your institution is contacted, it can extend the processing time for your evaluation. This is because:

• Institutions may take several weeks to respond.

• Some schools have limited administrative staff or long document processing backlogs.

• Verification may require internal records searches, especially for older academic files.

Applicants should be prepared for this additional time and avoid planning major decisions (like admissions or immigration filings) too close to evaluation deadlines.

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What You Can Do to Facilitate the Process

1. Notify Your Institution in Advance
   Let your college or university know that a credential evaluation agency may contact them. Provide the name of the agency and your student ID or other identifying information to help them locate your records quickly.

2. Provide Accurate Contact Information
   Include up-to-date contact details for your institution’s academic office in your application. Ensure email addresses and postal addresses are current.

3. Follow Up with the Institution
   If the evaluation agency confirms they’ve contacted your school, follow up with the institution yourself. A personal email or phone call may expedite their response.

4. Use Official Channels for Transcripts
   Whenever possible, request your institution to send your academic transcripts directly to the evaluation agency. Many agencies give preference to documents received through official channels over those provided by the applicant.

5. Have Alternate Contacts Ready
   In cases where your institution has closed or merged with another university, be prepared with the new governing body’s contact details or archives office that holds student records.

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What Happens If Your Institution Does Not Respond?

There are cases where an educational institution is unresponsive due to administrative challenges, closure, or outdated record systems. When this occurs:

• The evaluation process may be placed on hold.

• The agency may ask you to provide alternative proof of study such as degree certificates, affidavits, or course completion letters.

• In rare situations, the evaluation may be completed based on partial documentation, but the report may include disclaimers or be labeled as “unofficial” or “incomplete.”

• You may be asked to resubmit a new application later if verification is not possible at the time.

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Will the Agency Contact the Institution Without Informing You?

In most cases, applicants are informed if and when their institution is being contacted. This is often mentioned during the application process or in follow-up emails. However, some agencies may begin the verification independently if they identify discrepancies in submitted documents or if internal policy requires external confirmation for certain credentials.

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Is Contacting Institutions Mandatory for All Applicants?

Not always. Some applications may not require direct contact with the institution if:

• The documents are submitted directly by the institution using a trusted digital platform.

• The agency already has verified samples from the same university on file.

• The educational institution is accredited and well-documented, and the submitted documents are certified and complete.

However, this is at the discretion of the agency and varies depending on the country of education, type of program, and level of documentation provided.

Submitting documents for credential evaluation is a critical step for individuals seeking to study, work, or immigrate to countries where foreign educational qualifications must be assessed for equivalency. These evaluations form the basis for decisions regarding admissions, employment eligibility, professional licensure, or immigration approval. As such, the integrity of the process relies heavily on the authenticity of the academic documents submitted.

Unfortunately, some individuals may be tempted to submit false, altered, or fabricated documents in hopes of fast-tracking their evaluation or appearing more qualified. While the motivations may vary—from pressure to meet deadlines to desperation for immigration approval—the consequences of submitting false documents are severe, far-reaching, and often irreversible. This blog offers a comprehensive understanding of what happens if you submit false documents, the investigative process, potential legal repercussions, and the long-term damage to your reputation and career.

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Understanding What Constitutes a False Document

A document is considered false if it is:

• Forged or fabricated (created from scratch with false information).

• Altered from its original state (changing grades, names, dates, or signatures).

• Falsely issued by non-recognized institutions (diploma mills).

• Misrepresented (e.g., claiming a degree you never earned).

• Submitted under false identity (using another person’s academic records).

• Supported by a fraudulent translation or fake authentication stamp.

Any deliberate or accidental submission of such documents falls under misconduct or fraud and is treated with utmost seriousness by evaluation agencies and related authorities.

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The Verification Process: How False Documents Are Detected

Credential evaluation agencies use rigorous verification processes to assess the authenticity of submitted academic records. These include:

• Direct institution verification: Contacting the issuing college or university to confirm the details.

• Database cross-referencing: Comparing information against national academic databases and previous records.

• Authentication seals and formats: Examining official stamps, seals, and institutional letterhead formats.

• Digital verifications: Using secure portals or certified electronic transmission systems for document verification.

• Translation scrutiny: Checking the validity of translated documents and whether certified translators were used.

Any discrepancies or signs of tampering typically trigger a deeper investigation, possibly involving legal authorities or academic boards.

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Consequences of Submitting False Documents

1. Immediate Disqualification of Application

If the agency determines that the documents submitted are false or altered, the application is immediately disqualified. No report will be issued, and all fees paid are non-refundable.

2. Permanent Ban from the Agency

Many credential evaluation agencies maintain a strict policy of banning individuals who engage in document fraud. This ban can be permanent or for a fixed term (e.g., five to ten years), during which no further applications from the individual are accepted.

3. Blacklisting and Reporting to Authorities

Cases of document fraud are often reported to:

• Immigration authorities (in the case of visa-related evaluations).

• Educational institutions (if the individual has applied for admission).

• Licensing or regulatory bodies (for those applying for professional certifications).

• Law enforcement agencies in cases of serious fraud.

Being blacklisted by one agency may also result in rejection from others, especially those that share verification databases or follow mutual reporting protocols.

4. Legal Ramifications

Submitting false documents can amount to criminal fraud in many jurisdictions. Potential legal consequences include:

• Fines

• Deportation (for immigration-related applications)

• Denial of entry into a country

• Criminal charges that could result in imprisonment

• Future visa ineligibility or restrictions

Legal action can extend beyond the evaluation agency and may be pursued by government departments, educational regulators, or professional organizations.

5. Damage to Academic and Professional Reputation

Even if no formal legal action is taken, being caught submitting fraudulent documents can irreparably damage your credibility. You may be barred from future educational opportunities, lose job offers, or be disqualified from professional licensing programs.

Employers, universities, and professional bodies often take ethics seriously, and having a record of misconduct or dishonesty can close doors permanently.

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Examples of Common Document Fraud and Their Impacts

• Falsifying Marksheets: Even minor alterations in grades can lead to complete rejection of the application and notification to academic bodies.

• Submitting Fake Degrees: Degree certificates from unrecognized institutions or diploma mills are often discovered through standard vetting processes and lead to immediate bans.

• Forged Translations: Altering translations to make qualifications seem more favorable may appear minor but are treated as serious misconduct.

• Claiming Degrees Not Earned: If you claim to have completed a course or program you did not actually finish, this will likely be uncovered during transcript verification.

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Ethical and Responsible Alternatives

Instead of submitting false documents, consider the following legitimate options:

• Contact Your Institution for Official Records: Even if your institution has closed, there may be a governing body or archived records you can access.

• Include Explanatory Letters: If documents are genuinely unavailable due to reasons beyond your control (e.g., natural disasters, war, political unrest), include a formal explanation and supporting evidence.

• Work with a Reputable Documentation Service: Some third-party services specialize in retrieving academic records from Indian and international universities. They ensure your documents are authentic and submitted through the correct channels.

• Request a Partial Evaluation: If some documents are missing but others are verifiable, some agencies may offer a partial or general evaluation based on what is available.

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How to Rebuild Trust If You’ve Made a Mistake

If you’ve already submitted questionable documents and wish to correct your mistake, act quickly and transparently:

• Withdraw your application voluntarily and explain your situation.

• Submit a corrected set of documents along with an official apology.

• Be honest about the circumstances and demonstrate a willingness to comply with the correct procedures.

While not all agencies will accept resubmissions, showing remorse and honesty may help mitigate the damage and rebuild your credibility over time.

When applying for a credential evaluation, your documentation is the cornerstone of your application. Evaluation agencies rely on these academic records to assess your qualifications and provide an accurate equivalency report. But what happens if you submit insufficient documentation?

Many applicants assume that partial records, degree certificates alone, or even informal translations might be enough to start or complete the evaluation process. Unfortunately, this is not the case. Incomplete, missing, or improperly submitted documents can lead to significant setbacks, delays, and even outright rejection of your application. This blog will explore in detail what constitutes insufficient documentation, why it is a problem, what consequences you might face, and how to avoid or fix this issue before it jeopardizes your goals.

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Understanding “Insufficient Documentation” in the Context of Credential Evaluation

“Insufficient documentation” refers to any academic record submission that is incomplete, inaccurate, unofficial, or not in compliance with the evaluation agency’s guidelines. This may include:

• Submitting only degree certificates without transcripts.

• Providing incomplete mark sheets (e.g., only the final year instead of all academic years).

• Sending photocopies that are not officially certified or sent by the institution.

• Failing to include required language translations for non-English or non-French documents.

• Submitting documents through personal email or non-approved channels.

• Leaving out essential documents like Medium of Instruction certificates (when required), syllabi, or internship reports.

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Common Reasons Why Applicants Submit Incomplete Documentation

There are many reasons candidates fall short in their document submission, including:

• Lack of clarity on what the agency requires.

• Unavailability of documents due to lost, stolen, or damaged records.

• Closed or uncooperative institutions that delay sending records.

• Assumption that one or two documents are enough (e.g., submitting only the degree certificate).

• Misunderstanding translation requirements, especially for documents in languages other than English or French.

Regardless of the reason, any gap in documentation can interrupt the entire process.

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Consequences of Submitting Insufficient Documentation

1. Delay in Evaluation Process

The most immediate impact is a delay in the processing of your application. Evaluation agencies typically notify applicants when documents are missing or do not meet requirements. They will not proceed with the assessment until the necessary materials are provided.

2. Incomplete or Inaccurate Evaluation Report

If you submit only a portion of your records, the evaluator may assess your credentials based on limited information. This can lead to an equivalency that does not reflect your full academic achievements. For instance:

• A master’s degree might be downgraded to a postgraduate diploma.

• In the absence of detailed transcripts, a course-by-course evaluation might not be issued.

• Credits earned during certain periods of study may be disregarded.

3. Rejection of Application

In some cases, your application may be outright rejected due to non-compliance. Rejected applications typically require a re-submission and new processing fees, resulting in lost time and added financial burden.

4. Missed Deadlines

For immigration, employment, or university admissions, missing deadlines due to delayed evaluations can jeopardize your goals. An insufficient submission can push you past cut-off dates, delaying job offers, academic enrollment, or visa applications.

5. Additional Costs

If you need to re-submit the entire application or request another report after your documents have been accepted later, you may have to pay new fees. Moreover, express services may be required to fast-track late applications.

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How to Avoid Submitting Insufficient Documentation

1. Review the Required Documentation Carefully

Before applying, go through the detailed requirements published by the evaluation agency. These guidelines are often specific to your country of education and may include submission methods, document formats, and certification policies.

2. Get a Checklist from Your Institution

Many academic institutions provide a checklist of documents that can be shared with evaluation agencies. Use this as a guide to ensure nothing is overlooked.

3. Request Official Transcripts

Transcripts should be requested directly from your institution and sent in a sealed envelope or through a secure electronic method recognized by the evaluation body. Self-submitted or unofficial transcripts are rarely accepted.

4. Ensure Translations Are Properly Certified

If your documents are in a language other than English or French, you must submit certified translations. These translations must match the original documents exactly and should be completed by authorized translators.

5. Include Supplementary Documents Where Necessary

Documents such as Medium of Instruction certificates, course outlines, and internship reports might be requested based on your field of study or destination country. Having them ready in advance is wise.

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What to Do If You’ve Already Submitted Incomplete Documentation

Step 1: Wait for the Evaluation Body to Contact You

If the agency reviews your documents and finds them lacking, they will usually notify you by email or through your online account dashboard. They may specify what is missing and provide instructions for rectifying the issue.

Step 2: Gather and Submit Missing Documents Promptly

Time is critical. Immediately initiate the process of obtaining the missing records. Contact your university, request translations, or work with authorized courier services to submit your documents securely.

Step 3: Confirm Receipt of Additional Submissions

Once you’ve submitted the missing documents, confirm with the agency that they have been received and accepted. This can often be checked through your online application portal.

Step 4: Be Prepared for a New Timeline

Depending on when you submit the additional documents, your application timeline may be adjusted. Most agencies only begin the evaluation once all necessary documentation is in hand.

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Special Scenarios to Consider

– If Your Institution Is Closed

Reach out to the overseeing university, education board, or government education ministry for archival records.

– If You Completed a Distance or Online Program

You may need to provide additional documentation verifying the legitimacy of the program and its recognition in your home country.

– If You Cannot Retrieve Certain Records

Provide a formal letter of explanation and supporting documents such as affidavits, but be aware that the evaluation may still be considered incomplete or limited.

When applying for a credential evaluation report—whether for immigration, employment, licensure, or higher education abroad—one of the most common and important questions that arises is: “Do I have to submit all of my academic documents?” The short answer is yes, but with certain conditions and nuances that depend on the purpose of your evaluation, the country you’re applying to, and the specific type of report you require.

In this comprehensive blog, we will walk you through why complete documentation is essential, what constitutes a complete academic record, how to prepare and submit your documents, and what happens if you leave something out. Whether you are a fresh graduate, a seasoned professional, or someone re-entering academic or professional life after a break, understanding these requirements is crucial to avoid delays, errors, or rejections.

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Why Submitting All Documents Is Essential

Credential evaluators assess your qualifications by comparing them to the educational standards of another country. This process requires a full and accurate understanding of your academic background. Submitting only a portion of your documents may lead to:

• An incomplete evaluation report.

• An inaccurate comparison of your education.

• Rejection or deferral of your application.

• Requests for additional information, causing delays.

To ensure a thorough and fair evaluation, most assessment bodies require all post-secondary academic records, and in some cases, even high school documents, depending on the purpose of the evaluation and the country of destination.

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What Types of Documents Are Usually Required?

Here is a general list of academic documents that credential evaluators may require:

1. Secondary (High School) Education Records

• Final mark sheets or transcripts

• School leaving certificates

• National board exam results (if applicable)

2. Post-Secondary Education Records

• All year/semester-wise mark sheets

• Degree or diploma certificates

• Statement of marks or transcripts

• Provisional certificates (if final certificate is not issued yet)

3. Other Academic or Professional Certifications

• Postgraduate diplomas

• Certifications from professional bodies

• Continuing education courses

4. Additional Required Documents (if applicable)

• Medium of Instruction Certificate (MOI)

• Official curriculum/syllabus

• Internship or practical training reports

• Thesis/dissertation abstracts

Note: Submitting only a final year transcript or a degree certificate is typically not sufficient. Evaluators need to see the complete progression of your education.

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Understanding What “All Documents” Means

Many applicants misunderstand this term. “All documents” doesn’t simply mean the most recent or highest level of education. Instead, it means:

• Every document that contributed to your qualification—from the first year to the last.

• Transcripts for each academic year or term, not just the final summary.

• All levels of education, especially if your post-secondary education builds on prior qualifications.

For example, if you’re applying for a course-by-course evaluation for graduate school and you hold a bachelor’s and a master’s degree, you must submit documentation for both—starting from your undergraduate years, even if the graduate school is only interested in your master’s qualification.

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What If I Don’t Submit All Documents?

Submitting an incomplete academic history can significantly affect your application. Here’s what might happen:

• Evaluation will be delayed while the agency requests missing documents.

• Your qualification might be downgraded, as incomplete records can lead to misinterpretation.

• Your application might be placed on hold or rejected if the evaluator cannot verify your academic progression or course content.

• You may incur additional costs for re-submission or supplementary evaluation.

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Exceptions and Special Cases

There may be situations where not all documents are available. This includes:

1. Lost or Damaged Records

If documents have been lost or destroyed, contact your issuing institution. Most universities and boards can reissue transcripts or certificates upon request. You may need to submit a formal affidavit or a police report in some cases.

2. Closed or Defunct Institutions

If your college or university has shut down, reach out to the parent institution, university board, or education ministry that governed it. They may still maintain records.

3. Military or Confidential Training

In cases of sensitive training or service records, consult the credential agency for acceptable alternatives or affidavits.

4. Partial Education

If you did not complete a course or program, you should still declare and submit any transcripts or documents from your time in that program. Evaluation agencies value transparency and may still recognize partially completed credits.

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Preparing for Document Submission: Tips and Best Practices

• Request transcripts directly from your institution to be sent to the evaluation agency wherever possible. Many evaluators require that transcripts come in sealed envelopes or through secure digital portals.

• Check the agency’s specific document requirements—some may have country-specific rules or formats.

• Translate non-English/French documents through certified translators.

• Avoid submitting original documents unless required, as some agencies don’t return them.

• Retain certified copies for your own records, especially if sending physical documents by post.

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Medium of Instruction and Additional Supporting Documents

In some cases, especially for immigration or healthcare credentialing, you may also need to submit:

• Medium of Instruction Certificate (MOI): Confirms the language in which your program was taught.

• Internship completion certificates: Especially relevant for medical, nursing, or technical degrees.

• Syllabus/Course Descriptions: Required for course-by-course evaluations to help evaluators understand curriculum content.

These may not always be requested initially but are often needed later to complete your evaluation.

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How to Ensure You’re Submitting Everything Correctly

1. Make a checklist of all your completed academic programs.

2. Gather all associated documents—transcripts, certificates, diplomas, MOI, etc.

3. Check the credential agency’s country-specific document requirements.

4. Contact your university or board for official documents, especially if they need to be sent directly.

5. Verify the format of submission—whether physical copies, digital uploads, or direct institutional submission is accepted.

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Conclusion

The accuracy and completeness of your academic documentation play a critical role in the success of your credential evaluation. Submitting all your documents—across every level of education relevant to your application—not only ensures that your academic achievements are correctly recognized but also speeds up processing and eliminates the risk of delays or rejections.