When applying for an international credential evaluation, many applicants wonder whether they can send their application and supporting academic documents via email. In today’s digital world, email seems like a convenient and immediate way to communicate with credential evaluation agencies. However, when it comes to official processes like academic assessments, there are strict protocols in place to ensure security, authenticity, and consistency.
Let’s explore whether sending your application and documents by email is acceptable and what the best practices are.
Why Email Submission Is Generally Not Accepted
Most credential evaluation agencies do not accept applications or documents via email. There are several important reasons for this:
1. Security and Confidentiality
Academic documents such as transcripts, degree certificates, and other credentials contain sensitive personal information. Email is not a secure channel and poses risks of data interception, unauthorized access, or loss of documents.
2. Authenticity Verification
Evaluation bodies require that academic records be sent directly by the issuing institution to maintain document authenticity. Documents sent from a personal email are generally not accepted, as they cannot be verified as coming from a legitimate source.
3. Standardized Application Process
Credential evaluation agencies usually operate through an official online portal. This platform is designed to streamline the application process, track status, upload documents, and securely store information. Bypassing this system by sending documents over email can cause processing delays, confusion, or outright rejection of your application.
How Applications Are Typically Submitted
1. Online Application Portal
Most agencies require you to create an account on their dedicated platform. There, you complete the application form, pay the required fees, and receive a reference number or tracking ID.
2. Document Submission by Institutions
Official academic documents are typically required to be sent:
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Electronically through secure systems used by educational institutions
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By courier or regular mail, directly from the university or institution
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Via approved digital credential services, such as MyCreds or Digitary (if supported)
This chain of custody ensures the evaluation agency can verify that your documents are authentic and unaltered.
Exceptions and Special Cases
There are some limited situations where an agency might accept documents by email, but these are rare and usually involve:
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A temporary arrangement during disruptions (such as during a global pandemic or natural disaster)
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Official documents sent directly from the university’s registrar email (from a verifiable domain)
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Specific programs or institutions with pre-approved email sending protocols
Even in these rare cases, the email must meet strict conditions:
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Sent directly by the institution, not by the applicant
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Use of an official institutional email address (e.g., registrar@university.edu)
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Clear identification of the applicant with reference numbers included
Always confirm such exceptions with the credential evaluation agency in advance.
Risks of Sending Documents by Email Without Approval
If you try to send your application or documents by email without prior approval or instructions to do so, you risk:
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Delays in processing due to misrouting or rejection
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Automatic disqualification of documents from consideration
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Violation of policy, which can lead to your application being declined
In most cases, emails sent with documents attached are ignored or deleted without action, unless previously arranged.
Recommended Steps for Submitting Your Application and Documents
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Review the Official Guidelines
Go through the credential evaluation agency’s application instructions carefully. Follow the specified process for creating an account, submitting forms, and paying fees. -
Prepare Documents According to Requirements
Ensure your documents meet all formatting, language, and submission criteria. Some agencies require notarization or certified translations. -
Instruct Your Institution Accordingly
If your institution needs to send your documents, guide them using the exact address or method the agency specifies—either by secure electronic transmission or physical mailing. -
Do Not Attempt to Bypass the System
Resist the temptation to shortcut the process by emailing documents or applications. It could lead to delays or disqualification. -
Contact Customer Support if Needed
If you’re unsure whether your institution can comply with the requirements, reach out to the agency through their official contact forms—not email—unless they specifically instruct you otherwise.
Final Thoughts
While email may seem like a convenient solution, it is not the proper or accepted channel for submitting applications or documents for academic credential evaluations. The integrity and validity of the evaluation process depend on secure and standardized procedures that email cannot provide.
Always use the official portal or submission methods prescribed by the agency. If your institution is facing challenges with the process, work with them to find an alternative method that meets official guidelines—such as digital credential platforms or secure courier delivery. Avoid emailing your application or academic documents unless you’ve received clear, written instructions allowing you to do so under specific conditions.
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