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.
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.
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:
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Check your courier service’s website or app using the tracking number.
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Look for a delivery confirmation signature or timestamp.
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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:
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Confirm that the documents were sent.
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Request tracking details or email confirmation.
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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:
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You may receive an email confirmation once your documents are submitted.
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Some portals allow you to track delivery status directly.
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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.
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:
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A checklist of required documents
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Status updates indicating which documents have been received
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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:
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Confirmation of receipt of specific items (e.g., transcript, degree certificate)
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Notification that your file is complete or incomplete
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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:
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Include your full name and reference/application number
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Mention the method and date of document submission
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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.
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:
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Logging into the system
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Matching with your application
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Verification of document authenticity
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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.
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:
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Wait the full processing time (often 7–15 business days) for intake.
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Contact customer service with your application ID and delivery proof.
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Ask if your file has been matched correctly or if additional action is needed.
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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.
Best Practices to Ensure Smooth Document Handling
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Always retain copies of all submitted documents.
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Use secure, trackable delivery methods.
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Label your documents clearly with your name and application/reference number.
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Follow all submission instructions exactly as provided.
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Avoid sending originals unless specifically required.
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Plan ahead and submit early to accommodate delays.
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.
