When you’re in the middle of an international credential evaluation, it’s common to be notified that inquiries have been sent to your educational institution. If you’ve received this update, you might be wondering what it really means, how it affects your application timeline, and whether there’s anything you need to do.
This detailed blog will explain the purpose of such inquiries, why they are a crucial part of the credential verification process, and what steps are typically involved from this point forward. We’ll also share some helpful insights on how to support or follow up on this phase of your evaluation journey without disrupting the official process.
Why Are Inquiries Sent to Educational Institutions?
When conducting an international credential evaluation, accuracy, authenticity, and institutional recognition are top priorities. Credential evaluators must be confident that:
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The documents submitted by the applicant are authentic
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The institution is recognized by its national or regional educational authority
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The program of study is legitimate, meets quality standards, and leads to a qualification that holds academic or professional value
To confirm these elements, the evaluating body often sends official inquiries to the educational institution that issued your credentials. This step ensures that the evaluation is based on verified, trustworthy documentation.
What Kind of Inquiries Are Sent?
The inquiries may include a variety of verification requests, such as:
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Confirmation of degree or diploma issuance
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Verification of transcript authenticity
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Confirmation of graduation date, enrollment period, or program type
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Cross-checking of course content and duration
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Clarification of institutional recognition or accreditation status
The communication is generally sent to the Registrar’s Office, Academic Affairs department, or International Relations unit of the institution. It may be sent by email, letter, or through an online verification system depending on the institution’s location and capabilities.
What Happens After an Inquiry Is Sent?
Once the inquiry is sent, the evaluation process enters a waiting phase, during which your credential file is placed on hold until the institution responds. The overall processing timeline is now partially dependent on how quickly your institution provides a reply.
Here’s a typical breakdown of what happens next:
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Receipt of Inquiry by the Institution
The email or letter is delivered to the institution’s official contact. If the address is outdated or the office is inactive (such as during holidays), it may take time for the inquiry to be acknowledged. -
Internal Review at the Institution
The academic office reviews your records, confirms the details requested, and prepares an official response. This may involve retrieving archived records, reviewing course documents, or consulting faculty. -
Response Sent Back to the Evaluating Body
Once verified, the institution sends an official reply to the evaluating agency. This may include a signed letter, digital confirmation, or sealed documents sent through post or courier. -
Resumption of Your Evaluation Process
After receiving confirmation from the institution, the evaluating body resumes the assessment of your credentials and proceeds with preparing the final report.
How Long Does This Phase Take?
There is no fixed timeline for how quickly institutions respond to inquiries, as it depends on several variables:
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The responsiveness of your institution
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Their internal administrative workload
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National or regional holidays
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Availability of staff, especially in smaller or older institutions
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Mode of communication (postal vs. email)
In some cases, institutions may respond within 2 to 4 weeks. In others, it may take 6 to 8 weeks or longer, especially if reminders need to be sent or if additional clarification is required.
Is There Anything You Can Do to Help?
While you cannot directly intervene in the official communication between the evaluation agency and your institution, you can take proactive steps to help ensure a smooth process:
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Contact Your Institution Directly
Reach out to the Registrar’s Office or Examination Section of your university to confirm that they’ve received the inquiry. Politely encourage them to respond as soon as possible. -
Provide Accurate Contact Information
Make sure the evaluation agency has your institution’s correct email address, phone number, and point of contact. Some delays happen because of outdated information. -
Follow Up Respectfully
Send a follow-up message every 1–2 weeks if you do not receive confirmation from the institution. Include your name, student ID, program details, and a brief explanation. -
Keep the Evaluating Body Informed
If your institution responds to you directly or provides a timeline, update the credential evaluation team so they can track and coordinate more effectively.
What If My Institution Doesn’t Respond?
If your institution is non-responsive:
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A reminder may be sent automatically by the evaluating agency after a certain period.
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Additional verification methods may be explored, such as contacting a national education authority or requesting alternative supporting documentation.
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Your application may be placed on extended hold until verification is complete.
In rare cases where verification cannot be completed, your evaluation may be suspended or canceled. However, this typically happens only after multiple failed attempts and clear documentation of non-cooperation from the institution.
Why This Step Is Important
Though this step may feel like a delay, it’s a critical safeguard in the credential evaluation process. The credibility of your evaluation report depends entirely on verified and accurate documentation. Employers, immigration officers, universities, and licensing boards rely on these reports to make decisions that can affect careers and futures.
Ensuring the authenticity of documents protects both you and others from fraudulent claims, and maintains the integrity of the credential assessment system.
Final Thoughts
If you’ve been notified that inquiries have been sent to your educational institution, it means your file has entered the official verification phase—a sign that your application is being taken seriously and is under review.
Although this part of the process can take time, staying patient and proactive will help minimize delays. Always remain polite and professional in any communication with your institution. Remember, their cooperation is essential to completing your evaluation successfully.
If you find the process overwhelming or if you’re facing difficulties in coordinating with your institution, professional credential support services can step in to facilitate communication, track progress, and ensure your documents are verified without unnecessary delays.
