Pursuing a credential evaluation can be a critical step for those planning to immigrate, apply for further education, or meet licensing or employment requirements in another country. However, one of the most common concerns faced by applicants is: What if I don’t have all the necessary documents? Whether it’s due to missing transcripts, an unavailable degree certificate, or an institution that no longer exists, the absence of key academic records can create stress and uncertainty during the evaluation process.
So, can your credential evaluation still be completed without every required document? The short answer is—it depends on several factors, including the specific documents you’re missing, your institution’s current status, and the reason for the document unavailability. Below is a comprehensive guide to help you understand what options are available to you when not all documents can be provided.
Understanding Why All Documents Are Usually Required
Before discussing exceptions, it’s important to understand why credential evaluators request specific sets of documents. The main reasons include:
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Verification of Authenticity: Institutions must confirm that your academic credentials are genuine and not altered or fraudulent.
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Accurate Assessment: Evaluators need complete academic records (like transcripts, degree certificates, and graduation statements) to compare your education system with the destination country’s educational framework.
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Compliance: Credential evaluation bodies are often regulated by international standards or government policies, meaning they must strictly follow certain document verification procedures.
Because of these reasons, evaluators usually require official and complete documentation before proceeding with your file.
What Happens If Documents Are Missing?
If you don’t have all the required documents, your application won’t be processed in the usual way. However, that doesn’t always mean the end of the road. Here’s how your situation may be handled:
1. Your File May Be Placed on Hold
If essential documents are missing from your application, it’s common for the evaluator to place your file on hold until the necessary items are received. You may be notified via email or through your application portal with specific instructions about what’s missing and how to submit it.
2. The Application May Be Cancelled
If the evaluator determines that the missing documents are critical and no alternative verification is available, your application may be declined or cancelled. This usually happens when no documents are provided at all, or if attempts to verify the documents are unsuccessful.
Are There Any Exceptions?
Yes, certain exceptions exist—especially when missing documents are due to valid, documented reasons. These may include:
a. Institution Is Permanently Closed
If your academic institution has shut down and no custodian of records has been designated to issue transcripts or other documents, some credential evaluation agencies may allow you to submit alternative forms of verification. These may include:
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A notarized statement explaining the situation
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Old mark sheets or certificates still in your possession
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Archived copies of institutional approval or registration
However, evaluators may still attempt to confirm the legitimacy of the institution and the documents through other means before issuing an evaluation.
b. Transcripts Are Unavailable for Research-Based Degrees
If you are applying for the evaluation of a PhD or other research-based qualification that did not involve coursework, transcripts may not exist. In such cases, evaluators may request:
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A letter from the institution confirming that no transcripts were issued for your program
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A copy of your thesis or dissertation
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A statement of graduation or degree awarded from the university
This can be sufficient, but only if supported by official documentation from the awarding institution.
c. Alternative Credentials Are Permitted
Some evaluators accept provisional certificates, statement of marks, or consolidated mark sheets in place of certain documents, provided these are:
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Issued by the university (not just the college)
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Sent directly from the institution in a sealed envelope or through a secure electronic channel
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Clearly legible and complete
What You Should Do If You Don’t Have All Documents
If you find yourself missing key documents, take the following steps:
Step 1: Check the Required Document List Thoroughly
Before submitting your application, review the evaluator’s guidelines for your country or credential type. This helps ensure you know exactly what is expected.
Step 2: Reach Out to Your Academic Institution
If possible, contact your university’s registrar or examination office to request re-issuance of the missing documents or for confirmation of your academic history. Even if the institution is closed, try to trace successor bodies, accreditation agencies, or government archives.
Step 3: Submit a Written Explanation
If your documents truly cannot be obtained, provide a clear written explanation with your application. Include:
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The name of your institution
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The specific documents you cannot get
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Why they are unavailable
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Any proof or supporting statements that verify the claim
Step 4: Wait for a Response or Decision
Once your application is reviewed, you will be informed if your file will proceed with a partial evaluation, if alternative documentation will be accepted, or if the application will be placed on hold.
Partial or Limited Evaluations
In some cases, evaluators may issue a limited evaluation report based only on the documents you have submitted. This report may indicate that the evaluation was done with limited information, which can be acceptable for some immigration programs or employers but not others. It’s essential to confirm whether this will meet your goals before proceeding with a partial evaluation.
Final Thoughts
While it is always ideal to provide all required documents when applying for credential evaluation, there are situations where that’s not possible. If you find yourself in such a circumstance, don’t panic. What matters most is how you proactively communicate the issue to the evaluator and your willingness to cooperate with verification efforts.
Document gaps due to legitimate reasons can often be navigated with proper communication, supporting evidence, and by following the evaluator’s instructions closely. Take the time to understand your specific case and be honest and thorough in your documentation. This increases the chance that your application can still be assessed successfully, even if all traditional documents are not available.
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