When applying for an international credential assessment, one of the most crucial steps in the application process is the submission of your academic documents. Whether you’re sending them yourself or they’re being sent directly by your academic institution, it’s natural to wonder: Will I receive a notification when the documents arrive? This question is especially important for those who are anxious about timely delivery, proper processing, and the overall status of their application.
In this comprehensive guide, we’ll explore the document submission and acknowledgment process in detail. We’ll discuss what applicants can typically expect after sending their documents, how notifications are handled, how to track the status of your application, and what steps to take if confirmation is delayed.
Why Document Arrival Confirmation Matters
Submitting educational documents for evaluation involves a significant level of planning and coordination. Whether documents are being couriered, mailed, or uploaded through a digital portal, applicants want reassurance that their documents have been received and matched correctly with their application.
Confirmation of receipt provides:
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Peace of mind that documents were delivered to the right place
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Clarity on next steps in the evaluation timeline
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Assurance that your file is moving forward toward assessment
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Time to act, in case something was lost or not received
Common Practices for Document Receipt Acknowledgment
While practices vary depending on the organization handling the credential evaluation, most reputable assessment services follow a structured and transparent system for processing incoming documents. Here’s what you can generally expect:
1. Automatic Notification Is Not Always Guaranteed
Some credential evaluation services do not automatically send an email or message immediately upon receiving documents. The reason is simple: they often receive thousands of documents weekly and require a processing period to sort, verify, and log them into each applicant’s file. This means that although your documents may have physically arrived, they may not yet be registered in the internal system for processing.
2. Checklists or Applicant Portals Are Often Updated First
Many organizations provide a secure online portal where applicants can track the progress of their file. After documents arrive and are reviewed for completeness and relevance, the portal is often updated to reflect:
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Which documents have been received
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Which are still outstanding
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Whether the documents meet the required criteria
While you may not receive an individual email alert immediately, checking your online application profile regularly is typically the most reliable way to monitor the status.
3. Delays in Confirmation Are Normal
It’s important to understand that document processing doesn’t always happen the day your courier indicates delivery. Large credential assessment agencies may take several business days or even weeks to update your file, depending on:
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The volume of applications
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Whether documents were mailed, emailed, or uploaded
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Whether the documents were sent by the applicant or directly from the issuing institution
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Holiday closures or office delays
This delay can be frustrating, but it is not uncommon.
How to Confirm That Your Documents Have Been Received
If you’re eager to know whether your documents have been received and linked to your application, consider the following steps:
1. Track Your Courier Delivery
If your documents were sent through a courier service, use the tracking number to confirm whether they were delivered to the correct address. This confirms physical arrival, though not necessarily internal processing.
2. Use the Applicant Portal
Log in to your applicant account and review the checklist. If a document has been marked as received, that’s your confirmation. Keep in mind this may take time to appear even after physical delivery has occurred.
3. Wait Before Following Up
Allow a reasonable period (often 10–15 business days) after delivery before contacting the evaluation agency. Premature follow-up can overwhelm customer service departments without necessarily speeding up the process.
4. Contact the Support Team (if needed)
If a significant amount of time has passed since delivery and your file has not been updated, it may be appropriate to reach out to the agency’s support team. Be sure to provide:
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Your full name and application ID
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A copy of the courier receipt or tracking confirmation
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Details of what documents were sent
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The name of the institution that issued the documents
Tips to Ensure a Smooth Document Arrival and Acknowledgment Process
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Label All Correspondence Clearly
Include your application reference number on every document or envelope. This helps the agency match it to your file efficiently. -
Request That Institutions Use Official Channels
Whenever possible, ask your academic institution to send documents directly and through secure methods approved by the assessment service. Direct institutional submission often speeds up verification. -
Avoid Sending Duplicate Documents
Sending multiple copies of the same document in separate shipments may confuse processing and delay your application. -
Keep Personal Records
Maintain copies of all documents sent, including receipts, cover letters, and email correspondence, in case anything needs to be re-sent or verified.
What to Do If No Confirmation Is Received
If you’ve confirmed that your documents were delivered but haven’t received any acknowledgment after a reasonable waiting period:
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Check spam or junk mail folders for missed communications
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Review your applicant portal thoroughly
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Contact the customer service team with full details
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Be prepared to re-send documents if they are deemed missing or invalid
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