Moving forward to study in another country is exciting—but getting all your paperwork right is essential. Submitting incomplete or incorrect documents can lead to delays or rejection. This is a checklist to help you get everything in order.
1. Academic Records
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Transcripts / Mark Sheets
All semesters/years of post-secondary (and sometimes secondary) education. Should show courses, grades, credits etc. -
Degree / Diploma Certificate
If you’ve already earned a degree, include the certificate. If not, some proof that final exams are completed or pending. -
Result / Rank / Class Details
If applicable, documents showing how your grade compares in your class/rank etc.
2. Identification Documents
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Passport
Copy of the bio-page (with photo, name, passport number, expiry date). -
Photo ID
Sometimes additional IDs are requested (government issued: driver’s license, national ID, etc.). -
Birth Certificate
If required, especially for visa or scholarship applications.
3. Proof of Language Proficiency
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Test Scores
For example, English proficiency tests (TOEFL, IELTS), or other languages if needed. -
Certificate Validity
Scores often expire after a time—ensure your test report is valid, or retake if needed.
4. Standardised Entrance Exams
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Test Scores
GRE, GMAT, SAT, ACT, or other entrance/aptitude exams required by your target institutions. -
Official Reports
Send directly from test-providers as required. Unofficial or self-scanned copies might not suffice.
5. Letters of Recommendation (LORs)
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Who Writes
Professors, supervisors, or employers who know you academically or professionally. -
Number Needed
Usually 2-3 letters. Check each university’s requirement. -
Format
Must be on official letterhead, signed, dated. Some schools prefer sealed letters, or direct submission by recommender.
6. Statement of Purpose / Personal Statement / Motivation Letter
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Clearly explain why you want to study in that program and institution.
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Highlight academic achievements, future goals, research interests, professional experience.
7. Resume / Curriculum Vitae (CV)
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Include relevant academic, work, research, volunteer experiences.
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Format cleanly; tailor it to the program you’re applying to.
8. Financial Documents
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Proof of funds (bank statements, fixed deposits, scholarships).
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Sponsor letters if someone else is funding your studies.
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Any documentation required for visa purposes (tuition fee payments, sponsor declarations etc.).
9. Proof of Identity and Other Supporting Documents
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Photographs
Passport size, recent photos as per specifications. -
Certificate of Indian School Leaving / Secondary Education
If applying directly after high school or for certain undergrad programs. -
Work Experience / Projects / Internships
If relevant, letters/certificates for jobs, internships, research work. -
Extra-Curricular Achievements
Awards, publications, conferences, competitions, volunteer work etc.
10. Legalisation, Attestation & Translation
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Certified Translations
If your documents are in a language other than English (or the required language), translate them using certified translators; include originals + translations. -
Attesting & Apostille
Some countries require documents to be attested, notarized, or apostilled. Check in advance. -
Sealed Documents
For some transcripts or recommendation letters, institutions may require sealed envelopes or direct submission from the writer/institution.
11. Visa and Immigration Documents
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Visa Application Form
Filled out correctly. -
Passport Photos
As per visa photo guidelines. -
Proof of Admission
Offer letter from the foreign university. -
Medical or Health Records
If required (vaccination certificates, medical clearance etc.). -
Police Clearance / Background Checks
Sometimes required for visa or immigration formalities.
12. Miscellaneous Items
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Application Fee Receipts
Documents showing you have paid application fees. -
Proof of Address
Utility bills, rental agreements, or government ID. -
Transcripts Evaluation Reports
If an evaluation from a credential assessment body is required in your target country. -
Deadline Calendar
Keep track of all submission deadlines, visa timelines, financial document deadlines etc.
Tips for a Smooth Document Submission
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Start Early — Getting some documents (translations, attestation, test scores) takes time.
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Organise and Keep Copies — Both physical and digital copies. Backup in cloud.
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Follow Each University’s Requirements Closely — Institutional rules differ. What works for one may not for another.
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Ensure Authenticity — Originals, official stamps/seals, direct submissions, etc.
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Check Validity & Expiry — For test scores, passports, etc.
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- Medium of Instructions Certificates
- Attestations
- HRD Attestation / Apostille Services
- ECA (Educational Credentials Assessment)
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