For WES and similar evaluators, your Indian university usually has to send the transcripts or marksheets directly, in a sealed envelope or by its approved method. You request this from the registrar or examination office, quoting your evaluator reference number. Check the current WES instructions first.
How do transcripts reach WES from an Indian university?
The evaluator publishes what it needs from Indian institutions: which documents, in which envelope, with which seal and which reference number. Most want the university itself to send them, not you.
Save those instructions and keep them beside your application. They can change, and the university may have its own request form on top.
Some Indian universities now offer a digital route, and others only send paper. Ask your registrar which one they use and how they mark the cover, so it matches what the evaluator expects.
Why must your names match everywhere?
Your passport, your university records and your evaluator account should carry the same name. If a middle name or initial differs, fix it before you request documents. Mismatches are one of the commonest reasons for a hold.
If your name changed after marriage, keep proof such as the marriage certificate ready.
A spelling mismatch can usually be solved with a short gazette or affidavit, but ask the evaluator first. They decide what proof is enough.
What should you gather before you contact the university?
Have everything in one place before you write to the registrar or examination office.
Also note the fee and payment mode. Many universities want a demand draft or an online receipt, and they will not start without it.
- Enrolment or roll number and year of passing
- Copy of your degree certificate and all semester marksheets
- Evaluator reference number and the exact mailing address
- Authorisation letter if someone will collect documents for you
- Payment proof for any university fee
Do you need a degree certificate, or is a provisional enough?
Evaluators generally want proof the degree was awarded. Some students only hold a provisional certificate because the convocation was never held. Ask the university what it can issue, and ask your evaluator what it will accept.
Some programs also need a medium of instruction letter. Request it at the same visit so you do not return later.
How should you plan the courier stage?
Sealed documents should travel with tracking. Ask the university to confirm the dispatch date in writing, and keep the tracking number so you can match it when the evaluator updates your status.
Do not open the sealed envelope. An opened seal can make the evaluator reject it.
If the envelope goes astray, the tracking number is your proof. Ask the university for a reissue request letter in advance, in case you need to resend.
Keep a photograph of the sealed envelope and the courier receipt. If the evaluator says nothing arrived, those two items speed up the conversation a great deal.
Can someone chase the university for you?
Yes, with an authorisation letter. Universities respond slowly in busy seasons, and a polite visit often moves things along. We4NRI works from Chennai and can follow up with Indian universities for students abroad.
Quick questions
Evaluators usually want documents sent by the university in a sealed envelope, or by an approved digital method. Self sent copies may be rejected, so check your evaluator instructions before you post anything and save yourself a lost month.
It varies by institution and season. Ask early and expect the first reply to take longer than a corporate office would. Do not trust a promised date without writing, and follow up politely after a week or two of silence.
Use the reference number your evaluator gave you for that application. It is how they match the envelope to your file. Ask the university to print it clearly on the cover, and check it against your account before dispatch.
Often yes, along with the degree certificate. Requirements depend on your degree and country, so read the current list for your case before you ask the university. Asking for everything once is cheaper than returning for a missing sheet.
This guide is general information, not legal, tax or immigration advice. Check current rules with the receiving office and a qualified professional.
