When applying to a university, a critical step of your application is the submission of various supporting documents, such as educational certificates and an academic transcript. While mailing these materials may appear straightforward, overlooking a step can easily derail the process, potentially jeopardising your university admission, especially when you’re sending the documents to an institution abroad. To help you out, DHL Express detailed a comprehensive checklist below to guide you through the preparation of certificates for shipping so you can enjoy a seamless and secure international delivery experience.
Preparing your documents for shipping
1. Document verification
If you are applying to universities abroad, you'll likely come across various terms, such as mark sheet, transcripts of record, report card, diploma supplement, cumulative record file, and academic certificate. This may leave you wondering, "How do I prepare for my application when I've never encountered such documents before?" However, fret not, for these are essentially different terms different countries or universities use to refer to academic transcripts.
On the other hand, a graduation certificate and academic transcript would differ in the information they contain and the purpose they serve.
| Academic Transcript | Graduation Certificate |
Content | Provides a detailed record of your courses taken, grades received, and credits earned. | Lists the qualification obtained and the graduation date. |
Purpose | Serves as proof of your education and helps universities understand how you perform academically. | Serves as proof of your education. |
Availability | Interim transcripts may be available before the completion of your studies. However, you’ll eventually need to send your final transcript to complete your admission process. | Graduation certificates can only be provided after the completion of your studies. |
As such, a rule of thumb is to always review each document against the university’s checklist and requirements to confirm that you courier the right materials overseas.
Students in India applying to universities in English-speaking countries will need to get the official English version of their transcripts or certificates directly from their current schools or registered translators. If you are specifically looking to study in the USA, it may also be beneficial to get a transcript evaluation from World Education Services (WES), which translates your academic credentials into USA equivalents. While we can always ship over an English transcript, providing the transcript evaluation may help your application by enabling admissions offices to better evaluate your academic background and qualifications.
Besides this, you should also check that the documents you are sending are accurate and current. Universities typically conduct thorough background checks, and any discrepancies or errors may result in the disqualification of your application or even blacklisting, which can affect your opportunities at other institutions.
2. The inclusion of a cover letter
Universities, especially prestigious ones, receive multiple mails from diverse individuals and institutions. To ensure the efficient handling of your application, enclosing a clear cover letter containing your contact information, the recipient's details, and a detailed list of the documents in the parcel is recommended. Doing so can help university administrators quickly identify and process your application while reducing the risk of document misplacement.
3. Packing documents for secure delivery
Once you've verified that your transcript, documents and cover letter are in order, the next step is to pack your items for shipping. Unless otherwise specified by the receiving institution, choose an envelope or packaging large enough to fit all your certificates, as folding them can crease the paper and potentially make the materials invalid or hard to read.
Since your documents are likely non-laminated hardcopies, it is wise to choose sturdy packaging, check that it is properly sealed to keep the contents dry and safe during transit and ensure they reach the recipient as intended. If you are engaging the courier services of DHL Express, you can also use our DHL Express envelopes and delivery boxes made from thicker, durable material to better protect the vital documents that you are sending abroad.
Labelling and customs requirements
The last step is addressing your parcel correctly and providing the required customs documents.
- Correct addressing: Include all relevant postal information, such as your recipient's full name, department, university address, and destination country, and affix your shipping labels on top of the envelope or box.Customs documentation: If you are sending your transcript abroad, you must also fill out certain forms or present certain materials to facilitate the Customs’ assessment of the duties and taxes to charge. Some of these include:
- Customs documentation: If you are sending your transcript abroad, you must also fill out certain forms or present certain materials to facilitate the Customs’ assessment of the duties and taxes to charge. Some of these include:
- KYC documents (a government-recognised proof of identity and proof of address).
- An accurate description of your items and their value.
- Invoice
- A Schedule B (for shipments from India to the USA).
If you’re engaging the courier services of DHL Express, one of the fastest ways to prepare your labels and documentation is to leverage MyDHL+, which enables you to create your shipment online.
Choosing the right DHL Express service
When it comes to international deliveries, choosing the right document courier services is particularly important for a hassle-free and seamless shipping experience.
1. Service options
At DHL Express India, we understand this need and offer various services to better serve our customers under different circumstances. For instance, if you are nearing application deadlines, you can opt for same-day delivery or Express delivery service, which delivers your documents within one to three days.
2. Tracking and security
After you’ve entrusted your shipment to our care, you can easily track your package in real time and stay updated on its delivery status throughout the shipping process. To provide our customers with complete peace of mind, DHL Express also offers shipping insurance with extended liability to protect you in case of a full or partial loss of your documents.
How can I courier and track my documents?
To start using DHL Express's services efficiently, you can:
- Drop Off Your Package: Choose a DHL Express drop-off point nearest to you from our extensive network. Dropping off your package at one of these points ensures it enters the logistics chain swiftly.
- Schedule a Pickup: For added convenience, you can also schedule a pickup from your home or office. DHL Express offers online booking options via MyDHL+. Simply choose the account number (NA for non-account holders) and fill in the pickup address, package information, and other relevant details required.
Once the shipment has been scheduled, you can opt to be notified of the delivery in real-time via text message or email. Upon the successful delivery of your documents, be sure to receive and save the delivery confirmation, as it serves as proof that your documents were received before the application deadlines.
Ship documents abroad confidently with DHL Express
With DHL Express’s commitment to providing reliable and fast services, you can always be confident that your documents are sent abroad more efficiently, securely and promptly to support your university application. Start tapping into the advantages of partnering with a dependable logistics provider by opening a DHL Express business account today.
