Studying overseas is an exciting opportunity for students, opening doors to personal growth and a broader perspective of the world. However, before you even begin, you must first apply for university by sending your application documents abroad. While electronic submissions have become more common, many institutions still require applicants to mail physical copies of important application documents such as transcripts, forms, letters of recommendation, and personal statements.
According to Acumen’s 2024 Key Trends in South-East Asia report, Vietnamese students top the region with 132,000 students studying abroad, representing 37% of the market. The top 5 destinations for Vietnamese students were Japan, Korea, the United States, Australia and Canada.
For many students in Vietnam, the thought of sending documents abroad to apply to an overseas university can be worrying. It is not uncommon to worry about the timeliness of the delivery, and whether your documents will arrive at their destination intact. DHL Express Vietnam’s international document delivery service can help send your documents abroad safely for a successful application, thanks to our global reach, secure handling practices, and commitment to timely delivery.
Challenges faced by international applicants
International students often face several challenges when sending their application documents abroad:
- Delayed Delivery: International shipping can be unpredictable, and delays can result in missing critical admission application deadlines.
- Document Authenticity: Ensuring that your documents remain untampered and authentic during transit is vital, as universities may reject altered or damaged documents.
- Tracking and Monitoring: Without reliable tracking, it can be stressful not knowing the whereabouts of your important documents during transit.
How secure document delivery can help
Sending important documents abroad by mail with a reputable courier like DHL Express Vietnam is an excellent way to ensure that your admission documents arrive intact, unaltered, and before the university application closes.
A reliable international document shipping service offers many advantages:
- Reliable delivery schedule: International document delivery services guarantee a specified delivery time, reducing the anxiety of uncertain wait times. This reliability is crucial for time-sensitive university applications, ensuring your admission application arrives within deadlines.
- Professional handling: Your documents are handled by professionals trained in the secure transport of sensitive materials. This minimises the risk of your admission application being damaged, lost, or compromised during transit.
- Policies to maintain confidentiality: Reputable international document shipping services implement stringent security measures, including sealed packaging and restricted access, to ensure that your documents are delivered securely. These policies protect your information from the moment of pickup to delivery, maintaining its confidentiality and integrity.
- Tracking: Reputable international document delivery services like DHL Express offer comprehensive tracking systems that allow you to monitor the shipping progress in real-time. This feature provides transparency and reassurance, knowing exactly where your documents are at any given moment.
- Insurance options: International document delivery services offer insurance for your university application documents during transit. This added layer of protection compensates for any potential loss or damage, giving you extra security and peace of mind.
How to send documents abroad with DHL Express Vietnam
DHL Express Vietnam offers international door-to-door document pick-up and delivery services. Our global reach and local teams ensure prompt delivery with end-to-end tracking for peace of mind. Here’s how you can send your study abroad application documents with DHL Express Vietnam:
- Prepare Your Documents: Double-check that you're including all necessary documents, such as application forms, transcripts, letters of recommendation, and personal statements
- Choose the Right Shipping Speed: Be mindful of application deadlines and select the appropriate shipping speed to ensure your admission documents reach the university on time.
- Packaging and Labelling: Use a sturdy envelope or document folder to protect your documents. Clearly label the recipient's address and your return address. Make sure to indicate "Important Documents" on the package.
- Schedule a Pickup: Use DHL Express Vietnam’s Document Pickup Service to schedule a convenient time to collect your documents from your location.
- Tracking Your Shipment: Once your documents are shipped, use DHL Express Vietnam’s online tracking system to monitor the status and location of your package in real-time.
How to package your university application documents safely
How you pack your application documents will affect their condition when they arrive. If you want them to arrive intact and pristine, follow these tips to ensure they are well-protected.
- Choose the right type of envelope or parcel: Start with a strong, durable envelope or box that is slightly larger than your university application documents. This will prevent your documents from bending and provide additional space for protective padding.
- Waterproof your documents: When sending your documents abroad, pack them in a protective folder such as a plastic sleeve or zip-lock bag before putting them in the envelope or box. This layer of protection is vital for preventing water damage, especially during overseas transit where the risk of exposure to moisture is higher.
- Pack additional protection: To prevent your documents from creasing or damage during international shipping, consider adding a piece of cardboard or thick paper around your documents within the plastic sleeve. This reinforces the envelope or box and keeps the documents flat and secure.
- Seal your envelope or box securely: Use strong tape to seal the envelope or box. Make sure all edges and openings are securely taped to prevent the package from opening during handling and transit.
More tips for a successful application
Make your overseas university application stand out with these additional tips for a streamlined and professional presentation:
- Consider including a cover letter: Consider adding a cover letter with the documents that you’re sending abroad to a university or an admissions office. The cover letter should briefly outline the contents of your shipment and any other relevant information, like your application number or the programme you're applying to. This can make a good first impression and even potentially speed up your application process.
- Use document folders for organisation: If you're sending multiple documents abroad, try organising them into labelled folders to keep them neat and make it easier for the recipient to review your application.
