What are Academic Transcripts? A Complete Student Guide

Students applying to top universities to study abroad are often required to submit a range of documents as part of the application process. One such crucial document is the academic transcript.

Simply put, academic transcripts detail your academic performance — the subjects you've studied, the grades you've earned, and other key academic milestones. Understanding what academic transcripts are and how they’re used is essential when navigating study abroad programs, applying for scholarships, or even exploring global career opportunities.

What is an Academic Transcript?

The academic transcript is an official document that is an account of a student's grades and credits received, and typically includes the school or university seal from which it was issued. It lists the courses taken, grades received, credits earned, and in some cases, a cumulative grade point average (GPA). It is a complete transcript of the student's academic history.

In other words, an academic transcript is an official record issued by an academic institution that provides a full account of a student's academic history. It typically includes the following information: 

• Courses or subjects taken 
• Marks or grades received 
• Credit hours 
• Cumulative GPA or percentage 
• Duration of studies 

Degrees or qualifications earned, if any. Transcripts are usually printed on official letterhead and signed and/or stamped by the registrar or academic office. Official records may be sealed and/or sent by electronic verification. Transcripts are often required for university admission, employment applications, scholarship applications and visa processes, particularly if you are intending to apply to schools outside of your country.

What is a Transcript of Records (ToR)

A Transcript of Records (ToR) is like an academic transcript, but it is mostly used with the European education systems. It includes a list of courses a student has completed, the grades earned for each, and the number of credits earned through courses - much like the European Credit Transfer and Accumulation System (ECTS) in the European Union. This document is crucial for students who are transferring credits between institutions within Europe.

Generally, the document includes:

• A list of courses taken
• ECTS credits achieved
• Grades obtained (includes the grading scale)
• Academic year or semester
• Information on the institution

The Transcript of Records will most commonly be used for:

• Erasmus+ or other student exchange programs;
• Transferring credits between universities that may be even in different countries;
• International study or internships;
• The transcript makes sure students' academic pathways are recognised and comparable across institutions and education systems.   

What Details Should We Include in Academic Transcripts?

Academic transcripts are official records of the academic progress of a student. Academic transcripts must reflect the important aspects of official academic records to provide accuracy, authority, and clarity.

Academic Transcripts typically include these important elements:

1. Personal Information

• Name of the student
• Student ID/registration number
• Date of birth
• Contact information (optional)

1. Institution Information

• Name of educational institution
• Logo and/or seal
• Contact information and address
• Accreditation information (if applicable)

1. Program Information

• Degree or program name (e.g., Bachelor of Science in Biology)
• Major and minor fields of study (if applicable)
• Date range of study (start date and end date)

1. Academic Performance

• List of all courses/subjects that the student has taken.
• Course/subjects with semester or term breakdown.
• Grades or marks received.
• Credit hours per course/subject.
• Grade Point Average (GPA), Cumulative GPA (CGPA), or class standing ranking.
• An explanation of the grading system.

1. Academic Standing or Honors

• Dean’s List, distinction or honors (if applicable).
• Any disciplinary notes or academic probation (if applicable).

1. Certification and Authentication

• Signature of the registrar or academic authority.
• Official stamp or seal
• Date of issue.

1. Additional Notes (if necessary)

• Transfer credits
• Repeated or withdrawn courses.
• Thesis or capstone project titles

Sample of an Academic Transcripts

Below is a sample of Academic Transcripts which will help you understand better:

Types of Academic Transcripts

There are different types of academic transcripts. The types depend on their purpose for issuing the transcript, what stage of the process the transcript is used for, and how much detail each respective transcript has. 

Below, are the 2 primary types of academic transcripts:

1. Official transcripts

The official transcript is a formal academic record provided by an educational entity to verify the student’s academic history. The official transcript will contain the complete history of the student’s academic progress by school, by course, as well as the course title or designation, grade, credit hours earned, cumulative grade point average, and degree conferred. 

The official transcript will contain a formal signature (sometimes) and official seal that authenticates the transcript. An official transcript is generally used for formal, professional and/or administrative reasons such as admission to a university, employment, awarding a scholarship, or immigration.

2. Unofficial transcripts

The unofficial transcript will contain the same academic information as the official transcript (i.e. course, grades, and grade point average) but will not be authenticated as an official transcript. A student may obtain an unofficial transcript through the student academic portal, print it or download it for personal purposes. 

The unofficial transcript may be useful to the student for tracking one’s academic performance, and may be used for internal reviews, academic advising purposes and to view a prior academic record or achievement when applying to graduate or professional applications.

How to get an Academic Transcript from your University?

In order to obtain your academic transcript you have to follow certain steps which can help you to get an academic transcript from your university easily without any trouble. 

The steps are mentioned below

1. Visit the University Website or Portal

Check the registrar’s section for transcript request instructions and requirements. Some institutions require you to be a current student or alumni in good standing.

1. Access the Student Portal

Log in using your student credentials to request a transcript.

1. Complete the Request Form

Locate the transcript request section and complete the required form. You may need to specify:

• Number of copies
• Delivery method (mail, email, in-person pickup, or digital download)
• Recipient details, if the transcript is to be sent to a third party

1. Pay Any Required Fees

Some institutions charge for official transcripts payment is usually done online.

1. Submit and Track

       Submit the request and wait for confirmation. Processing may take a few days.

How to Send Academic Transcripts to Universities Abroad? 

Transmitting academic documents to universities abroad can be an important part of the admission process. Most universities request official (and verified) transcripts. Official transcripts must be sent from your university securely and directly. To send your transcript, follow these steps:

1. Read the Requirements of the Universities

Each university abroad might have specific instructions on how they want you to send your transcripts, if they have requests, such as digital or postal requests, or if they would like for your university to send transcripts via third-party services. Always reference their admissions page for their details.

2. Request a transcript from your university

Log onto your university’s student portal to request your official transcript. You will need to:

• Fill out a request form
• Include the recipient university information
• Decide on delivery method (digital or postal)

3. Determine the delivery method 

Digital Submission:

• Many universities will accept transcripts via secure systems uploaded electronically. For example:

Parchment

• National Student Clearinghouse
• Digitary
• TrueCopy (developed in India and widely used)
• Your university might directly upload transcripts to these systems or send transcripts to the service provider securely by email.

Postal Mail:

• If a hard copy is needed, the transcript must be:
• Letterhead and official copy
• Signed, sealed and sent in an official envelope
• Sent directly from your university to the admissions office of the university abroad

4. Verify and track delivery 

When you send the transcript you may wish to ask for confirmation of delivery, or ask for a tracking number.

Difference between Academic Transcripts and Marksheets

A marksheet will generally show subject-wise marks for a semester/year, while an academic transcript includes a detailed record of academic history across all semesters, along with grades, credits, and performance. Understanding what is an academic transcript is very important because a lot of universities, institutions, and organizations overseas may ask specifically for an academic transcript. When applying for studies or to immigrate, knowing what is an academic transcript and how it differs from a marksheet can help streamline your applications and help you be more effective.

Here is a table showing the difference between academic transcripts and marksheets:

Feature	Academic Transcript	Marksheet
Scope	Full academic program	One term or semester
Content	All courses, all credits, all grades, GPA/CGPA	Marks in courses only for that term
Purpose	Official proof to show for higher studies, jobs	For immediate academic progression
Issued By	Registrar's or academic office	Examinations department
Format	Consolidated, official format	Usually one each term/year

This is what makes an academic transcript different from a marksheet.

Why Are Academic Transcripts Important for Studying Abroad?

Academic transcripts are an important part of your application to study abroad as they give proof verification of your academic history and performance. Universities and colleges abroad will use these documents to evaluate your ability to be admitted to the program you are applying to or not. Below are details about why academic records are important:

1. Academic History Report

Transcripts provide a formal academic history report of all your courses, grades, and credit successfully earned which make it very important to foreign institutions to assess your previous education.

2. Assessment of Academic Eligibility

When the admissions committee determines whether an applicant meets the academic qualifications for a program, they will be using academic transcripts, and because they regard formal assessments before evaluating applicants from various countries, it's critical as they probably will be examining various academic grading barriers.

3. Mapping previous courses and transferring credits

Transcripts provide a University with the ability to map previous courses to their curriculum. This is important for transfer students to know what courses they can take a transfer credit for or whether they approve of you requesting exemption from a course

4. Scholarships and Visa Application Process

Many scholarships and also the process to get a student visa requires an academic transcript so that can verify the merit/academic credibility of the applicant.

5. Establishing academic integrity

You will also find a certified transcript will establish credibility. It shows you have legitimacy that your qualifications are being issued/certified by some formally recognized institution of education.

Common Issues with Academic Transcripts

When applying for jobs, universities or for visas, you will likely need to provide academic transcripts. However, you may face a number of common problems with your transcripts. 

Here are some of the major problems:

1. Missing information

Sometimes, the transcript will miss important information, such as your GPA, credit hours or degree awarded.  Missing this may mean application delays, or even a rejected application. 

2. Wrong details

If the name on your transcripts, or the date of birth, or student ID is incorrect, that can be problematic. In particular, if you have documents, such as a passport which has the correct information, your transcripts may not match, which is frustrating.

3. No seal or signature

In order for a transcript to be considered official, it must have a stamp/seal from an institution or a signature from the registrar.  If your transcript does not include at least one of those items, the transcript is invalid in official terms.

4. Not in English

Many universities transact all correspondence in English. Therefore, if your transcript is in a language other than English, you will have to get a certified translation of your transcript.  If you apply without it, your application may be delayed, or turned down.

5. Slow to issue transcript

In some cases, if the institution issues an academic transcript, they may take weeks, or months to issue an official copy. This is problematic because you may miss university application deadlines, or visa application deadlines.

6. Sending your own transcripts

Many foreign universities require that you do not send an academic transcript, and that you order a transcript from the issuing institution, that is directly sent to the institution.  If you send a transcript yourself, you run the risk of it being considered "unofficial."

Conclusion

Determining what is an academic transcript is important for students looking at opportunities to study abroad. Academic transcripts are the official documentation of your entire academic journey that describes the courses and programs you have taken as well as your performance. When students apply for universities, scholarships, job placements, and visas, academic transcripts deliver universally understood, reliable, and verifiable proof of students' academic history. 

If students understand what is an academic transcript, what it contains, how to get it, and how it can be used, students can feel more confident with interacting academically and professionally overseas.If you are still pursuing a degree or are getting ready to graduate, being proactive is an important first step toward achieving your international education aspirations.