Writing a Transcript Request Letter (with Sample Letter)
Use this sample transcript request letter as a template for your formal request letter.
Last updated on January 16th, 2019
Transcripts are official documents that have a students’ information on file. These are used by employers, colleges and various other organizations to verify one’s educational accomplishments and their degree.
These documents are often requested from individuals in search of employment, those who are continuing their education and some people just want to keep them on file.
There is usually no charge for a copy, but the universities usually need all requests made in writing. It is best to call and find out if there is a charge associated with the transcripts, and what their policy is on getting them in hand.
Any payment should be included with the letter. Some places have a specific form that they want filled out in order to get a copy of the transcript, but other places want an official letter to release the documentation.
These documents are often requested from individuals in search of employment, those who are continuing their education and some people just want to keep them on file.
There is usually no charge for a copy, but the universities usually need all requests made in writing. It is best to call and find out if there is a charge associated with the transcripts, and what their policy is on getting them in hand.
Any payment should be included with the letter. Some places have a specific form that they want filled out in order to get a copy of the transcript, but other places want an official letter to release the documentation.
Include Pertinent Information
To draft a transcript letter is not difficult, but must include pertinent information. Use proper letter structure and address it directly to the university or school and the appropriate department or person. It is best when calling the school to find out their procedure, to also ask who the letter should be addressed to.
Finding out the appropriate department and who handles these transactions is valuable. This information will make it easier when it comes to writing the letter and getting the transcripts. To address the letter to the main address of the school may delay fulfillment of the request.
Other departments have to go through a sorting process and this can delay the request by days or even weeks. By addressing the letter to the right department, it can save valuable time.
First Paragraph
Begin the first paragraph by stating the need for the transcripts. If there is a fee associated, acknowledge the fee and state that it is enclosed.
Make sure to get a cashier’s check or money order, as most schools won’t take a personal check. Be sure to state that you want a full copy of the transcript.
Some colleges my just send portions or info from the past year; specify that you want the transcript in its entirety. After stating the purpose of the letter, they will need a little background information. Letting them know the dated attended, the program enrolled in and date of graduation is all relevant.
Next Paragraph
The next paragraph gets personal. The social security number, student identification number, address of where to mail the transcripts, and any other information may be helpful in locating and sending the files. Make sure to give a contact number should anyone have questions regarding these files.
Sometimes they need a release signed and a form filled out on top of the written request. It is best to have this letter notarized, as this verifies it is the official signature and can serve as assurance to the university that the person requesting the documentation is authentic. Here is a sample letter.
Sample Transcript Request Letter
Jennifer Comings
90 St. Rt. 193
Jackson, Ohio 45640
October 28, 20xx
Ohio State University
2300 Lane Ave.
Columbus, Ohio 43232
Attn: Admissions Department
Dear Ms. Johnson,
I need to get a copy of my full transcript with the Ohio State University. I understand that there is a charge for this document of $250 according to the universities regulations.
I have enclosed a money order for $250. I am a proud graduate of Ohio State from 2011, with a Master’s Degree in Psychology. I need a copy of these documents for a potential job as a counselor at Herbert Mills Elementary School.
To help you access my files quickly, my Social Security Number is 285-09-1845. My official Ohio State Student Identification number is OH1726664. I need the transcripts mailed to my home address at:
Miley Catherin Sizemore
90901 St. Rt. 124
Portsmouth, Ohio 45662
I appreciate your prompt attention to this matter, as these documents are a requirement of my interview. By receiving this documentation quickly, I will be able to attend the interview with the correct paperwork in hand.
If you should have any questions, please feel free to contact me at 740-354-6585. I can be reached anytime by phone or email at [email protected]
Sincerely,
Miley C. Sizemore
Enclosure
By Andre Bradley
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