Transcript Request Letter (Format & Example)

A Transcript Request Letter is a letter written by a former student to request an official transcript from the school or university they previously attended. Transcripts are important documents used to verify your academic achievement. They are required to transfer from one school to another or to apply to graduate school. In addition, employers sometimes request transcripts to verify your academic record.

Previous students can obtain their official transcript by writing to the school they attended. The letter should be addressed to the Registrar of the school or university. This article explains how to write a transcript request letter.

Writing a transcript request letter is simple when you prepare well. Here are the steps to take when you write your letter.

Do the research. Schools often have specific requirements for obtaining a transcript. In addition, some universities require students to pay a fee for an official transcript. The school’s website should have the registrar’s name, address, and fee information. In addition, some schools and universities require a completed form for a transcript request. This form is generally available online.

Gather the necessary information. You will need your personal information and information about the period in which you were enrolled in the school. Gather the items on this list:Your name and address – include your previous name if you were enrolled under a different name

  • Your student ID number and your social security number
  • Your birthdate
  • The years you were enrolled at the school
  • The number of official transcripts you need
  • Your payment information or your check if there is a transcript fee
  • Any forms your school requires for a transcript request

Write your Letter. Be sure to write early and allow plenty of time for your transcript request to be processed. Write your letter in a professional format and use a professional tone. You will need to write a letter to each school from which you need a transcript. We have provided the basic format for a transcript request letter below.

Note: Most schools will not process a transcript request without your signature, so be sure to sign your letter. Many universities offer digital transcripts. Check with the Office of the Registrar at your university to find details for ordering if you would like a digital transcript.

Transcript Request Letter Format

Here is the basic format for a transcript request letter.

{your name}

{your address}

{date}

{Registrar’s name}

{school name}

{Registrar’s address}

Dear {Registrar’s name}:

I am writing to request {number} official transcripts. I will use these transcripts for {(employment) or (educational)} purposes. {You might add your specific plans here.} I have enclosed the transcript request form and payment for my transcripts. Please mail my transcripts to the address below.

My information is as follows:

• {your name, and previous name if enrolled under a different name}

• {your address}

• Years Enrolled: {year – year}

• Student ID: {your ID number}

• Social Security Number: {your number}

• Birthdate: {your birthdate}

Thank you for your prompt attention to my request.

Sincerely,

{your signature}

{your name}

Enclosures

Sample Transcript Request Letter

Here is a sample letter based on the above format.

Brett Wallace

5098 South Winston

Braden, NC 75669

August 30, 2022

Mrs. Janice Walker

Capital University

9 Capital Street

Capital, UT 89557

Dear Mrs. Walker:

I am writing to request three official transcripts. I will use these transcripts for educational purposes. I am applying to several different graduate schools, and I am excited to begin the next stage of my education. I have enclosed the transcript request form and payment for my transcripts. Please mail my transcripts to the address below.

My information is as follows:

• Brett Wallace

• 5098 South Winston, Braden, NC 75669

• Years Enrolled: 2018-2022

• Student ID: CU579821

• Social Security Number: 557-98-2304

• Birthdate: 12/18/2000

Thank you for your prompt attention to my request.

Sincerely,

Brett Wallace

Brett Wallace

Enclosures

Transcript Request Letter (Word Template)

Details
File Format
  • MS Word

Conclusion

Writing a transcript request letter doesn’t have to be difficult when you have a basic format to use. This format should include a space for a bulleted list to fill with your personal details. Using this format makes it easier for the school or university to process your request quickly. Feel free to use the one we have provided above. Don’t forget to sign your letter!