Employers sometimes request educational transcripts as part of the job application process. If you graduated some time ago, this may come as a surprise. Why would a hiring manager need to see high school, college, or graduate school transcripts?
There are many reasons why employers might want to see these documents, ranging from simple background verification to confirmation that you have the skills and experience necessary for the job. In some industries, it’s a longstanding requirement. For example, government jobs often require a certain education level.
But when you’re applying for jobs, it’s not really important why an employer wants to see your transcript. Your goal is to provide a complete application as soon as possible. Here’s how to request official transcriptions and provide copies to prospective employers.
What Is an Official Transcript?
An official transcript is a list of the classes taken by a student, along with grades, and GPA (grade point average). A transcript will list all courses and grades received, majors, concentrations, any honors, and any degrees earned by a student. Most students can access an unofficial transcript on their school’s online portal, but most employers require a more official document.
An official transcript is typically issued by the school’s Guidance or Registrar’s office with an official seal or signature.
How to Request an Official Transcript
When employers require an official transcript, it must be requested by the student or alumnus and sent directly from the high school or college. The issuing institution will normally send it directly to the employer to prevent any potential tampering with the document. A transcript can be considered void or fraudulent if the seal is broken or opened before the employer receives it.
High school students and graduates should contact the guidance office, and college students and graduates should contact the registrar to have an official transcript sent. Many schools require that alumni have no outstanding balances owed to the school. If there are, they reserve the right to withhold your official transcripts until the balance has been paid.
Some schools require a written request before they will issue the document, but many offer an electronic alternative. Both ways of requesting may require the student to disclose proof of identity with signatures, Social Security number, student ID numbers, and dates of attendance.
Note
Official transcripts are usually issued with a nominal fee anywhere from $5–$30, excluding shipping, depending on the institution.
What Is an Unofficial Transcript?
Transcripts that have been handled by students or anyone in the absence of a seal or closed envelope are considered unofficial. Unofficial transcripts are printed on regular paper and are usually free and instantaneously accessible.
Unofficial transcripts can often be used as a temporary placeholder while waiting for the official transcript to arrive. These transcripts will still describe coursework and any transfer credits, academic standing, disciplinary action, honors, and how the coursework aligns with certain degrees and career paths. In the case of incomplete education or waiting for final scores, unofficial transcripts will list CIP (course in progress) to describe a course that has yet to receive a grade.
If an unofficial transcript is requested, it is acceptable to send a photocopy of a grade report or a downloaded copy of a transcript, as long as it contains all your coursework, grades, and GPA.
Examples: Transcripts in the Job Application Process
- ABC Corporation requires a resume, cover letter, writing sample, and official transcript from applicants for the management training program.
- The company required an official transcript in addition to a copy of the degree to ensure that candidates had the appropriate background for the position.
- John sent a copy of his unofficial transcript to the hiring manager as a proxy until the official transcript arrived.
Family Educational Rights and Privacy Act
The Family Educational Rights and Privacy Act (FERPA) provides students with the right to access their education records, regardless of obstacles preventing them from obtaining them in person. Colleges and universities are required to provide students with a copy of their education records even if the student does not live in the area or is otherwise unable to visit the school in person.
Although many schools prefer that students submit a formal, in-person request for a transcript, FERPA requires them to mail or otherwise send education documents regardless of the student’s proximity. This copy, however, does not need to be an official transcript, and the law does not require that institutions send anything to third-party vendors or employers.
FAQs
Most students can access an unofficial transcript on their school's online portal, but most employers require a more official document. An official transcript is typically issued by the school's Guidance or Registrar's office with an official seal or signature.
How do I ask for official transcripts? ›
To obtain a transcript from a California public school, you will need to contact the school directly. If the school is closed, we suggest contacting the local school district where the school was located for assistance. Contact information for these entities may be obtained from the California School Directory.
What is a transcript for a job application? ›
Transcripts prove your education. They show your courses, grades, and degree. Think of them as your academic fingerprint. Official transcripts are different from the copies you might have. These come directly from your school, sealed and stamped, ensuring they're legit.
What is the format for requesting transcript? ›
Dear [Principal's Name], I hope this letter finds you well. I am writing to request a copy of my high school transcript from [School Name]. I am in the process of applying to colleges and would like to have an official copy of my transcript to submit with my applications.
Do employers usually ask for transcripts? ›
Some companies require college transcripts, and the hiring manager will likely check your GPA in this case as well. Instead of making a decision based on your GPA, many hiring managers place importance on your experience, skills and general education.
How do I ask for transcripts of records? ›
How to Request a Transcript of Records?
- Contact Your Educational Institution: Begin by reaching out to your school, college, or university's registrar's office or academic affairs department. ...
- Complete the Request Form: Many institutions have a designated request form for transcripts.
OFFICIAL TRANSCRIPT
And it's fine to send transcripts even before you submit an application! However, before your transcript is actually sent, check it thoroughly to be certain that everything is as it should be: classes, grades, and credits, service hours, if they're recorded, and SAT/ACT scores.
How do I get a job transcript? ›
To request a transcript, first visit your school's website. You may be able to complete your request online. If your college doesn't offer this service, contact the Registrar's Office. The Registrar's Office may require specific personal information before sending you the transcript.
What is an application transcript? ›
A transcript is a detailed record of your marks or grades that has been generated by your current or former university. Usually this will be a document, either on paper or online, with a list or table of the individual modules, papers or courses you have completed with a numerical and/or letter grade against each.
How do I create a transcript request form? ›
What to Include in a Transcript Request Form
- Your full name.
- Your date of birth.
- Your phone number and email address.
- The institution you attended.
- The dates you attended the school.
- Your student ID number.
The ideal legal transcription format would be verbatim transcription. It's important for legal proceedings to have full, accurate transcripts.
How to write an email for a transcript request? ›
Sample Transcript Request Letter/Email
Please process my request for a copy of my full transcript. I have enclosed the $10 processing fee that is required by the school. To help locate my records, I attended <school name> from 2014 to 2017. My Social Security number is 123-45-6789 and my student ID number was 128987.
How do companies verify transcripts? ›
There are three generally accepted methods: Contact the schools or higher learning institutions directly. Ask the candidates to provide a copy of their diploma or transcripts. Work with a third-party background check service.
Can I use an unofficial transcript for a job application? ›
Whether you've graduated or not, an official transcript contains your grades, GPA, chosen majors, honors credits, and earned degrees. Unofficial transcripts typically contain the same information but will not be accepted by some jobs and reputable academic institutions.
Does a background check show a transcript? ›
An employer needs to obtain an applicant's written consent to check a credit report and to hire an outside agency to conduct a background check. Written consent may also be required to obtain school transcripts and records of military service.
How do I ask my counselor for transcripts? ›
Your guidance counselor, or college counselor, typically is the right person to contact for your high school transcript. You can stop by in the office or try emailing them to get a copy of your transcript.
Can I start over at a new college without transcripts? ›
Thankfully, new laws passed over the last two years have banned transcript withholding in eleven states: New York, California, Colorado, Maine, Minnesota, Washington, Ohio, Illinois, Indiana, Connecticut and Oregon. Nine more states have considered bans, but have yet to pass proposed laws.
What is the difference between an official and unofficial transcript? ›
Official transcripts are directly uploaded by your counselor. Official transcripts are ones that are directly uploaded to Going Merry by your counselor or administration office. Unofficial transcripts are typically accessed directly by the student via the grading or student document portal that your school uses.
What if college won't release my official transcript? ›
If your school still withholds your official transcript, submit a student loan complaint to the Consumer Financial Protection Bureau. You can also request an unofficial transcript; the school must provide you with one, and it might satisfy the requirements of an employer or another college you're applying to.
