Direct answer: if an academic record is not in the language accepted by the university, evaluator or licensing body, a translation may be required before the record can be reviewed. The receiving organization decides what documents, translator qualifications, certification and delivery method it will accept, so check its current instructions before ordering.
Transcript translation and credential evaluation are different services. A translation reproduces the record in another language. An evaluator interprets the qualification, level, credits or equivalency. A translated PDF also does not make the original record “official” when the recipient requires delivery directly from the issuing institution.
Check the receiving organization’s rules first
There is no single academic-document rule that applies to every university and evaluator. Requirements can change by institution, program and country of study. Before sending files for translation, confirm:
- which transcripts, mark sheets, diplomas, certificates and study periods are required;
- whether the translation must be certified, literal or presented in the same format as the source;
- who may prepare the translation;
- whether the original-language record must accompany it; and
- whether official records must arrive directly from the school or through an approved electronic service.
What to include in the translation file
Upload the complete record rather than selected courses or the front page alone. Include every page the recipient asks to review, including reverse sides, continuation pages, grading legends and keys. If a diploma or degree certificate is also required, include that document too.
Clear PDFs or scans are best. Readable phone photos can work when all edges, grades, dates, seals, signatures and annotations are visible. Keep names consistent with the spelling used in the application or identity document, and flag any known variation in the order notes.
Do not convert grades or credentials during translation
A faithful academic translation keeps course names, grades, credits, dates and institutional information understandable without inventing an equivalency. Grade conversion, credit conversion and degree equivalency belong to the receiving institution or credential evaluator unless it gives different instructions.
Visible stamps, seals, signatures and handwritten notes should be translated or described as appropriate. Blank space is not content, but a reverse page or electronic-certification page may still matter when it forms part of the complete record.
Current examples from receiving organizations
The examples below show why generic advice is not enough. They summarize public requirements reviewed on September 4, 2026; always open the linked source and check your own account or program instructions.
| Organization | Current public guidance, summarized |
|---|---|
| World Education Services (WES) | WES says its U.S. evaluations require translations for documents not in English. For Canadian evaluations, translations may be in English or French. Applicants should confirm the required-document list in their own WES account. |
| Educational Credential Evaluators (ECE) | ECE requirements vary by country. Its current guidance says English translations are required for non-English documents when its paid Translation Waiver is not selected, with exceptions and special-program rules. |
| University of Toledo | Its undergraduate international instructions say non-English originals must be accompanied by an official translation in the same format with an original stamp or signature of a qualified translator; student translations are not accepted. |
| University of Houston | Its undergraduate international guidance asks for original-language academic records plus a certified literal English translation from one of the sources it lists. |
Sealed envelopes and official delivery
Do not open a sealed academic record merely to obtain a translation unless the recipient confirms that this is acceptable. Ask the issuing institution for another set or follow the evaluator’s specific procedure. WES, for example, recommends obtaining a second set for the translator when official documents must be sent separately.
After translation, follow the recipient’s delivery instructions exactly. Some organizations accept an applicant upload for an initial review but require final official records through another channel later.
Get the page count confirmed before payment
TranslateDay defines one translation page as up to 250 words. A physical record can therefore contain a different number of chargeable translation pages. Upload the complete file and either review the calculated total or request a human page-count confirmation before paying.
Last editorial review: September 4, 2026. This guide provides document-preparation information, not admissions, credential-evaluation or legal advice. The receiving organization’s current instructions control.