How to request a transcript

A transcript is an official record of your academic performance at a school or university. It includes your courses taken, grades received, and any honors or awards you have earned. Transcripts are often required for admissions to graduate school, employment, or professional licensing.

To request a transcript in South Africa, you will need to contact the registrar’s office of the school or university where you studied. The registrar’s office will provide you with a transcript request form and instructions on how to submit it. You will typically need to pay a fee for each transcript you request.

The following are the general steps on how to request a transcript in South Africa:

Step 1: Contact the Institution

The first step in requesting a transcript is to contact the educational institution where you studied. This could be a school, college, university, or any other accredited educational body. Reach out to the institution’s registrar’s office or the relevant administrative department responsible for student records.

Step 2: Gather Required Information

Before contacting the institution, ensure you have the necessary information at hand. This may include your full name, student identification number, dates of attendance, and any other relevant details that can help them locate your records accurately.

Step 3: Understand the Procedure and Requirements

Each educational institution may have its own procedure and requirements for transcript requests. Some institutions might have an online portal for requesting transcripts, while others may require you to submit a written request via email, postal mail, or in person. Additionally, be prepared to pay a fee for processing your transcript request.

Step 4: Complete the Request

If the institution has an online portal, create an account if necessary and follow the prompts to request your transcript. Make sure to fill in all the required fields accurately. If the institution requires a written request, draft a formal letter or email addressed to the registrar’s office. Clearly state your intention to obtain a transcript, provide your personal information, and mention any special instructions if needed.

Step 5: Pay the Fee

Transcript requests in South Africa often come with a processing fee. The fee may vary depending on the institution and the number of copies requested. Make sure to include the payment, if applicable, along with your request. Payment methods may include bank transfers, online payment gateways, or other methods specified by the institution.

Step 6: Wait for Processing

After submitting your request and payment, allow some time for the institution to process your request. The processing time can vary, so it’s recommended to inquire about the estimated processing duration when you make your request.

Step 7: Delivery Options

Once your transcript is ready, the institution will provide options for delivery. You might be able to collect it in person, have it mailed to a specific address, or choose an electronic delivery method. Select the option that best suits your needs.

Step 8: Verify Accuracy

Upon receiving your transcript, carefully review the document to ensure all the information is accurate. If you identify any discrepancies, contact the institution’s registrar’s office immediately for correction.


Requesting a transcript in South Africa involves several steps to ensure a smooth and accurate process. By contacting the institution, providing the necessary information, following the proper procedure, and paying any required fees, you can obtain your academic transcript for further education or employment purposes. Remember that each institution may have its own specific guidelines, so it’s important to closely follow their instructions during the transcript request process.