How to Translate Academic Transcripts for Overseas Admissions
OpenL Team 9/26/2025
TABLE OF CONTENTS
When you apply to universities abroad, admissions teams must be able to read your academic record clearly. That usually means providing both the original transcript and a translated version. This guide explains what schools actually require, compares common translation options, and shows how to keep layout (tables, seals, notes) readable. Our product is included as one option among several—use the one that matches your case.
What Admissions Offices Actually Require
- Original + translation: Submit the original transcript in the source language alongside its translation.
- Certified translation for final submission: Many schools require a certified or sworn translator, or a translation stamped by an authorized agency. Check the program’s instructions.
- No edits to grades or credits: Translate labels and notes only. Do not alter numbers.
- Explanatory notes: Include legends for grading scales (e.g., 1–5, 0–100, GPA), course codes, and credit systems (ECTS, credits, hours).
- Country specifics: Some rely on credential evaluators (e.g., WES/ECE), some accept translations from university registrars, others require sworn translators.
Choose the Right Option (By Use Case)
- Option 1 — Certified human translation (final submission): Required by many schools. Use sworn/certified translators (e.g., ATA/NAATI members) or a university‑authorized list.
- Option 2 — Registrar‑issued bilingual transcript: Some universities can issue bilingual transcripts or English versions on request.
- Option 3 — Credential evaluation (WES/ECE/NACES): Not a translation per se, but accepted by many schools to standardize your credentials.
- Option 4 — Self‑translation + native review (draft): Useful for your own review or application prep; not valid for official submission.
- Option 5 — Free online translation (Google/DeepL web): Quick draft reading; may lose layout.
- Option 6 — AI document translators that keep formatting (e.g., OpenL): Good for readable drafts that preserve tables and structure; still verify and follow official rules.
Below are concise steps and pros/cons for each.
Option 1: Certified Human Translation (Final Submission)
- Steps:
- Confirm the program’s requirements (who can translate, whether notarization/apostille is needed).
- Choose a certified/sworn translator or an agency accepted by the school.
- Provide clear scans or official PDFs and instructions to keep course codes and tables.
- Pros: Widely accepted; quality control; compliant with formal processes.
- Cons: Cost and lead time; may require physical stamps.
Option 2: Registrar‑Issued Bilingual Transcript
- Steps:
- Ask your university registrar if they can issue an English (or target‑language) version.
- Request official seals/signatures as required.
- Pros: Most authoritative; avoids translation disputes.
- Cons: Not all schools offer it; processing time can be long.
Option 3: Credential Evaluation (WES/ECE/NACES)
- Steps:
- Check if your target school accepts credential evaluations in lieu of translated transcripts.
- Send official transcripts directly from your university to the evaluator.
- Pros: Standardizes grades/credits across systems; often accepted for admissions.
- Cons: Fees and processing time; the evaluator’s report is not always a line‑by‑line translation.
Option 4: Self‑Translation + Native Review (Draft Use)
- Steps:
- Translate course names, footnotes, and legends.
- Keep course codes and credits/hours unchanged.
- Ask a native speaker in your field to review terminology.
- Pros: Immediate and free; helpful for planning.
- Cons: Usually not accepted officially.
Option 5: Free Online Translation (Quick Read)
- Steps:
- For text‑based PDFs, copy text into an online translator; for scans, run OCR first.
- Sanity‑check technical terms and table alignment.
- Pros: Fast and free; good for understanding content.
- Cons: Formatting loss; inconsistent terminology; not official.
Option 6: AI Document Translators That Keep Formatting
- When to use: You need a readable draft that preserves tables and layout with minimal effort.
- Example (OpenL):
- Go to OpenL Doc translator and select target language (source auto‑detected).
- Upload your transcript PDF (text‑based or scanned).
- Download the translated document.
- Pros: Preserves structure; supports many languages; fast.
- Cons: Draft quality still needs verification; official requirements may still mandate certified translation.
Make Your Transcript Easy to Read (Whichever Option You Choose)
- Preserve structure: Keep course codes (e.g., CS101) and translate the course name only.
- Don’t change numbers: Grades, credits, GPAs must remain as in the original.
- Translate legends/footnotes: Grading scales and credit systems help admissions interpret records.
- OCR for scans: Scan at 300 DPI+, avoid skew/shadows; color scan helps with red/blue stamps.
- File format: Submit PDF unless the program specifies otherwise; embed fonts if possible.
- Privacy: Redact student ID or address if permitted; keep official seals legible.
Submission Checklist
- Original transcript + translated version
- Certified translator credentials (if required)
- Clear stamps/seals and registrar signatures
- Grading scale legend and credit explanation
- Page count and term coverage verified; nothing missing
- Names and dates consistent across documents
FAQ
- Will a machine‑translated transcript be accepted? For final submission, many schools require certified translations. Use machine or self‑translated drafts for planning; follow official instructions for the final copy.
- Should I convert grades to a 4.0 scale? Usually no—include the original grades and the translated legend; evaluators/schools handle conversions.
- My transcript is multiple images—what now? Combine images into a single PDF before translation and submission.
- Does it support right‑to‑left languages? Yes, but ensure fonts render properly and keep seals readable.
