Evaluation Essentials: Document Checklist

Academic evaluations are a big part of many immigration processes. They help prove that your education matches up with U.S. standards. These evaluations can influence whether you get approved for a visa, work permit, or even a spot at a U.S. school. But here’s the thing — the evaluation is only as good as the documents you submit with it.

Gathering all the right paperwork can feel overwhelming. You’ll likely need official transcripts, diplomas, course descriptions, and sometimes syllabi. Each of these helps tell the full story of your academic background. And it’s not just about having the documents — they also need to meet strict authenticity and formatting rules so the evaluators can trust what they’re reviewing.

That’s why it’s so important to stay organized and pay close attention to the requirements. Submitting incomplete or inaccurate documents can slow things down or lead to denials. In this guide, we’ll walk you through what documents are usually needed, what evaluators are looking for, and how you can stay on top of the process to make sure your academic credentials get the recognition they deserve.

Understanding the documentation landscape

Before we dive into all the little details, let’s go over the most common documents you’ll need for an academic evaluation. Depending on the evaluation agency, the exact list might vary, but here are the essentials you’ll likely be asked to submit.

1. Certificate, Diploma, or Título

This is your official proof of graduation. It shows your degree title and the date you earned it. Different countries use different names — in many Spanish- or Portuguese-speaking countries, it’s called a Título. Nowadays, digital versions like the Título electrónico are becoming more common and are just as valid as printed copies.

2. Transcript or Marksheet

These documents show your grades and the courses you completed. In credit-hour systems (like in the U.S.), they’re called transcripts. In exam-based systems (like in India or Pakistan), they’re known as marksheets. For a full course-by-course evaluation, you’ll need both a transcript/marksheet and your diploma, since transcripts often don’t list your graduation date or degree title.

3. Diploma Supplement

If you studied in Europe, you might have received a Diploma Supplement. This document explains more than just your grades — it includes program length, entry requirements, and how your degree fits into your country’s education system. It’s especially helpful for international recognition.

4. Certificate of Graduation / Pasante / Proof of Coursework Completion

Some countries issue documents that confirm you’ve completed your coursework but haven’t officially graduated yet. In China, this is called a Certificate of Graduation. In Mexico, it’s the Pasante. While these are helpful, they don’t count as proof that you’ve earned a degree. For an academic evaluation, you’ll still need the actual diploma or Título.

These are the main documents agencies look for. The more complete and clear your file is, the easier it is for evaluators to recognize your academic achievements.

What Counts as Proof of Graduation?

At the heart of any academic evaluation is one key idea: proof that you actually graduated. This is what evaluators need to confirm that you completed your program and earned your degree.

Which documents can prove graduation?

The most common and widely accepted document is your official diploma or degree certificate. This should include your name, the title of the degree you earned, the graduation date, and the signature or seal from your school. It’s the clearest way to show that you finished your studies, and it’s usually the first thing evaluation agencies look for.

Transcripts can also play a role here. They list your courses, grades, credits, and sometimes your GPA or academic honors. While they don't always confirm your graduation on their own, they’re essential, especially if you're doing a course-by-course evaluation. In fact, even for a general evaluation, some evaluators might request transcripts to double-check program duration or specific coursework.

There’s also another option: a graduation confirmation letter from your school. This is more common for PhD programs—some schools send a letter confirming you’ve defended your dissertation and officially completed your doctorate. Or, if your diploma hasn’t been issued yet (maybe the graduation ceremony hasn’t happened), your school’s registrar might issue a temporary letter confirming that all degree requirements have been completed. Many evaluators will accept this as valid proof—just make sure the letter clearly states that no other academic steps are pending.

What should your documents include?

To be considered valid proof of graduation, your document(s) should clearly list:

• Your full name
• The degree or qualification earned
• The date it was awarded or conferred
• The name of the institution
• Your field of study or major

If your documents check all these boxes, you’re probably in good shape. Still unsure? You can always reach out to MotaWord’s evaluation team via our website—we’re available 24/7 to help.

Tips for Getting Your Documents Ready for Evaluation

Getting your documents ready for an academic evaluation takes some careful planning—but it doesn’t have to be overwhelming. The most important thing is to make sure everything you submit is real, complete, and easy to understand.

Start with official documents

Whenever possible, try to get official transcripts, diplomas, and certificates sent directly from your school. These originals usually have stamps, signatures, or security marks that show they’re legit. If you already have copies, double-check that they match what your school would issue.

Can’t get originals? Notarized copies can work

If it’s hard to get official documents (maybe you’ve moved or the school has closed), a notarized copy might be accepted. That means you take your original document to a notary public, and they confirm it’s a real and accurate copy. Many evaluation agencies accept notarized copies when originals aren’t available.

Don’t forget about translation

If your documents aren’t in English—or the language required by the evaluation agency—you’ll need a professional translation. The translator must be fluent in both the original language and the target language, so nothing important gets lost or misinterpreted. In some cases, your translation may also need to be certified or notarized, especially for official use.

When you handle this process with MotaWord, you won’t need to translate your documents, because we specialize in certified academic translations as well.

Make it easy for evaluators

It helps a lot if your documents are well-organized, easy to read, and submitted in the correct format. Make sure every page is legible and that you've included everything required. Clear, complete documentation speeds things up and gives evaluators exactly what they need to make a fair decision.

Taking the time to prep your documents properly—by verifying their authenticity, translating them accurately, and organizing them clearly—can make a big difference in how smooth and successful your evaluation process is.

Official vs. Unofficial Documents — What’s the Difference?

When it comes to academic evaluations, not all documents carry the same weight. Official documents, like transcripts and diplomas sent directly from your school, are the gold standard. They usually have seals, stamps, or signatures from your institution, which helps evaluators trust that the information is accurate and hasn’t been altered. These are the kinds of documents most often required for things like university admissions, job applications, and licensing.

On the other hand, student copies or unofficial transcripts can still be helpful—but they’re not always enough on their own. These are usually for your records and may be printed from a student portal or emailed to you. While they show your coursework and grades, they might be missing key features like an official seal or signature, which means they can't always be used for formal evaluations. Some agencies—including MotaWord—may even accept them for review, as long as they can verify their authenticity through other means.

Best Practices for Document Submission

1. Start early and adhere to timelines and requirements:

• Familiarize yourself with the deadlines and submission requirements outlined by the evaluation agency.

• Ensure that all documents are submitted within the stipulated timeframe to avoid delays in the evaluation process.

• Take note of any specific formatting or documentation guidelines provided by the evaluation agency and adhere to them meticulously.

2. Double-check Accuracy and completeness:

• Conduct a thorough review of all submitted documents to verify their accuracy and completeness.

• Cross-reference each document against the checklist provided by the evaluation agency to ensure that no required materials are missing.

• Pay close attention to details such as names, dates, and academic credentials to prevent errors or discrepancies that could impede the evaluation process.

3. Maintain copies of all documentation:

• Keep comprehensive records of all documentation submitted for the evaluation process.

• Retain both digital and hard copies of all documents for your records, including transcripts, diplomas, certificates, and any correspondence with educational institutions or evaluation agencies.

• Store copies of documentation in a secure and easily accessible location to facilitate future reference or inquiries regarding your academic qualifications.

4. Seek clarification and assistance when needed:

• Don't hesitate to reach out to the evaluation agency or educational institutions for clarification on any aspect of the submission process.

• Seek guidance from experienced professionals, such as immigration consultants or credential evaluation experts, if you encounter challenges or uncertainties regarding document submission.

• Proactively address any issues or discrepancies that arise during the submission process to minimize delays and ensure a smooth evaluation experience.

5. Follow up on submission status:

• Maintain communication with the evaluation agency to track the status of your document submission.

• Follow up periodically to confirm receipt of documents, verify progress in the evaluation process, and address any outstanding requirements or inquiries.

• Keep records of all communication with the evaluation agency to facilitate efficient follow-up and resolution of any issues that may arise.

Set Yourself Up for a Smooth Evaluation

Getting your documents ready for an academic evaluation might feel like a lot at first, but with the right prep and attention to detail, it doesn’t have to be stressful. When you understand what’s required—like official transcripts, diplomas, and supporting documents—you give yourself a strong head start.

The key is to stay organized, double-check everything, and make sure your documents clearly show your academic history. Taking the time to get it right can make all the difference when it comes to having your qualifications recognized.

At the end of the day, academic evaluations are about showing your achievements in a way that U.S. institutions and employers can understand. If you follow the right steps and meet the requirements, you’ll be in a great position to move forward with your goals, whether that means studying, working, or getting licensed abroad.

Need help figuring out where to start or what documents to submit? MotaWord is here 24/7 to guide you through every step of the process.

Mark Rogers - Head of Evaluation Services at MotaWord

Mark is a credentials evaluator expert with over five years of experience in the industry. Throughout his career, Mark has demonstrated a keen attention to detail and a thorough understanding of international education systems, contributing to his reputation as a trusted authority in the field of credentials evaluation.