How to Translate Academic Transcripts and Diplomas for U.S. Institutions
If you studied outside the United States and are applying to a U.S. university, credential evaluation service, licensing board, employer, or professional program, you may be asked to provide English translations of your academic records.
These records can include transcripts, diplomas, degree certificates, graduation certificates, grade reports, course records, and other educational documents.
Academic translation may look straightforward, but these documents often contain terminology that does not have a direct U.S. equivalent.
Course names, degree titles, grading systems, credits, academic honors, institutional titles, seals, and administrative language all need to be handled carefully.
A professional academic translation should communicate what the original document actually says without changing the credential, converting grades, or independently deciding what a foreign degree is equivalent to in the United States.
Understanding this distinction can help you prepare academic documents correctly and avoid unnecessary delays.
When Do Academic Transcripts and Diplomas Need Translation?
You may need an English translation when submitting foreign academic documents to a U.S. organization that does not accept records in the original language.
Common situations include:
Undergraduate admissions
Graduate school admissions
Transfer applications
Credential evaluations
Professional licensing
Employment verification
Scholarship applications
Immigration matters
Certification programs
Academic transfer-credit reviews
Requirements vary significantly between institutions.
One university may accept a translation prepared by your school, while another may require a certified translation from an independent professional translator.
A credential evaluation agency may have its own document submission and translation rules.
Before ordering a translation, always review the requirements of the organization receiving your documents.
For foreign educational records, eGO Translate provides professional academic translation services for transcripts, diplomas, certificates, and related documentation.
Which Academic Documents Commonly Need Translation?
Depending on the institution and application, you may need translations of:
Academic transcripts
Diplomas
Degree certificates
Graduation certificates
Grade reports
Course records
Academic certificates
Professional training certificates
Enrollment records
Letters from educational institutions
Academic standing certificates
Syllabi
Course descriptions
Examination results
Professional licenses related to education or training
Not every institution requires all of these documents.
The receiving organization should determine which records are necessary.
What Is an Academic Transcript Translation?
An academic transcript translation is an English-language representation of the information contained in the original transcript.
A transcript may include:
Student's full name
Student identification number
Institution name
Faculty or department
Program of study
Course names
Grades
Credits
Academic periods
Dates
Grade point information
Academic honors
Graduation status
Institutional seals
Signatures
Certification statements
The translation should preserve the relationship between these elements so that someone reviewing the English version can understand the academic record clearly.
What Is a Diploma Translation?
A diploma translation communicates the information appearing on a degree or graduation document.
This may include:
Institution name
Student name
Degree title
Field of study
Graduation date
Academic honors
Institutional authorities
Signatures
Seals
Registration information
A diploma translation should not independently change the name of the degree to what the translator believes is the closest U.S. equivalent.
For example, if a foreign credential has a title that does not correspond exactly to a U.S. Bachelor's, Master's, or other degree, the translator should accurately convey the original credential rather than perform an academic equivalency determination.
That is the role of credential evaluation, not translation.
Translation and Credential Evaluation Are Not the Same Thing
This is one of the most important distinctions for international applicants.
A translation communicates the contents of your academic documents from one language into another.
A credential evaluation analyzes your foreign education and determines how it compares with education in another country, such as the United States.
A translator may translate:
Degree title
Course names
Grades
Credits
Academic terminology
A credential evaluator may determine:
U.S. degree equivalency
U.S. credit equivalency
U.S. grade conversion
Overall GPA equivalency
Educational level
The translator should not perform these functions unless separately qualified and specifically engaged to provide credential evaluation services.
Organizations such as World Education Services, commonly known as WES, evaluate foreign credentials but specifically state that they do not provide translation services. Applicants may therefore need to arrange translation separately when translations appear in their required-document instructions.
Do U.S. Universities Require Certified Translations?
There is no single rule that applies to every U.S. college or university.
Each institution establishes its own admissions requirements.
Some may require:
A certified English translation
A translation issued by the educational institution
A translation prepared by a professional translator
Official documents sent directly by the school
A credential evaluation
Both original-language documents and English translations
For example, UC Berkeley currently instructs certain international students whose official academic documents are not in English to provide certified English translations alongside school-certified copies under specified circumstances.
The key lesson is simple: do not assume that the requirements of one U.S. institution apply to another.
Check the admissions or document-submission instructions of the institution receiving your records.
Does WES Require Translations?
World Education Services requires applicants to follow country-specific document requirements.
For U.S. evaluations, WES states that academic documents may need to be translated into English and that WES itself does not provide translation services. It also distinguishes between documents that applicants may upload, such as certain degree certificates and translations, and official academic transcripts that often must be sent through approved institutional channels.
This distinction is extremely important.
A translation does not automatically become an official transcript simply because it is accurate.
If WES requires an academic institution to send the original transcript directly, uploading your own translated copy does not replace that submission requirement.
Always follow the instructions shown in your individual WES account.
Can I Translate My Own Transcript?
It depends entirely on the receiving organization.
Different credential evaluation services and institutions can have very different rules.
For example, Educational Credential Evaluators, or ECE, states in certain document requirements that applicants may prepare their own translations as long as they are complete, literal, word-for-word, and follow the format of the original document.
However, specialized ECE programs can impose stricter requirements. For documentation associated with NABP and FPGEC, ECE requires translations to meet additional standards involving translator identification, signatures, dates, attestation, and proof of credentials.
This demonstrates why applicants should never rely on a general rule about academic translation.
The answer depends on:
The institution
The program
The evaluation agency
The licensing authority
The country of education
The specific documents involved
For important applications, using an independent professional translator can also reduce the risk of errors and make it easier to satisfy professional translation requirements when they apply.
Should Academic Translations Be Word-for-Word?
Academic translations should generally be complete and faithful to the original.
They should not become summaries.
Credential evaluation organizations often emphasize literal or word-for-word translation because evaluators need to understand exactly what appears on the source document.
This means a translator should not omit information simply because it seems unimportant.
Relevant information can include:
Institution names
Department names
Course titles
Grades
Credits
Dates
Academic periods
Footnotes
Grading explanations
Stamps
Seals containing text
Certification statements
Registrar information
ECE, for example, specifically requires word-for-word English translation under certain documentation requirements.
Should Course Names Be Translated?
Yes, when the receiving institution requires a full English translation.
However, course names should be translated carefully.
The translator should communicate the course title accurately rather than automatically replacing it with the name of a supposedly equivalent U.S. course.
For example, a foreign course in constitutional law, accounting, chemistry, engineering, or history may have a title specific to that country's academic system.
The translation should reflect the original course name rather than exaggerate or reinterpret its content.
A credential evaluator or academic department can later determine equivalency if necessary.
Should Degree Titles Be Translated?
Degree titles often require particular care.
Academic systems vary significantly between countries.
A foreign degree title may not correspond exactly to a U.S. degree name.
The translator should therefore avoid automatically converting a credential into:
Bachelor of Arts
Bachelor of Science
Master's Degree
Doctorate
unless that translation accurately reflects the degree title in the source.
If the exact equivalency is uncertain, the objective of the translation is still to communicate the credential faithfully.
The receiving institution or credential evaluator determines how that credential compares to the U.S. education system.
Should University Names Be Translated?
Institution names should be handled carefully.
If the university has an official English-language name, that established version may be appropriate.
If no official English name exists, a translation may be provided in a way that still clearly identifies the original institution.
The translator should not invent a new English institutional name that could make the school difficult to identify.
Consistency is particularly important because evaluators may need to verify the issuing institution.
Should Grades Be Converted Into U.S. Grades?
No.
Translation and grade conversion are different tasks.
If the original transcript says: 85/100
the translator should not automatically change it to: B
Likewise, a grade such as: 8.5/10
should not independently be converted into a U.S. GPA.
The original grading information should be preserved as accurately as possible.
Credential evaluators or admissions offices may perform their own grade conversions according to their policies.
Changing grades during translation can misrepresent the source document.
Should Credits Be Converted?
Not as part of a standard translation.
Academic credit systems differ between countries.
A credit listed by a foreign university may not equal a U.S. semester credit or quarter credit.
The translator should preserve the credit information shown on the document.
If a U.S. credit equivalency is required, that is typically determined separately by an academic institution or credential evaluation service.
Should Dates Be Converted?
Dates should be represented clearly without changing their meaning.
International date conventions vary.
For example:
05/09/2026
could mean May 9, 2026 or September 5, 2026 depending on the country.
Where the intended date is clear, writing the month in words can reduce ambiguity.
However, the translator should never guess if the date itself is uncertain.
What About Grading Scales?
If the transcript includes a grading scale, explanatory legend, or academic key, that information should normally be translated as well.
A grading key might explain:
Minimum passing grade
Maximum grade
Honors classifications
Credit values
Letter-grade meanings
Symbols used on the transcript
This information can be extremely useful to admissions officers and credential evaluators.
Do not omit it simply because it appears in small print.
Should Stamps and Seals Be Translated?
Readable text within academic stamps and seals should generally be represented.
A stamp may identify:
Registrar's office
Ministry of Education
Faculty
University
Certification authority
Examination board
Date of issuance
ECE's requirements for certain professional evaluations explicitly state that non-English stamps or seals must also be translated.
Graphic elements such as coats of arms do not need to be recreated artistically.
The goal is to identify and translate relevant information.
What About Signatures?
A translation should not reproduce someone's handwritten signature as if the translated document were newly signed.
Instead, the translation can identify the presence of a signature where appropriate.
Printed names and titles associated with signatures should be handled accurately.
Possible titles include:
Registrar
Rector
Dean
Director
Secretary
Controller of Examinations
Institution-specific titles may require research to determine the most appropriate English rendering.
Does the Translation Need to Look Like the Original Transcript?
It does not necessarily need to be an exact visual replica.
However, preserving the structure of the document can make the translation significantly easier to review.
For example, if a transcript has columns for:
Course | Credits | Grade
the translation should preserve those relationships clearly.
Good formatting becomes particularly important for:
Multi-semester transcripts
Tables
Course lists
Grade reports
Credit information
Examination records
Some institutions and evaluation services specifically expect translated documents to follow the format of the original. ECE, for example, requires this under certain document requirements.
Do I Send the Original Transcript to the Translator?
The translator should receive a clear and complete representation of the official academic document.
Whenever possible, translation should be based on the same official version that will ultimately be evaluated.
WES has emphasized that unofficial documents or student copies may not correspond exactly to official versions and recommends ensuring that translators have access to appropriate academic documentation.
However, be careful with sealed envelopes.
If an institution or credential evaluator requires an official transcript to remain sealed, do not open it simply to have it translated.
Instead, check the recipient's instructions.
You may need to request:
A second official copy
A certified copy
An electronic record
A separate copy specifically for translation
Should I Open a Sealed Transcript for Translation?
Not without checking the requirements first.
Opening an official sealed envelope can make the document unacceptable to an institution or credential evaluation service.
For certain professional evaluations, ECE advises applicants who need a translation of documents provided in sealed envelopes to obtain two sets: one for translation and another that remains sealed.
This is a good practical rule even beyond that specific program.
If a sealed transcript is required, verify the procedure before opening anything.
Can the Translator Send the Documents Directly to the University?
Sometimes, but not always.
The procedure depends on the institution.
A university may require the original transcript to come directly from:
The issuing school
An approved electronic transcript provider
A credential evaluation service
An examination authority
A translation sent by the translator does not necessarily satisfy the requirement for an official academic record.
For example, UC Berkeley currently prefers official transcripts sent through approved electronic services or directly from appropriate school officials, while WES also maintains specific channels for receiving official academic records.
Translation and document delivery should therefore be treated as separate requirements.
What Is an Official Transcript?
An official transcript is generally an academic record issued or authenticated by the educational institution.
Depending on the institution, it may be:
Sent directly electronically
Issued in a sealed envelope
Certified by the registrar
Delivered through an approved transcript service
A professional translation of a photocopy does not automatically transform that photocopy into an official transcript.
This is another reason applicants should distinguish between:
document authenticity and translation accuracy.
Both may matter, but they are different issues.
Do Diplomas Need to Be Officially Sent Too?
Requirements vary.
Some institutions or evaluators allow applicants to upload copies of diplomas or degree certificates while requiring transcripts to come directly from the issuing institution.
For example, WES currently allows uploads of certain degree certificates and translations when those documents appear in the applicant's required-document list, but official academic transcripts generally follow separate submission procedures.
Always check the specific instructions in your application.
What If My University Already Issued an English Translation?
An official English version produced by the educational institution may be acceptable to some receiving organizations.
However, do not assume that every English-language document issued by a foreign institution automatically satisfies every U.S. requirement.
Confirm:
Whether the receiving institution accepts institution-issued translations
Whether the original-language record must also be provided
Whether certification is required
Whether an independent translation is necessary
If the school already issues an official bilingual transcript, a separate translation may not be necessary, depending on the recipient's rules.
What If My Transcript Is Bilingual?
If the entire academic document already includes complete English information, another translation may not be necessary.
However, some bilingual documents still contain:
Stamps only in the original language
Notes only in the original language
Handwritten annotations
Institutional certifications
If some relevant information remains untranslated, the receiving organization may still require translation of those portions.
Review the entire document rather than only the main table.
Can Notarization Replace a Certified Academic Translation?
No.
Notarization and translation serve different purposes.
A notary generally verifies a signature or signer.
A translator is responsible for accurately communicating the content of the document.
Some educational institutions specifically reject notarized copies when they require documents certified by the issuing school.
UC Berkeley, for example, states in certain international document instructions that school-certified copies must contain institutional certification and that notarized copies are not accepted as substitutes.
Always follow the recipient's terminology carefully.
Does an Academic Translation Need an Apostille?
Not automatically.
An apostille authenticates certain public documents for international use under the Hague Apostille Convention.
It does not translate academic content.
U.S. universities generally do not require an apostille merely because a foreign transcript is translated, although specific legal, professional, or government procedures may have different requirements.
Do not pay for an apostille unless the receiving institution specifically requires one.
What If My Transcript Contains Handwriting?
Readable handwritten content should be translated.
This might include:
Corrections
Notes
Signatures
Grades
Dates
Administrative annotations
If handwriting cannot be confidently read, the translator should indicate that it is illegible rather than guess.
A clearer scan or another official copy may resolve the issue.
Common Academic Translation Mistakes
Converting Grades Instead of Translating Them
A translator should preserve grades rather than calculate U.S. equivalents.
Changing Foreign Degree Titles Into U.S. Degrees
Degree equivalency belongs to credential evaluation.
Omitting Grading Scales
Legends and grading explanations can be essential to understanding the transcript.
Translating Only Course Names
A complete transcript translation should account for all relevant content.
Ignoring Stamps and Seals
Readable text inside official markings may need translation.
Opening a Sealed Transcript
Doing so may invalidate the document for certain institutions or evaluators.
Sending a Translation Instead of an Official Transcript
A translated copy does not necessarily satisfy official-document submission rules.
Assuming Every University Has the Same Requirements
Academic institutions establish their own policies.
Using Inconsistent Course Terminology
Similar courses and recurring academic terms should be translated consistently throughout the record.
Converting Credits Without Authorization
Foreign credits should not automatically be turned into U.S. semester credits.
How to Prepare Academic Documents for Translation
Before sending your documents to a translator:
Check the requirements of the university, evaluator, or licensing authority.
Confirm exactly which documents need translation.
Determine whether official records must remain sealed.
Request additional official copies if necessary.
Provide clear scans of every page.
Include both sides when information appears on the reverse.
Include grading scales, legends, and footnotes.
Make sure stamps and seals are visible.
Mention your application deadline.
Explain where the translated documents will be submitted.
These steps make it easier to produce a complete and accurate translation.
Step-by-Step: Translating a Transcript or Diploma for U.S. Use
1. Identify the Receiving Institution
Determine whether your documents are going to a university, credential evaluator, licensing board, employer, or another organization.
2. Read Its Document Requirements
Look specifically for instructions regarding:
Translation
Certification
Official transcripts
Sealed envelopes
Credential evaluation
Electronic submission
3. Obtain the Correct Academic Records
Make sure you have the version required by the recipient.
4. Preserve Official Copies
Do not open sealed documents unless the instructions allow it.
5. Translate the Complete Document
All relevant readable content should be represented accurately.
6. Preserve Academic Information
Do not independently convert grades, credits, or credentials.
7. Review Names and Numbers
Verify:
Student names
Course codes
Grades
Credits
Dates
Registration numbers
8. Follow Submission Instructions
Send the translation and official documents through the channels required by the receiving institution.
How Long Does Academic Translation Take?
Turnaround depends on the document.
A one-page diploma may be relatively quick to process.
A multi-year transcript can require significantly more time because it may contain:
Dozens of course names
Multiple semesters
Grade tables
Credit information
Academic abbreviations
Formatting
Stamps and certifications
Applicants should avoid waiting until immediately before an admissions or evaluation deadline.
Additional time may also be needed if unclear course names or institutional terminology require research.
How Much Does Academic Document Translation Cost?
There is no universal price.
Cost may depend on:
Language combination
Number of pages
Word count
Number of courses
Formatting complexity
Legibility
Certification requirements
Deadline
A diploma containing only a small amount of text may cost considerably less than a dense multi-page transcript.
The best way to receive an accurate quote is to provide the actual documents for review.
Professional Academic Translation for U.S. Institutions
Academic documents represent years of education and should be translated with care.
A professional translation should preserve the information contained in the source while avoiding unauthorized interpretation.
That means:
Courses should be translated accurately.
Grades should not be converted.
Credits should not be recalculated.
Degree titles should not be upgraded or changed.
Academic terminology should remain consistent.
Stamps and certifications should not be ignored.
The structure of the transcript should remain understandable.
At the same time, applicants need to remember that a translation does not replace an official academic record or a credential evaluation.
The receiving U.S. institution determines what documents, translations, certifications, and evaluations it requires.
If you need foreign transcripts, diplomas, degree certificates, or other educational documents translated into English, eGO Translate provides professional academic translation services for students, graduates, professionals, and organizations.
You can also explore our broader range of professional translation services, including immigration translation services when educational documents form part of an immigration application.
For additional information about our translation process and document requirements, visit our Frequently Asked Questions.
This article provides general information about academic document translation. Universities, credential evaluation organizations, licensing boards, employers, and government agencies establish their own requirements, which can change. Always verify the current instructions of the organization receiving your documents before ordering or submitting a translation.
