How To Apply For VTU Transcripts Online?

    VTU Transcripts Made Easy!

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    VTU Transcripts Made Easy

    Key Words: VTU, VTU Transcripts, PDC, Online, Application Form

    Hey, what’s up folks! I hope everyone is doing good! We are in unprecedented times, and having said that, it’s extremely important to be cautious. The pandemic is still large, and let’s all hope for these dark days to end soon!

    Having done my Bachelor of Engineering from Visveswaraya Technological University aka VTU, getting my transcripts was supposed to be fairly simple: Go to the Regional VTU Office in Bangalore or the main campus in Belgaum -> Pay the fees online through the famous Xerox Shop outside the office -> Wait for 10 days -> Go again & collect the transcripts!

    In light of the pandemic, all offices of VTU are closed. And going forward, everything has to be done online! This is the VTU notice for the same. And while it seemed like an intimidating task, I initially thought it’s going to take a month or so for my transcripts to be delivered home via post!

    To my surprise, it only took 5 days! And the entire process to apply online took me less than 15 minutes! πŸ™‚

    Follow these steps to apply for VTU transcripts/PDC online via Email:

    1. Go to VTU Website, and download the application form. I’m linking the form here.
    2. Fill the above form in Upper Case letters only, either electronically ( recommended ) or manually.
      If you are filling manually, make sure you scan via any of the free apps that are available.
    3. While filling, keep a count on your documents, and the total amount. Once you have filled & selected your documents, double check the total amount.
    4. Next, go to VTU Payment site & click on SBI icon. I’m linking it here incase you don’t find it.
      Some steps to be taken care are:
      i) Select this category: β€œCategory F – Fees to be paid by student Examinationβ€œ
      ii) Make sure you enter the same mobile number, email address and residential address as entered in the application form. VTU will cross check it with the number! If the number & email id are not the same in both the places, your application will be rejected.
      Note: While entering the address in the payment page, do not use any special characters (including comma). Use only spaces, else the text box won’t take the address!
      iii) Download the PDF of the payment receipt.
    5. Once the payment is done, make sure you enter the Fee Payment ID in the Application Form as well.
    6. At this point, you will be having two PDF’s. Make sure you do a final check of the application form:
      i) Declaration, Signature, Date & USN should be present.
      ii) Total Amount in the form should match the payment made in the fee receipt.
      iii) Fee Payment ID is entered in the application form.
      iv) Recheck the address to which the transcripts will be delivered.
    7. Next, use this website to merge the above two PDF’s into one single PDFPage 1 will be the application formPage 2 will be the fee receipt.
    8. Open Gmail. Draft the mail as follows.
      i) Type the β€œTO” email address as β€œexamdocs@vtu.ac.inβ€œ
      ii) In Subject : Enter your USN ONLY. Nothing else.
      iii) Your Mail body should have EXACTLY 4 lines, and nothing more. They are as follows:
      a) Line 1 : Online Payment Fee Receipt Number
      b) Line 2: Amount Paid in Rupees. ( No need to include Rs. Just the number)
      c) Line 3: Mobile Number ( The same number entered in Application form and in Payment Receipt)
      d) Line 4: Name of the document applied for. For Eg: Official Transcript
      NoteI am attaching a sample mail below for your reference πŸ™‚
    9. Attach the PDF & send! That’s it. Your transcripts will be delivered within a week. In my case, I got in 5 days!
    10. You’ll be getting a SMS with a SAKALA Number to know if your application is accepted or rejected in a day or two. You can check the status of your application by entering your Sakala number in Sakala wesbite ( in SAP number box) . In case you do not get any SMS, or you have not received your transcripts after 2 weeks, please reach out to VTU Exam Section on this number -> 0831-24981310831-2498136. They will help you with the status!

    Update as of 30th October 2020: Guys, due to Peak Season it seems like the Sakala number is taking more than 5 days to come. ( In some cases never ). Also, due to the peak season, the transcripts are taking 20-25 working days to be delivered. It also seems like the VTU helpline number mentioned above is always engaged, and they are rarely taking the call! All I can say is be patient and wait for it! πŸ™‚ Keep trying the number to reach and follow up with them for the status. Please ping me on Instagram or drop a comment below, and I will help you with any queries as much as I can.

    Update as of 3rd November 2020: Guys, the VTU Application Form has been changed. I have attached the new form to the blog as well. Going forward, the form forΒ Official TranscriptΒ andΒ PDCΒ are separate.

    Update as of 21st November 2020: Guys, VTU is now providing soft copies of documents ( such as PDC, Official Transcripts, etc) additionally when you apply for hard copies via Email Application! This is wonderful as even if hard copies take days to get delivered, you can continue with the work using the soft copy once your application is processed via VTU Student Portal! πŸ™‚ Please note, I haven’t personally done this, but I’m attaching the links below:
    VTU Notification for Soft Copy β€“ Click Here.
    VTU Student Portal Login β€“ Click Here.
    VTU Soft Copy – Frequently Asked Questions(FAQ) – Click Here.

    Update as of 14th March 2021: Guys, due to an unfortunate server incident, my entire data of this website, including the valuable comments/feedback/FAQs for this post was deleted. Feel free to drop a comment below, or reach out to me on Instagram for any queries. πŸ™‚

    Let’s say you applied for 7 copies of Official Transcripts, which amounts to Rs.2300/-; and your Online Fee Payment ID is ABC2020815; and your USN – 1MJ14CS500; and your mobile number is 7760252985.

    Your mail should have exactly 4 lines, 1 PDF attachment and look like this!

    VTU Transcripts Sample Mail
    Sample Mail Body for Applying VTU Transcripts Online via Mail

    That’s all for now folks! I hope I have explained it well. In case of any queries, just reach out to me by commenting below, or by pinging me onΒ Instagram. πŸ™‚

    To know more about sending VTU Transcripts directly to WES for WES evaluation, please click here.

    Take care, and I’ll talk to you guys soon!

    Peace.

    89 COMMENTS

    1. Hi Rishab,

      Thankyou for the information provided.
      I have applied for official transcript and attestation of DC and marks card. Ive sent it through mail. I didnt get any sms or acknowledgement mail!

      How do I track my request. VTU numbers provided are either busy or they are not taking any calls and i have no sankalpa number or sms.
      Please guide me

      Thanks,
      Vidhya

      • Hi Vidhya! Thanks for the A2A! Don’t worry, as of now, many people don’t get the Sakala number or any kind of acknowledgement. Unfortunately, there is no way to track the request apart from calling them! PS: Call during the mornings! πŸ™‚

        But as long as you have followed these steps, you will get the Transcripts in 20-25 working days!

    2. Oh man, you saved my life. I wanted to get my transcript and couldn’t understand how and the VTU office number is always busy. This helped so much!

        • Hi Rishab,
          Can I give two different address in the application form.
          One is my permanent address, which is registered in the vtu. But I want my transcripts to be delivered to my present address, can I give my present address in the postal address section at the bottom of the application form.

          Thanks in advance for the reply.

    3. Hey Rishab,

      I have recently applied for my transcript, however, the email I sent, the body was as below. Could you please tell me how to check on the status if the application is gone through or not?

      Subject – USN

      Body
      Online payment receipt number: ABCD1234
      Amount paid in Rs: 2,000
      Mobile Number: 9++++++++
      Document Applied For: Official Transcripts

    4. whle payment in the sbi site for vtu, do you enter the amount for the transcripts or the number of transcripts.
      I am confused to proceed further.

    5. Do i need to fill in the WES address in the application form for which the vtu sends to wes.
      There is a section at the end where they have asked for address. now VTU sends transcripts to wes electronnically unlike it used to by post. But do i still need to fill in the WES address or will i receive a copy of the transcript and i should mention my address in the application form.

      • Hi Niklaus! Unfortunately, I’m not able to understand your query. Please DM me on Instagram!
        But, you don’t need to fill it as far as I remember! πŸ™‚

    6. Hi ,

      I have paid 2000 rs(Rs 500 for 1 transcript and 1500 for processing fee) at SBI online payment from VTU website to send the official transcript to WES directly (from VTU to WES) . My doubt is do we to add any optional components?
      In the “Application by email to Request VTU to Send Documents Directly to WES” form .I do not see a field to fill WES address .Will the VTU refer this from “Academic Records request Form” that I will share via the email to VTU ? pls clarify

      • Hi Madhushree. No need to add any additional components apart from the one I mentioned in the Blog Post. VTU will be sending the transcripts to WES electronically ( via EMAIL ). So, no need for any WES address. And yes, VTU will be taking the address from the Academic Request Form. I did confirm this with VTU Official as well. πŸ™‚

    7. Hi ,

      I am in process to request vtu to send official transcript to WES directly . I have paid Rs 500(1 transcript) + 1500 (Processing fee) via sbi payment portal of VTU . I do have the below questions to proceed .Any suggestions will be appreciated.

      1. When I send an email to VTU I will attach filled VTU application form , WES Academic Records Request form , SBI payment receipt as mentioned in VTU website . Do I need to attach any other documents(like marks sheet/degree certification ) if my request is only for official transcript to be sent to WES ?

      2. In “Application by Email to Request VTU to Send Documents Directly to WES” form of VTU .There is a field called Address . Should I give my India residence address here ?

      3.Lastly , I passed out Engineering in 2010 my college was non-autonomous and affiliated to VTU at that time . In 2016 my college became autonomous .Considering this case should the documents still be sent to WES by VTU ?

      • Hi Madhushree. Please find my replies below:

        1) No need to attach anything apart from the VTU application form, WES Academic Records Request form, SBI payment receipt. You will need to upload a scanned copy of your Degree Certificate in WES Portal.

        2) https://vtu.ac.in/pdf/onlineform/wes1.pdf This is the application. Just enter your India address. There is no need to enter WES Address as the documents are sent to WES Electronically.

        3) You should only consider the status of your college when you passed out. πŸ™‚ Current status of the college doesn’t matter.

    8. Rishab,

      Thanks for consolidating the required details in a single page. This streamlines ones ability to seamlessly apply for Official Trascripts.I tried calling the VTU helpline at 11.30 multiple times with no luck. I vividly remember before your website crashed you mentioned a VTU support email address. Can you please share that so we can drop them a note with our inquiry?

      • Hi Sujay! Unfortunately, I don’t remember the Email ID now. As you rightly mentioned, my website crashed, and lost a ton of data! :/ . If I do remember, I’ll update it for sure. πŸ™‚

    9. Hi Rishab,

      Does the steps above apply for sending documents (such as official transcript, WES application form)electronically to WES? Due to pandemic, even WES is accepting for only electronic proofs from the VTU directly.

      • Hi Usha! There are 2 ways you can do this. You can request VTU to directly ship it to your US address. But please note, tracking it will be super difficult, as you won’t get any tracking status from VTU.

        Another way, which I personally recommend, is to apply for a transcript and gt it delivered to your friend’s place in India. And, then ask them to ship it via DHL, FedEx. ( Tracking is WAY easier this way )

    10. Hi Rishab,

      Just wanted to know for autonomous college how can we get the official transcripts? Can I request the same from VTU or I need to go to the college and get it?

      BTW, thanks for the detailed steps on procuring official transcripts.

      • Hi Sony. It depends on the number of transcripts you are applying for. I’ve mentioned the calculation in the article. Please feel free to check it out again! πŸ™‚

    11. Hi Rishab, my wife who did BE from VTU has in total 11 marklists. How much amount do we need to pay to VTU for the transcript? Is it 500 for all the 11 marklists plus processing fee 1500 OR 500*1 + 300*10 = 3500 for the 11 marklists ( I’ve read somewhere that 500 is charged for the 1st copy and 300 for subsequent copies) plus processing fee? Kindly advise.

    12. Thanks a lot Rishab..
      With your above instruction steps, I have applied for my transcript..
      Hope fully, I may receive it within a week..

    13. Hi,
      I need to send my OT to the University directly. Should i be paying the processing fee of 1500 as well? I am not sending it to WES, so is this processing fee applicable to university also?

      Thanks in advance!

    14. Hi,
      I had ordered 3 transcripts and it has been almost 20 days. I still have not received the hard copy. Does it take this long to get it?

      • Hi Deepthi,
        Did you receive your documents, how long it took?
        Wanted to know if you had got the acknowledgement number(GSC no)

        I am in urgent need of few documents and applied.

        Thanks in advance,

    15. I applied for the transcript and paid the amount. I didn’t get any option to download the receipt, there was just a print option. What has to be done. Kindly help.

      • Hi Raksha. When you hit “Print”, another dialog box will open. In that dialog box, please select “Save as PDF” instead of Print. Hope this helps! Thanks πŸ™‚

    16. Hi Rishab

      Thank you for compiling the steps and putting all the information on this page.
      You have made life of many people easier.

      I have a query and was wondering if you could help me with that?

      I need 2 documents
      Transcript
      Medium of Instruction

      Will I need to request them together via single email (payment for both should be made together) or each should be requested separately.

      Instruction says do not send multiple email for same document, but can we send 2 emails for different documents.

      Thank you in advance.

      Regards,
      Alok

      • Hi Alok, Better to send it as two separate applications. You can give a week’s gap between them just in case they don’t process as an issue. Either way, the “Medium of Instruction” is mentioned in the official transcript itself. So, if that is enough, then I would suggest just apply only for the transcript. πŸ™‚

    17. You have very well explained steps in detail, many thanks for the same . I am in urgency to get my transcripts from University however due to the current Covid situation and poor service from VTU (no acknowledgement, no one picks the call & no response to emails) there is no assurance by when I could get these documents. Really thankful if you could share any consultant who could help in this regard

      • Hi Bhargava! If you had followed these steps correctly, you will get your transcript delivered with 20-25 working days. This is the minimum time I have observed people getting it. So, be patient, and it will come soon. πŸ™‚

        If you are from the 2020 batch and beyond, you can access the digital version of the transcript from the VTU portal. All other earlier batches ( For eg: 2019,2018 etc ) unfortunately cannot get a digital copy at this time.

    18. Hi..!! I have passed out in 2018 but unfortunately I have not applied for the Degree Certificate. Now how can I apply for this.. Plz help me with this..

      • Hi Chitra! Thanks for the A2A! You cannot “apply” for a Degree Certificate. Your college will do it for you, and you should have gotten it via post in May 2019. Please reach out to the college ASAP.

        On another note, you can only apply for a “Duplicate Degree Certificate”.

    19. Hi Rishab,

      I would like the VTU send OT directly to KMK (German govt agency) and not to WES. How do I make this request?
      Also in the OT form it says “Transcript will contain grades/marks only up to the the earliest semester without any backlogs”
      I think I didn’t had backlogs only in 8th sem (embarassing though) Does that mean my OT will have only 8th sem results in it?

      • Hi Suhas! Thanks for the A2A!
        1) OT will have only First Attempt marks of all semesters. So regardless of clearing backlogs, it will still be visible in OT. :/
        2) The process to send to KMK is pretty much the same. I believe we connected on Instagram regarding the same. Please mention the correct email address or the correct address. The processing fee is Rs. 1500 regardless of sending it via email or physically via courier.

    20. Hi Rishab,
      your link helps. I was trying to get the OT sent to KMK (german agency similar to WES)
      What is the right step to request the VTU to send the E-docs to the respective agency?
      Would that also mean, they will send both post and e-doc? For postal services sent to abroad they charge 1500 /-
      Can I opt no for postal service and just ask them to send the e-docs to the agency and to me?
      Also in the form it says “Transcript will contain grades/marks only up to the the earliest semester without any backlogs”
      I think I have only 8th sem without any backlogs, does it mean the OT would show only the 8th sem results? Appreciate your help in this regard.

      • Hi Suhas! Thanks for the A2A!
        1) OT will have only First Attempt marks of all semesters. So regardless of clearing backlogs, it will still be visible in OT. :/
        2) The process to send to KMK is pretty much the same. I believe we connected on Instagram regarding the same. Please mention the correct email address or the correct address. The processing fee is Rs. 1500 regardless of sending it via email or physically via courier.

    21. Hi Rishab,

      Thank you for this write-up! You are my only source of help and guidance. I am a 2008 graduate from VTU and I had applied for official transcripts to be sent directly to WES on April 23rd, 2021 as per the instructions mentioned on their website and your write-up. After that from April 28th, we had a lockdown, and it’s still going on till May 24th.

      Unfortunately, I did not receive any SMS or SAKALA number and I did read through your comments section which said that they no longer send such things. As usual, those numbers don’t work. Should I follow up after the lockdown? Or is there any other way to get the status? I am so worried. It is fine if it takes time but just don’t want the mail to be lost by them.

      • Hi Priya! Thanks for the A2A! πŸ™‚

        Firstly, VTU sends the transcript to WES electronically via email. So lockdown isn’t really an issue.
        Secondly, for me ( during peak covid time ), it took about 15 working days for VTU to process and send to WES. Unfortunately, VTU doesn’t send any sort of SAKALA number or confirmation if they have accepted/denied/processed your application as it’s peak season now. However, I assure you, once WES gets your Transcript ( which they definitely will if VTU sends as its electronic transfer ), WES will notify you via email. You can also download WES APP, and keep track of/check/wait for this notification.

        The entire process ( from applying to WES Evaluating it ) took about 1 month for me. So, if you have followed my article correctly for WES Evaluation, you should be getting the mail from WES soon πŸ™‚

        Please feel free to reach out to me on Instagram for any other immediate queries.

        • Hey Rishab,
          Thanks for your assuring words. I got a mail from WES saying that they are waiting for my transcripts. So it means VTU still has not sent it.

          I called a number where one person picked – Registrar 0831-2405468 and he asked me to contact these two numbers – 0831-2498131, 0831-2498136 which as usual never work. Also, mail ids grievance@vtu.ac.in and exambengaluru@vtu.ac.in don’t even exist, but its mentioned on their website.
          I have now mailed to re@vtu.ac.in. Let’s see if I get any response.

          • Hello Priya,

            Did you receive any mail from the 3rd email ID which you stated, let me know if you got any like tat

            Thanks and regards,
            Arjun

            • Hi Arjun,

              No luck. All the email ids they have provided on their website are non-functional. The last one also bounced in some time.
              Almost all phone numbers are either always engaged, or no one picks it. Some numbers have a message like they have not paid the amount and hence their connection is suspended. The only one that picked was the Registrar 0831-2405468 but he keeps directing to other numbers.

              After the lockdown, I am planning to visit the Bangalore VTU office and see if I can courier the sealed transcripts from them directly to WES.
              If you get to know any info, pls do keep us updated.

    22. Hi, quick question – is there a way to send transcripts by email to university(no physical transcript needed). I didn’t find that option in the form. Please help, thanks.

    23. I applied for OT and Medium of Instruction on April 15th. I still haven’t got it. I followed up twice: first they said call after 15 days of application. Second they said its a holiday due to lockdown. Now they don’t pick up phone ( it tried calling 15-20 times today)

      • Hi Akshay, I am in same situation like you. It’s been more than 24 days still waiting to hear back from them. If you get any response from them please do let me know

        • Hello All
          I also lies in the same page with you guys from April 2nd week till date, still no response from them and keeping my fingers crossed patiently and waiting for docs to reach me.

          If anyone of you guys get any lead. Kindly post here so that others also be communicated and will be stress free.

          • Hi Arjun,
            As per current Covid situation in Karnataka don’t think anything going to work out till July, keep you posted if hear back from VTU and please reciprocate if there is any update from your side

      • Hi Akshay, it seems that it’s delayed for everyone! Unfortunately, there is little I can do here except tell you to be patient and follow up. πŸ™‚ There’s a high possibility the second lockdown could be the reason for the delay as well, with limited staff working.

        As of now, I can only tell you to be patient, and try calling them. I only have these two numbers! You can search for other numbers from their official website if any.

        Do let me know if you get it. πŸ™‚
        Thank you!

        • I was able to reach them today. They told me they have shipped my documents on 27th April, however they can’t give me a tracking number to track my courier.

        • Got my Medium of instruction certificate. It was sent via speed post. OT was sent via Professional Courier and it looks like they have suspended door delivery in my area. I will go to their office and check.

          • I got it that very same day. Looks like The Professional Couriers are not delivering nor are they informing to come and collect it from their office. I had to request them to search and give me the parcel since VTU office didn’t share a tracking number.

            • Good to hear Akshay, willing to know how did you manage to trace right professional courier centre without tracking number?

    24. Hi

      Does the job home number have to an Indian mobile number? Should the email I’d be my personal one or to the US university that will receive it? Can I add two email addresses? I would like one emailed to me and one to the university.

    25. Hello,
      I am from autonomous college and want my degree certificate soon. could you please help me with the process and procedure. I have completed the application form so can I post it to them?

      • Hi Piyush! If your college was autonomous at the time of your graduation, then you need to get everything from college.

        If your college became autonomous recently but was under VTU when you graduated, then please follow the steps in the blog.

        A simple rule of thumb: If your semester marks sheet & Original Degree Certificate has only VTU, then you can apply OT from VTU.

    26. Hi Rishab,

      Thanks for being supportive. I appreciate your quick response. Keep up your good work!
      I received a mail yesterday from WES saying that they have received my transcripts and will begin the evaluation process. πŸ™‚
      Surprisingly, a day before that I got a call from the VTU office asking for my USN number. When I told him that it is already mentioned in the application form and that all the forms are consolidated into one PDF, he said he only receive the WES form. Anyway, after I gave my USN number he said he will generate the transcripts and mail them to WES.
      So I am sure it will be processed for others too.

      • Hi Priya!
        This is great news! πŸ™‚
        Thank you so much for sharing this! It’s going to be very helpful for everyone!

        All the best to you! Take care. πŸ™‚

    27. Hi Rishab,

      Good day…

      I have passed the Degree on 2008 , I want to know how to get the consolidation mark list from VTU. If you can provide your number from VTU will be a good help

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