Key Words: 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 Examination
    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 PDF. Page 1 will be the application form. Page 2 will be the fee receipt.
  8. Open Gmail. Draft the mail as follows.
    i) Type the “TO” email address as “[email protected]
    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
    Note: I 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 10-15+ 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 in the blog as well. Going forward, the form for Official Transcript and PDC 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 CopyClick Here.
VTU Student Portal Login Click Here.
VTU Soft Copy – Frequently Asked Questions(FAQ) – Click Here.

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 Transcript
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 on LinkedIn. πŸ™‚

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

Peace.

111 COMMENTS

  1. Hey Rishab, Thank you so much for putting in the effort and writing the process in detail. I have a few doubts about filling the application form. Could please help me out with that.

        • Hi Shashank! No, you don’t need to upload or send scanned copy of any marks card. Just fill & attach the application form + Payment Receipt and you are good to go! But for safety, attach the self-attested copies of marks card for PDC & Consolidated marks card.

          • i thank you for your reply
            in notification they mentioned self attested copies of marks should be send with the attach

            so i asked would you please confirm it with anyone who applied earlier
            to upload ony 2 documents required or not
            please confirm
            thank you

          • first thank you for your reply
            in official notification they mentioned self attested copies of marks card should be send with the attach
            so please confirm with someone who had applied earlier to make sure
            thank you

          • Hi Shashank! Its better you attach self-attested copies of your marks card into one single pdf for safety. One guy has confirmed he hasn’t attached anything. Another person has confirmed he had attached self-attested copies of marks card. Both of them have received it. So for safety, just attach it! πŸ™‚

  2. Hi Rishab

    Do I need to apply for both offical transcript ,consolidated marks for all semester in one page .
    If you help me with filled application form as it is too confusing for PDC and consolidated marks on the bottom of the application.

  3. Hi Rishab,
    Hope you are doing well. I applied for my transcripts last Friday and haven’t received any text messages. How long should I wait before I call VTU ?

    • Hi Arun! Thanks for reaching out! I’m assuming its been over 7 days since you got any response. If yes, Please reach out to VTU Academic Section. They will help you out.

  4. What is transcripts? What no should I write there? I have completed BE Jan 2020, that 400rs should be included? I also want consolidated marks card what is fee for that? Should I fill both spaces give below for consolidated marks card?? Please answer..

    • Hi VK. Yes, just add it in the same application, and calculate the amount. Pay the total amount as mentioned in the blog, and you are good to go! πŸ™‚

  5. Hi Rishab. Thank you so much for sharing the information I really appreciate. I had a question on the SBI payment form Branch / Courses – what do I write in this field and also where do I specify the 1500 postage fee.

    Thank you so much in advance for your help.

  6. Hi Rishabh, Thank you for the valuable information. I haven’t received any text message of acceptance or rejection, it’s been two days since I applied πŸ€•. When do they usually send the text message?

    • Hi Shreevathsa! Thanks for the A2A. Well, usually it takes 2-3 days. But, considering the peak season now, it could take 5 days also! But watch out for the SMS, you might not see it with tonnes of spam SMS reaching us everyday. πŸ™‚
      Nevertheless, if you don’t get in a week, just contact VTU. I’ve mentioned the number in the same post. πŸ™‚

  7. Hello Rishab, how to get the fee payment pdf? I’m facing difficulty in finding it
    Also, is it necessary to add some sort of address proof to get it delivered?

    • Hi Pradeep, Thanks for the A2A! You can download the pdf when you hit print, and instead of printing, select “Save as PDF”. πŸ™‚

  8. Hi Rishab, hope you are doing well.
    I have a question for you. i completed my BE in August-Sept 2020, I got results with one subject backlog in 8th sem and i cleared the subject in revaluation, i want my transcript and PDU. Could i get both by applying it online now or should I wait for it for some more days, please help me with this.
    Thanks in advance.

  9. So i have applied for Official transcripts and all semester single consolidated marks card. Once you send the application form via mail. There is no acknowledgement that is sent to you whether your application was rejected or accepted. From what the person on the vtu helpline number told me, if there is an issue with the application they will get in contact if not then the soft copy of the certificates would reach within 10 days from the day the mail was sent and the hard copy would be sent via post within 14 days.

    • Hey, Harsh! Thanks for the A2A. I’m afraid I haven’t got any softcopies from VTU. I’ve checked with my friends as well, and they haven’t got it either. At the time of writing this post, most of them got the transcripts in a week. ( 5 days in my case ). But, as it’s a peak season right now, and as you have rightly said, it’s taking longer than usual ( 14+ days ). And lastly, yes! They send a ‘Sakala’ number as SMS within 5 days. Here you will know if it’s rejected or accepted. Besides, if the email format that you are sending is wrong, you do get a mail saying ” Send in Correct Format”.
      Hope I’ve helped you with your queries. πŸ™‚

      • oh thanks for clearing that up. Sadly i haven’t got any sakala sms and it’s been more than a week. But I haven’t received any mail asking to send the correct format either. So fingers crossed for now! 🀞

  10. Hi Rishab,
    Thank you for the detailed instructions. I just noticed that the application form you have attached and the form in the website as of today is different. Can you please confirm if the format for transcripts application “Application for the Issue of Official Transcripts (OT)” has changed? I just want to make sure I am looking at the correct application form.

  11. Hi Rishab,
    I had applied online for OT on 25th October but didn’t receive any update yet. Neither was I able to get in touch with them. Do you have any idea if we can submit the application in person at the Bangaluru regional office now?
    Thanks,
    Jayaprakash

    • Hi Jayaprakash! Thanks for the A2A! Like I said before, its peak time now. Just today one of my friends who applied seeing this blog updated me that he got his Transcripts after 22 days. So I would suggest you to be patient and wait. πŸ™‚ And to answer your other question, I have no idea if you can submit it in person at the regional office. You could give it a shot if you stay close by! If it is open, please let me know as well. It’ll be very helpful to the readers. πŸ™‚

  12. Hey, I’m in my 7th sem as of now. Will the recent 6th sem marks be included in my transcripts. Because I doubt there will be a re-evaluation for the hardcoded marks they have published.

      • Hey Spurthy! That’s fine. They have released a general application. Please go ahead with this. Although it says “By Post”, this s applicable for Email as well. It’s been recently updated. I have mentioned it in the blog as well. πŸ™‚ Please don’t hesitate to reach me on Instagram for detailed clarification!

    • Hi Spurthy! Thanks for the A2A! So as far as I know, only those marks will be published for which results are out. Some people have told me that only the marks up to which you have gotten your physical semester cards will be shown in transcripts. So I’m not exactly sure about this.

      • Thank you.
        I applied on Nov 9. But I haven’t got any intimation about the tracking(Sakala number).
        Is this normal? Because it’s already 5 days and I have no clue if it’s Accepted.
        Whom do I contact? Any ideas/suggestions.

        • Hi Spurthy! Yes, It’s absolutely normal. Don’t worry about it. Most of the readers have informed me that they didn’t get the number. You should getting the transcripts delivered in another 10-15 days! PS: One reader got it after 22 days! So don’t worry.. you should be getting it soon. After 10 days, just call VTU and ask for an update. But I should warn you..because of the peak season, they seldom take the call. Nevertheless, you should be getting it in 15 days max! πŸ™‚

          • Hey Rishab
            Thank you so much. I received my transcripts. Applied on 9th Nov. Received it on 21 Nov. Your post and replies helped me. I appreciate your help πŸ™‚

    • Hi Spurthy and Rishab,
      I applied for my transcripts on the 28th of October 2020 and I received the documents in 18 days.
      Unfortunately, the transcripts do not contain the 6th-semester marks, although the results were released nearly 2 months ago and there is no revaluation for the 6th-semester examination.
      The revaluation results for the 7th and 8th-semester were released recently, and my guess is that the updation of transcripts for all semesters would take place now (you know, because it’s VTU.)
      Please let me know if your transcripts were updated.

      • Hi Dhruv! Thanks for reaching out. So I graduated in 2018 and I had all my semesters when I applied for it a couple of months back. As a rule of thumb, you need to wait till your semester marks are printed. ( Just my opinion ). If you want other semester marks, just like your hunch, you need to wait. Additionally, you can apply for a consolidated marks card..but again I’m not very sure if it will have the updated marks. If you look at the application form, you are “ticking” something called “Not applied for Revaluation” or something like that..so I guess you need to wait for a while. Try reaching out to them…A lot of my readers have told me that VTU is not picking the call..but hey, it’s still worth a try!

      • Hi Dhruv! Same case for me. I applied on October 23 and got it on November 18. I did not have 6th semester records in the transcript. Any idea on when that might be available?

        Thanks and regards,
        Anirudh

        • Hi Anirudh! @Dhruv has replied! I’m sharing his response here – I got in touch with a representative from VTU today (finally!). According to him, as of today (23rd November 2020), they’re not updating transcripts with the latest semester marks since the scores of back-year/backlog students are yet to be evaluated and declared.
          As per him, applying for your transcripts after a month would be a good idea.

          PS: Thanks @Dhruv πŸ™‚

      • I got in touch with a representative from VTU today (finally!). According to him, as of today (23rd November 2020), they’re not updating transcripts with the latest semester marks since the scores of back-year/backlog students are yet to be evaluated and declared.
        As per him, applying for your transcripts after a month would be a good idea.

        • Finally, they responded! That’s great info Dhruv! Thank you so much for sharing it..I’m sure it’ll be helpful to a lot of people here! πŸ™‚

    • Hi Aditi! Thanks for A2A! The filled application was wrt the old application form. They have changed the form, and I am yet to upload a sample filled one. I haven’t gotten the time to do it yet. Please reach me on Instagram @houseofgeek.in and I will help you fill/review it! Thanks

  13. Hi Rishab,
    While giving payment details on the SBI website, each of the options for the kind of document required is given as individual text fields (as opposed to say a dropdown or radio buttons), as shown below(typing it out, as I couldn’t attach a screenshot):

    DUPLICATE PROVISIONAL DEGREE CERTIFICATE –
    DOC GENUINESS VERIFICATION ISSUED BY UNIV –
    ISSUE OF OFFICIAL TRANSCRIPT –
    ATTESTATION OF MARKS CARD –
    OTHERS-

    So, are we supposed to type “Yes” for the documents we require and “No”/ Leave as Blanks for the ones we don’t?
    Or
    At the bottom of the page it says:
    “For Amount fields, only numbers are allowed and for free text fields (mandatory), following special characters are allowed: . / @ – _ & ”

    So, i am confused if these fields are amount (so I will have to type 0(for the documents I don’t need) or say 5 (if I need 5 transcripts)) or are these free text fields as I am able to type in text as well.

    Hope you can clarify this doubt of mine!

    • Hi Sunaina! Thanks for the A2A! Right, I understand the SBI Payment page can be quite ambiguous. To answer your question, in those boxes, you need to enter the “amount” ( No Rs. and all. Just the number. ) And for the boxes which you are not entering, just leave it blank. Furthermore, in the address field, do not use any special characters. Just use spaces. ( I’ve mentioned in the post as well. ) πŸ™‚ Hope I have clarified. Please don’t hesitate to reach out on Instagram for any other queries! Instagram ID – @houseofgeek.in

  14. Hi Again,

    In the categories to be selected for payment:

    You have mentioned selecting the: β€œCategory F – Fees to be paid by student Examinationβ€œ
    There is another category available: “Fees to be paid by student Academic”

    What is the difference?

  15. Hey can you please give me the email id of vtu , concerned with mailing ,to follow up on my transcripts. I haven’t heard from them so it is better I contact . Also is the transcripts a registered post , so that I receive it personally from the post man?

    • Hi Nitheesh, Yes they are delivered via Post / Bluedart. Unfortunately, because of peak season, they are not responding to any calls. And I’m sorry, I do not have any mail id. πŸ™
      I would suggest you to wait for 15 to 20 days as that’s the average time now.

      • Oh Okay Thankyou
        Also, will the postman give the post to us personally?
        As it is not really safe if it is just thrown into my building here, just like any other post.

        • They should ideally. Nothing to worry about as it says VTU in huge block letters! Also, If I’m not wrong, they will ask for your signature as well! So it should be safe… After 20 days, if you still didn’t get it, Please go to the local Post Office or contact your local BlueDart office. Thanks!

          • Hey, it was given to me personally . Also, the postman called me on my phone. And yes he did take my signatures before handing it over . So i received it safely

  16. Hi, I sent e-mail to [email protected] along with following 4 documents:
    Filled & scanned application form
    Filled & scanned Academic Records Request form
    SBI payment receipt
    Degree certificate

    I sent all the above documents on 18th Oct 2020, till now I didn’t receive any SMS.
    Both the telephone numbers (0831 2498131, 36) are doesn’t exist.
    How can I check my transcript status now, please help on this.

    • Hi Vinay.. You don’t need any Academic Records Request form for normal transcripts! You only need this for sending transcripts for WES EVALUATION. Please reach out to me on Instagram, as it’s better to converse there if there’s any confusion! Thanks

    • Hi Anshu! Everybody is facing the issue! Be patient my friend! πŸ™‚ It takes around 20 days now to get the transcripts delivered!

  17. Hey Rishab,
    I applied for transcripts and PDC a month ago and i still haven’t received them. I tried calling the VTU office but no response. I am not sure what to do now. Can you please help me out.

      • Hi Rishabh,

        Thanks for your quick response.

        I had one doubt , do I need to send the application fees recipt and application form hard copy to vtu office. Because I haven’t done it still.

        Thanks

        Sarin

  18. Hi rishab.
    I have paid the fees of 2000 through online
    And mailed the required details to [email protected]
    And attached the fee receipt,scanned application form, and a letter to register for issuing of transcripts. Is that is enough or did i miss something
    Because as i go through sakala website they mentioned to attach the markscards
    I am bit confused
    Can u help me out

    • Hi Naveen! Can you tell me which document have you applied for? I can help you better once I know this! If its transcripts, dont worry! Markscard is not necessary! Sometimes Sakala messages can be wrong as they enter the messages manually! Just wait for 15-25 days, and you’ll be getting it! ( If application + receipt is correct )

  19. Hi rishab,
    I have paid money of 2000 through online
    And sent mail to examdocs.vtu.ac.in with the details required
    And I have attached the files of fees receipt, scanned application forms and the letter requesting for transcript
    Is that is enough or i did any mistake
    Because when I go through the sakala website It is mentioned there to attach the markscards
    I am confused
    Can you clear me out

  20. I have sent the email with only 1 pdf attached. I haven’t attached the PDC, is it okay? Because I haven’t received the SAKALA number yet and just worried if it’s rejected as I’ve not attached the PDC.

    • Hi Aditi! Could you please elaborate – Which document have you applied for? πŸ™‚ I can help you better once I know the document to refer to! Also please ping me on Instagram @houseofgeek.in, as it’s much easier to converse than on Comments! Thanks

    • Hey Nikhil! Unfortunately, there is no fast way my friend! πŸ™‚ Especially coz of the pandemic, it takes at least 15-20 days to get it!

  21. Hey, i am a final year student and for the medium of instruction certificate, now the application states that we should have completed the degree, should I just fill the form with date as 2021 and send? the helplines are not responding at all.

    • Hi Prathik..No I’m afraid it doesn’t work that way man! You need to complete your degree and wait. But better to call and confirm once the peak season is done! πŸ™‚

  22. Hi, It is almost 2 weeks I have applied, do i have to post this to vtu office and their numbers are always engaged. Please advice.

    Thanks for the blog. Did the online thing in 5 mins.

    Awesome Work!!!

    • Hey Sarin! Thank you so much! Glad to help. And, do not worry. Vtu is just being Vtu..the phone numbers are engaged coz of the peak season. A lot of readers have informed me that it took them about 20-25 days for it to get delivered. So I would day just sit back, and be patient! πŸ™‚

    • Hi Sarin.. I understand the pain! VTU is not responsive currently..maybe because it’s peak season! I would say just sit back, and relax.. Be patient! A lot of readers have confirmed that it took nearly 20+ days for the transcripts to reach them! πŸ™‚

      Please let us know once you get yours as well!

  23. Hello Rishab,
    Thank you for this article of yours. I applied for my Transcripts on 28th October 2020 but the 6th-semester marks were not included. There isn’t going to be any revaluation for the previous semester and the revaluation marks for the 7th and 8th-semester were released on 7th November 2020.
    Is this a good time to apply again for the transcripts?

    • Hi Dhruv! As a rule of thumb, better wait till your sem cards are printed. This was what advised to me when I graduated in 2018..but not sure how it is now.

LEAVE A REPLY

Please enter your comment!
Please enter your name here

This site uses Akismet to reduce spam. Learn how your comment data is processed.