VTU Transcripts WES Evaluation

Key Words: WES, VTU Transcripts, WES Evaluation, WES USA, WES CANADA

UPDATE AS OF FEBRUARY 17 2022 – This article is no longer valid. The blog post will be updated soon as per the latest process. Thanks for your support!

Hey there, folks! Hope everyone is doing awesome. Firstly, I would like to say a BIG THANK YOU for the overwhelming response to my last post – How to apply for VTU Transcripts online. The support, motivation, and all the thank you messages were truly wholesome. 🙂 I’m really glad I was able to help you with the Transcript application process! Having said that, this article is on similar grounds. Let’s get started!

Before the pandemic, sending transcripts from VTU was 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 20-30 days -> Hope WES gets it!

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 intimidating, I initially thought this was going to be a herculean task.

But, to my surprise, like the transcripts, this is a fairly simple process too. 🙂

VTU sends the Transcripts to WES for evaluation by Secure Electronic Transfer.

The steps to send transcripts for WES Evaluation from VTU is as follows:

  1. This is more of a prerequisite step. Please ensure your WES Application from WES website is complete ( Payment included ). Please proceed further ONLY if you have the WES Reference Number with you.
  2. Download & Fill the Academic Request Form from WES Website.
    Academic Request Form for WES USA is here.
    Academic Request Form for WES CANADA is here.
    A couple of things to be mindful here:
    i) Only the details can be filled electronically. Signature & Date has to be done manually. So, once signed and dated, please scan the copy using any Scanning App. Make sure it is a PDF.
    ii) Make sure Name entered in the form is same as the Name in your Degree/Marks Card.
    iii) Institution Name should be “Visvesvaraya Technological University” and NOT your college name. 🙂
    iv) Make sure WES Reference Number entered is Correct.
  3. Go to VTU Website, and download the application form. I’m linking the form here.
  4. 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.
  5. While filling, keep a count on your documents, and the total amount. 
    Note: Usually, WES requires only 1 copy of transcript. If you want to send any other documents say PDC, Marks Card ( as requested by WES ), please select them and keep a track of the amount.
  6. Once you have filled & selected your documents, double check the total amount. Make sure you have added the Processing Fee of Rs.1500 as well.
  7. Next, goto 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: “Category 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.
  8. Once the payment is done, make sure you enter the Fee Payment ID in the Application Form as well.
  9. At this point, you will be having three PDF’s. Make sure you do a final check of the application form:
    i) 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 WES Reference Number.
  10. Next, use this website to merge two PDF’s into one single PDF. Page 1 will be the application form. Page 2 will be the fee receipt.
    Academic Request Form will be a separate PDF. Do not merge it with the others.
  11. Open Gmail. Draft the mail as follows.
    i) Type the “TO” email address as “examdocs@vtu.ac.in“
    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: WES EVALUATION CANADA
    Note: I am attaching a sample mail below for your reference 🙂
  12. Attach the PDFs & send! That’s it. VTU will be sending the transcripts to WES via Secure Electronic Transfer. It will take about 10 to 15 days for them to send. Once WES receives it, they will notify you on Email.
    Note: You will have 2 attachments.
    Attachment 1 will be Fee Payment Receipt + VTU WES Application Form.
    Attachment 2 will be Academic Request Form.
  13. 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 website ( 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 -> 0831-2498131, 0831-2498136. They will help you with the status!

Update as of 15th June 2021: Guys, VTU has stopped sending SAKALA Numbers as a confirmation for the successful processing of applications. So, don’t worry too much if you don’t get one! Please be patient. 🙂 If you have followed these steps, you will definitely get a confirmation from WES after they receive your transcript from VTU. Please keep checking your Email from WES, or monitor your account on WES Website or WES Mobile App. Also, in light of the Covid-19 Second Wave, the average time for WES to receive your transcript after submitting an application is approximately 25-30 working days.

Let’s say you want to send transcripts for WES Evaluation USA. It amounts to Rs. 2000 ( Rs. 500 for transcript + Rs. 1500 as Processing Fee ). And let’s say your Online Fee Payment ID is ABC2020815; your USN – 1MJ14CS500; and your mobile number is 7760252985.

Your mail should have exactly 4 lines, 2 PDF attachments, and look like this!

Sample Mail Body for Sending VTU Transcripts For WES Evaluation.

That’s all for now folks! I hope I have explained it well. Please feel free to comment below if there are any doubts, or reach me on Facebook or Instagram. 🙂 It would be really great if you could follow me there as well. 🙂

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

Peace.

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86 COMMENTS

  1. Thanks Rishab,
    Although when I wanted to refer to your article, it was down due to server issues which you had noted too. Very helpful article.

    • Just to make a little update, In my case they did not send any ack,confirmation, sakala sms as they have stopped that. But they do their job with due diligence and will send Docs via SFTP to WES. Email format should be exactly like you mentioned.

    • Hi Kunhi! Mostly yes, since all your transcripts and Degree Certificate will have “VTU”. But, not to worry. You can wait for a while and see. Probably, call VTU and ask for a follow-up.

      • Hi Rishab,
        So the question I had was, My name has been changed. So while sending the PDFs should I send anything related to name change? As in affidavit or news paper or any id?

  3. Hi friend, I have applied for Canada. In the VTU web site page for WES, it is written
    ” 4. Documents applied for. For example Transcript or Transcript+DC Attestation”

    But you mentioned in your email – WES EVALUATION USA

    Can you help me what I must mention – Transcript or WES EVALUATION CANADA

    • Hi Abhineet. You can mention anything. I mentioned WES EVALUATION USA so that it’s absolutely clear to the VTU Official. I have gotten my WES Evaluation done as well, so I can confirm whatever I mentioned, works. 🙂 You can follow anything!

    • Hi Abhineet & Rishab,

      I have the same questions. I have applied by mentioning TRANSCRIPTS. 10 – 12 days have already passed.
      Is there any way I can confirm that Wes has received my documents, apart from the WES official website?

      • Hi Aakash! It takes about 15 working days for VTU to send it to WES. And, unfortunately, there is no other to way confirm apart from WES notification. 🙂

  4. Hi Rishab,

    Thanks for sharing the useful information.
    I want my official transcript from VTU sending directly to my University in USA through post/courier. Could you please help me by sharing the steps that i need to follow for applying this through online ?

    Appreciate your kind help.

    Thanks,
    Raj

      • Hi Rishab,

        Just have one ore question: I need to apply for both email and hard copy(through Post) to get Transcript directly to my University in USA.
        So, do i need to fill and send separate application for these OR i can mentioned (tick the check box) in a single application?
        Also what would be the fees for this?

        Please suggest.

        Thanks in advance.

        Regards,
        Raj

          • Hi Rishab,

            Could you please tell me which address did you mention while filling the application form? I was just wondering should I mention Indian resident address or the WES Office address. Also Is it ok to give US Mobile number?
            Thanks.

          • Hey Vasavi!

            Please mention Indian Residential Address & Indian Mobile Number. This is what I did, and I can confirm it works! 🙂

        • Hi Raj,
          Could you please tell me which address did you mention while filling the application form? I was just wondering should I mention Indian resident address or the WES Office address. Also Is it ok to give US Mobile number?
          Thanks.

  5. Thanks for the detailed explanation Rishab :). There is no need to attach Marks cards/certificate in the email that is sent to VTU along with VTU form, WES form, payment receipt ?
    I have not paid for attestation.

  6. Thanks for the detailed explanation Rishab 🙂 Should I attach Marks cards/certificate in the email that is sent to VTU along with VTU form, WES form, payment receipt ?
    I have not paid for attestation. I just paid 1500 + 500.

  7. Hi Rishab,

    Thanks for the detailed info. I’ll follow this blog for applying to WES evaluation Canada.

    If possible, could you please share the steps for applying to WES Evaluation from JNTU Hyderabad university. I think for JNTU Hyderabad the process is different and it seems we require to have the principal attestation for WES academic form and go to university for submitting the form. (Reference: https://www.quora.com/How-do-I-send-my-certificates-to-WES-from-JNTU-Hyderabad).

    Confused here for JNTU process, appreciate your help!

    Thanks,
    Karthik

    • Hi Karthik! Thanks for the A2A! Let me try connecting to my friends in JNTU, and I’ll post an article soon for the same. But, the remaining steps for WES are the same 🙂

  8. Hello,

    I have sent email to VTU for Transcripts WES verification on April 18th and i have not received any kind of notification, no one is answering the calls made to 0831-2498131, 0831-2498136. is there any other way i can reach them and get the status?

    • Hi Mohan! Unfortunately, VTU doesn’t send out any notification/confirmation for your application. All you can do is wait, and be patient. VTU will most likely send the transcripts to WES within 2-3 weeks. And once WES gets it, you will be notified by WES opn email. Also, download WES app to keep track of the same notification.

    • Hi Mohan,
      Even I applied on April 23, 2021, and still not have received any response. Did you receive any response from VTU? I think they are on lockdown till June 07, 2021, but not sure. Its been more than 5 weeks for me. I have got no reponse.

      • Hi, I have not received any response, all the VTU contact numbers are not answered and no reply to email as well. We got to wait i guess as we dont have any choice here.

      • Hello All,

        I have received the transcripts yesterday, 31st May,2021 from VTU and i got to know only through the WES notification.
        Note: Applied for transcripts on 18th April.

        Thanks,
        Mohan.

    • Hi Bharath! Unfortunately, these are the only numbers I have. Try reaching to them early morning around 9-10 AM. If it’s WES Evaluation, it takes about 2-3 weeks for VTU to send it to WES. Once WES receives it, you will be notified via email! 🙂

  10. Hello ,
    I send like how u mentioned but till now we didn’t got any response from VTU at all we didn’t even received any msg also .shall we try once again .it has been almost a month happen

    • Hi Uday! VTU won’t send any response. If it’s been more than 1 month, please check if you WES has sent any mail.
      Else, please go to WES Portal and check for latest update.

  11. Hi, Any idea if this process is automated?

    Karnataka is under a month-long lockdown currently expected to end only on June 7th. Its been a month since i applied for transcripts to be sent to WES and followed all required guidelines in the email to VTU. However, they still have not sent the documents to WES.

    Nobody receives phone calls at VTU; I believe the university is closed due to the lockdown.

    • Hi Mallesh, 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. 🙂
      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.

      Thank you!

  12. Hi Rishab,

    I have applied for WES Evaluation Canada abount 1 month back. Due to Pandemic i still see WES status as Pending. To check with VTU none of the numbers they are picking. Anybody has VTU contact number to which they are responding. I appreciate your help. Thanks

    • Hi Geetha! I’m sorry to hear that it’s delayed. But, on a normal day, it takes about 2-3 weeks for them to send it to WES via email. I am really not sure how/why this is delayed, as there were so many people who got it done in this time frame. 🙁

      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.

      Thank you!

    • Hi Rishab,
      Even I applied on April 23, 2021, and still not have received any response. Did you receive any response from VTU? . Its been more than 5 weeks for me. I have got no response.

  13. Hi Rishab,

    So I have a query. In the WES website, I see that for a candidate who already holds a masters degree, a masters degree suffices(Master of Technology) in “required docs” section.
    ———————————————————————————————
    [SNIP from wes website]
    “If you have an Indian master’s degree or an Indian postgraduate diploma…
    You must also provide your bachelor’s degree documents. WES cannot complete an evaluation without these documents.

    Please note: There are currently four exceptions. Those exceptions apply to people with a Master of Education, Master of Engineering, Master of Philosophy, or Master of Technology degree.”
    ——————————————————————————————————
    But across the web, I see varying answers, some saying both BE & M.Tech docs need to be provided. Can you clarify, what’s the final word on this? I have a BE(2013) and M.Tech(2015) degree from VTU.

    Thanks,
    Stuti Sharon

    • Hi Stuti! Thanks for the A2A! Honestly, in my opinion, you need to reach out to WES to get a proper confirmation on this.
      But, having said that, I don’t see any harm in submitting both! 🙂

      Since you have both BE and M.Tech from VTU, the process is EXACTLY the same. You just need to do this twice, once per degree.

      VTU is partnered with WES, so they’ll be sending them electronically.
      Please note it will two separate applications via 2 separate emails respectively!

      Please reach out to me on Instagram, if there are any further queries. It’d easier to get things clarified there. 🙂

      Thanks!

      • Thankyou so much for your quick response Rishab.

        WES representatives had the same answer, i.e, a masters degree transcript would suffice.

        I will update this thread, once I do get a feedback from VTU.(I submitted only masters certificate.) reg this issue.

        Thanks ,
        Stuti Sharon

  14. Hi Rishab,

    The total amount is the payment receipt is 2017.70 because of the 17.70 transaction charge. Should i mention 2017.70 or 2000 in the VTU application form.

    Thanks!

  15. Hi Rishab,

    Thank you for the detailed information. It would be really helpful if you could guide me on the process w.r.t an autonomous college. Can this be done online too?

    Please do the needful.

    Thanks

    • Hi Rakesh, could you please elaborate? This process only works if your Semester Marksheets & Degree Certificate are from VTU. ( Regardless of the autonomous status )

  16. Hi
    Can we e-sign the academic request form along with the date and then attach the pdf along with the VTU official transcript form and the payment pdf . Also do we need to attach the Degree certificate copy before sending to VTU ?

    • Hi Trisha,

      Thanks for the A2A! I would recommend you to just sign normally and scan that. You could E-Sign it, but it’s a slight risk. In case WES doesn’t accept it, you’ll have to do the entire thing again. And trust me, this is an excruciatingly long process, not to mention time-consuming ( Takes about 1 month to get your WES Evaluation Report ), and having to do this twice just for a signature is totally not worth it!

      So my recommendation – Please sign it normally, scan using any free app that’s available in Playstore/Appstore. This works! 🙂

      • Hey Rishab ,
        Thank you for your response . I have noticed that the new APPLICATION BY EMAIL TO REQUEST VTU TO SEND DOCUMENTS DIRECTLY TO WES does not have separate section to update WES address . I have attached the old form . Can you suggest is it ok to go with the old form or the new form?

        https://vtu.ac.in/pdf/onlineform/wes.pdf

        • Hi Trisha!
          Please go with the new updated form attached to the blog. The address section is not required anymore for WES Evaluation, from VTU. This is because VTU & WES have a partnership, and VTU directly sends it to WES via secure electronic transfer (aka email). They have stopped “physically shipping” it to WES.

          Hence, please go ahead with the latest application form, the one attached to this blog post. 🙂

          Thanks!

  17. Thank you so much for the detailed well-written explanation here and for clarifying my doubts through Instagram! Really helped me submit my WES applications! 😀

    • Hi Swathi,

      Could you please tell me which address did you mention while filling the VTU application form? I was just wondering should I mention Indian resident address or the WES Office address. Also Is it ok to give US Mobile number?
      Thanks.

  18. Hi,
    I applied to VTU for sending transcripts to WES (followed entire procedure and paid the rs2000 fee) on 23rd June and got a notification on June 30 on wes app that the degree has been received and accepted. However it says statement of marks not received and because of this the status is on hold. Does VTU first send degree certificate and the transcripts later? I’m not sure what to do here. Should I contact the university about why the transcripts are not sent, or just wait it out? Since they are usually non responsive, I’d like your suggestion or if this usually happens with applications. Thanks for putting this out, this was super helpful!

    • Hi Syeda, Thanks for the A2A.

      Okay, so I believe you got a notification from WES App saying the degree is received & accepted right? Did you upload your scanned copy of the degree certificate in the WES Portal?

      And I assure you, applying on 23rd June, and WEES receiving it on June 30 is HIGHLY IMPOSSIBLE. It takes 7-10 days for VTU to even send the transcript! 🙂

      And, VTU will only send the Official Transcript to WES via email. They don’t send any Degree Certificate. You should upload a scanned copy of the degree certificate in the WES Portal.

      For your action, I can recommend this:

      1) Write an email to WES asking if they have got your “Statement of Marks”

      But I’m reiterating again, it’s highly impossible for WES to receive your documents in under 3 days. Just reach out to me on Instagram, as it’s easier to communicate there!

    • Hi Syeda,

      Could you please tell me which address did you mention while filling the VTU application form? I was just wondering should I mention Indian resident address or the WES Office address. Also Is it ok to give US Mobile number?
      Thanks.

  19. I have filled my wes form with name VINOD KUMAR SWAMINATHAN RAJANGAM AND I GENERATED REFERENCE NUMBER.
    but my actual degree certificate IT SHOWS VINOD KUMAR S R
    should i mention VINOD KUMAR S R OR should i mention FULL EXPANDED VINOD KUMAR SWAMINATHAN RAJANGAM in academic request form.
    kindly reply for this please

    • Your WES name should match your passport name. But, in the WES portal, when you are filling the application, you can mention both your full name and the name mentioned in the transcript. There is an option to do that.

  20. I had filled the WES Academic Request Form for Canada by hand writing ( All Caps). Is there any possibility of rejection by VTU?

  22. Hi RIshab,

    Hope you are doing well.

    DO I need to upload a translation for my VTU degree certificate (Bachelor in Mechanical engineering) on the WES website.

    I presumed since everything is written in both English and Kannada on the degree certificate, translation will not be required.

    Will be helpful if you could reply.

    Thanks

  23. Hi,

    I applied for transcript at VTU for sending directly transcript to WES(paid Rs2300 for all) on 10th July and WES received transcript from VTU on 20th July. They accepted my Degree certificate but application is on “Hold” due to incomplete transcript. Since then constantly following up through email and phone number which is available on website for sending complete transcript to WES. But no luck. Let me know if any alternative numbers or email IDs through where I can follow up.
    ======================================
    Reason: The electronic document received only contains a partial record of your study program. Subjects taken and grades earned for part of the study were not included. We are missing information for your program. We have a transcript semesters 1,2,3,4,5,6,7.
    ======================================

    Thank you in advance.

    • Hi Johnson,

      When did you graduate? It seems like your 8th Sem Marks is not included in the Transcript that VTU sent to WES. Please DM me on Instagram.

  24. Hi Rishab…I am applying for WES Evaluation for Canada. I made a online payment of 2300/- For example 500-Transcript, 1500-Processing fee & 300-Degree Certificate Attestation. Is it ok if I send the degree certificate for attestation?.

  25. Hi Rishab.. Thanks for great article.
    I am applying for WES Evaluation for Canada, I made payment of 2300/- which includes 500-Transcript, 1500-Processing Fee & 300-Degree Certificate Attestation. Is it ok if I send attested copy of degree certificate to WES from VTU?..

    • Hi Kunal,

      As I’ve mentioned in the blog post – You do not need to send a copy of the attested degree certificate to WES. All you need to do is upload a scanned copy of your Degree Certificate in the WES Portal.
      Thanks!

  26. Hi Rishab.. Thanks for reply. But already i paid the fees of 300/- for degree certificate attestation. If I don’t send the scan copy of degree certificate while mailing to VTU is it ok?

  27. Hello,
    Do we have to fill-up only one document or two.?
    one is this one named APPLICATION BY EMAIL TO REQUEST VTU TO SEND DOCUMENTS DIRECTLY TO WES

    and when we are going for this url https://vtu.ac.in/en/online-fee-payment-2/

    do we have to fill the first application form.? for Application for the Issue of Official Transcripts (OT).

    Can you please clarify on it

  28. Hi Rishab.. I had a doubt regarding the payment. In that SBI link for payment, it is not mentioned to pay the processing fee and I did the payment for the Transcript, DC and Medium of Instruction. Should I have added the processing fee in that form? What do I do now?

  29. Hello Rishab,

    Many thanks buddy for you detailed explanation and support to other pals. Highly appreciable.

    I had requested my transcripts and other dox from VTU in the third quarter of June. I received an email from the Registar on July 8 stating that they had posted my dox to ICAS of CANADA. The registar also attached soft copy of all the dox (12 pages PDF). However, Unfortunately even till today (04th September 2021) ICAS has not received any post from VTU 🙁

    I contacted ICAS and they confirmed to me that they have not received anything from VTU. I tried calling to VTU almost 50-60 times and no one is answering.

    What will you advice me in this case ? What has happened to my dox ? Did VTU post to some wrong address or haven’ they dispatched yet.

    Thanks for your time bro

  30. Thanks Rishab,

    Your detailed explanation made my job more easier😊 mailed VTU for transcript and WES has received the docs in less than 10 days.

    Thanks again.

  31. Hi Reishab, Thanks for sharing this! I need to send WES evaluation to one of US universities. I read that we need to ensure the name on marks card and in WES application need to be same.

    I have given full name in passport and in university applications as “Sushmitha Dhummi Thrilochana” but my marks cards have name with initials as just “Sushmitha D T”. I am confused what name to give in my WES application. What do you suggest?

  33. Hello rishab,
    I have mentioned the address of Saudi Arabia and the contact number of Saudi Arabia, will my application get rejected?

  34. I have query regarding the address which is To be mentioned, I mentioned my saudi address were I am working right now with my contact detail, will my application get rejected?
    Could you please clarify it for me? Your response is highly appreciated.

  35. Hi Rishab,

    In the wes application i have mentioned institution name as my college name, is it ok? I checked after sending email to VTU after 10 days. is it fine? Also in wes website do i need to upload all marks sheets or provisional degree certificate is enough?

    Thank you so much for the help

  36. Also I have a doubt while paying the fees for the transcript and processing fees. Twice I have to mention the name. Kindly reply. I have also texted you in the Instagram where I have explained in detail about the doubt I have. Please reply. It would be of great help

  37. Hi Rishab,

    Degree certificate attestation is required for WES. Without the degree certificate attestation WES website shows pending doc. Can you suggest a way out. Do i need to separately request for degree certificate attestation again with VTU?

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