The document checklist for international applications

Missing or unacceptable documents knock out more applicants than weak essays do. The frustrating part is that most of them take weeks to obtain — from your university, a notary, a translator or a government office — so the time to start is months before any deadline. Use this checklist to get ahead.

Academic documents

• Transcripts (records of all your courses and grades) for every completed degree, and your current one if you are still studying.
• Degree certificates, or a letter confirming your expected graduation date.
• Diploma supplement or module descriptions — German, Austrian and Dutch universities often compare your course content with their own, as RWTH Aachen does.
• Grading-scale explanation: a document from your university explaining how grades convert, useful when your system is unusual.
• School-leaving certificate for bachelor's applications (and sometimes master's).

Copies, certification and translation

• Certified copies: many applications accept scans for the first stage but need certified copies at enrolment.
• Translations: documents not in English (or the language of study) usually need a certified or sworn translation.
• Apostille or legalisation: some countries require documents to be authenticated by the issuing country's authorities. Check the rules for your country and destination — the process can take weeks.
• Preliminary reviews: in Germany, many universities require international applicants to obtain a preliminary review document (VPD) from uni-assist first. Freie Universität Berlin, for example, asks you to request it at least six weeks before the deadline.

Language certificates

• English: IELTS, TOEFL and the Duolingo English Test are the most widely accepted; each programme sets its own minimum scores and accepted tests. Berea College, for example, lists minimums for TOEFL, IELTS, Duolingo, SAT and ACT.
• Validity: many funders want a certificate less than two or three years old — DAAD asks for one no older than three years.
• Medium-of-instruction letters: some universities accept a letter from your university confirming that your degree was taught in English. Acceptance varies widely, so check before relying on one.
• Other languages: German-taught programmes need TestDaF or DSH; Czech- or Romanian-taught programmes include a preparatory language year.

Personal and financial documents

• Passport valid for your whole planned stay — renew early if it expires within two years.
• CV in the format requested (Europass, academic CV, or a one-page résumé).
• Financial documents for need-based aid: income statements, tax documents, employer letters or bank statements. US colleges often use the CSS Profile; Italian regional grants need family income documents from your home country.
• Proof of funds for the visa — a blocked account in Germany, bank statements or an education bond in Ireland, your scholarship award letter.

Application documents you write

• Motivation letter or statement of purpose — see our writing guide.
• Research proposal for PhD and research scholarships.
• Essays with specific prompts (Chevening, US colleges).
• Recommendation letters from your referees — see how to get strong ones.
• Portfolio for art, architecture and design programmes.

Practical tips

1. Scan everything once, in colour, at a readable resolution, and keep one folder of PDFs with clear names ("Surname_Transcript_BSc.pdf").
2. Check upload limits — many portals cap file size at a few megabytes.
3. Keep originals safe: you will need them for enrolment and visas.
4. Track every request (who, when, expected date) in one list.
5. Never send original documents or passport copies to anyone who contacts you offering a scholarship — only upload them to official portals. See our scam guide.