Sending documents electronically to WES: who sends what?

Without a WES number it is more difficult to match documents with your score

Once your application is submitted and paid, WES assigns it a WES Application Number.

Under the current WES system, this number is issued upon receipt of payment.

In the new WES portal introduced in 2026, the WES application number is a 10-character alphanumeric code.

This number is needed:

• save;
• indicate in requests to the university;
• if possible, add during electronic transmission;
• use when contacting WES.

Do not ask the university to send documents “just to WES” without an application number if one can already be provided.

This is usually the simplest scenario

First, check with your educational institution:

can it send official academic documents to WES electronically?

If so, the order often looks like this:

1. you are logged into the university system or document issuance service;
2. request an academic transcript;
3. select WES as the recipient;
4. indicate the WES application number, if the system allows;
5. The university or platform transmits the document directly.

If WES cannot be selected as the recipient, follow WES's personal instructions and use only the valid address or method listed there.

Do not send a link or file to yourself and then forward it to WES.

The document must maintain a verifiable chain of transmission from the institution.

This is a technical way for an institution to communicate with WES

WES uses direct data links with educational institutions.

For example, a secure system connection.

The candidate usually does not need to understand the technical part.

One practical question:

does my institution have a valid electronic method for submitting documents to WES?

If so, follow the instructions from the university and WES.

If a university employee has never worked with WES, there is no need to come up with a technical transfer method on your own.

Email is not a universal or preferred method

WES writes that email is appropriate when other electronic options are not available.

In this case, conditions must be met.

For example:

• the letter is sent from the official address of the educational institution;
• WES can verify this address;
• the sender is truly authorized to issue or transmit official academic documents;
• the file is transmitted in a secure, immutable format, such as PDF;
• The message passes WES authentication and security checks.

Typically, documents are sent by departments like:

• educational department;
• Academic Documents Department;
• examination department;
• another department that issues academic transcripts.

The main rule for the candidate:

do not ask a random teacher or employee you know to send documents from your email address.

Usually no

If WES requires an official academic document directly from the institution, the candidate's submission does not fulfill this requirement.

Even if:

• PDF is real;
• you received it from the university;
• it is signed with an electronic signature;
• you didn't change the file.

Key question for WES:

where did the document come from and can its source be confirmed?

Therefore, follow exactly the transfer method indicated in the WES personal list of documents.

The number helps to link the received documents with your application

WES recommends that you include the WES application number when submitting documents.

In an electronic system this could be:

• field with WES application number;
• field for notes;
• comment field;
• Possibility to attach an additional page.

If there is no separate field, follow the instructions of the platform or university.

Do not edit an official academic transcript just to add a number.

Only what WES allows you to upload in your account

WES specifically states that you can upload some documents through your personal account, such as a copy of a diploma and a translation, if they are required specifically in your application.

This does not mean that any document can be downloaded independently.

For example:

the copy of the diploma that WES allows the candidate to upload and the official academic transcript that the university must send are different requirements.

See WES personal list.

Don't send documents to a random address

First check with the university:

• whether it uses an electronic system for issuing academic transcripts;
• whether he has experience with WES;
• can the official university department that maintains academic records send them to WES.

If there is no existing electronic channel, WES offers educational institutions the opportunity to establish digital partnerships.

For this purpose, there is a form for connecting an educational institution to electronic transmission.

The form must be completed by an authorized representative of the educational institution.

WES can check:

• official email address;
• position;
• institution page confirming the employee’s authority.

This is not an instant connection and does not guarantee that a new channel will be created by the time you need.

If electronic transmission is not available, use another method that displays your personalized WES document list.

The candidate must not pretend to be a university representative

WES uses the school electronic transfer form. It is completed by an authorized representative of the institution responsible for official academic documents.

The candidate can:

• tell the university about this opportunity;
• send the employee a link;
• explain why electronic transmission is needed.

But the graduate himself or herself must not complete the form on behalf of the authorized department or university.

This form is not needed in all cases.

WES also has an Academic Records Request Form to assist a graduate in contacting the institution.

But WES specifically states:

This form does not apply to educational institutions that submit documents electronically.

It is also not required for every university or every country.

Check your personal list of documents.

"Submitted by University" does not mean "Accepted by WES"

After receiving the WES document:

1. accepts the file into the system;
2. checks it;
3. matches your application;
4. verifies authenticity if necessary;
5. Only after accepting all the required documents does it proceed to the education assessment itself.

In a WES account, the status may not update immediately.

Don't resend the same document just because the status hasn't changed after a few hours.

A short query is usually better than a complex explanation

You can write to the official department of the university that issues academic transcripts, something like this:

Topic: Electronic submission of academic documents to WES

Hello.

I need a World Education Services (WES) education assessment for immigration purposes to Canada.

Please tell me if the university can send my official academic documents to WES electronically through the current system or official channel.

My WES application number is [number].

If the university is already working with WES, please use the document transfer procedure established by the university.

If electronic transmission is not available, please let me know what official method is available for receiving and sending academic transcripts.

Thank you.

This is an example of an organizational request and not a mandatory WES statement.