What is Transfer Certificate & Why Need This?

If you are a student planning on switching schools or transferring from school to college, you will need a transfer certificate. It is one of the important documents required for switching from one institution to another.

The majority of schools in India provide a transfer certificate to students either leaving after completion of their studies or if they wish to continue their studies elsewhere. 

In this blog, we will talk about what is transfer certificate, why it is needed, Document requirements, How to Apply both offline and online more

Read This – What is a Migration Certificate

What is Transfer Certificate?

A transfer certificate is an official document issued by an educational institution to signal that the bearer of the certificate used to be a student of the institution and now they have moved by completing their studies or moved out to continue their studies elsewhere. 

The person in charge prepares the transfer certificate upon receiving an application from the student requesting it. It contains personal and educational information of the students such as; 

• Student’s name and Date of Birth 
• Parent’s names 
• Course of study 
• Date of completion of studies

It may contain certain other information as there is no universal format for a transfer certificate and it varies from educational board to board. 

The transfer certificate also contains details about the student’s payment of the required fee and their successful completion of all the examinations.

Since a transfer certificate is only issued by the last institution and is needed by the next school/college for admission, it plays an important role in ensuring that the student is only enrolled in one institution at a time. 

Why Need a Transfer Certificate?

Students require a transfer certificate under various circumstances depending on their plans. Nonetheless, let’s take a look at some of the most important reasons why one may need a transfer certificate; 

• The most obvious and important reason to get a transfer certificate is to secure admission to a different school/college. It is one of the documents required during the admission process. 

• If a student wants to relocate to a different city/country, they will need a transfer certificate from their educational institution.

• Completing an undergrad course and continuing education in the same university for a master’s degree also requires a transfer certificate. 

• A transfer certificate is also needed to ensure that a student is only enrolled in one institution at a time. 

• It also serves as a no-dues certificate in some cases. 

Types of Transfer Certificates

Transfer certificates can be divided into certain categories depending on the issuing authority and the purpose for which they are being issued. Listed below are the different types of transfer certificates; 

• School Transfer Certificates – This type of TC is issued by the schools when a student either completes their education or wishes to move to a different school to continue their education. A school transfer certificate is also used during admission to a college. 

• College Transfer Certificate – As the name suggests, it is issued by a college/university to students who wish to continue their studies in a different educational institution. It is also issued on successful completion of the course so the students can continue further education elsewhere. 

• Provisional Transfer Certificate – Various institutions provide a temporary transfer certificate to students who urgently need it. The issuance of an original TC takes some time and while it is being prepared, institutions offer a temporary replacement. 

Documents Required for a Transfer Certificate

The students who wish to acquire a transfer certificate from their current institution need to provide certain supporting documents along with an application requesting the issuance of the transfer certificate. Here is a list of documents that must be submitted; 

• An application addressed to the principal/issuing authority requesting the transfer certificate

• Proof that you are a student of the institution such as a school-issued ID card, admit card, etc. 

• Marksheets of the final qualification exam 

• A no-dues certificate from the accounts department

The documents required for a transfer certificate may vary from school to school so make sure to have all the specified documents ready as per your particular institution. 

How to Apply for a Transfer Certificate

Students looking to acquire a transfer certificate can follow either an online procedure from the comfort of their homes or contact the institution from whom they are seeking a transfer certificate. Some educational boards allow students to apply for a transfer certificate through their website while others may issue the certificates only in person (offline). Let’s take a look at how to apply for a transfer certificate. 

Online Application Procedure 

• Depending on your board of education, access their website and start the application procedure. 

• Fill out the form, and upload all the specified documents including photographs, signatures, etc. 

• Pay the required fees (if any) and complete your final submission. 

• Take note of the reference number or acknowledgment number provided for future reference. 

• In the case of online applications, the TC is issued almost instantly, but if not, then within a few working days.

Offline Application Procedure 

It is still the most common way of obtaining a transfer certificate used almost exclusively across all of India. The offline method involves the following steps; 

• Write a transfer certificate application requesting the issuance of the certificate. 

• Fill out an application form containing all the important information that the institution will require to draft a transfer certificate. 

• Submit the application form, a written application letter, and the required documents such as photographs, NOC from accounts, etc. 

• Pay the prescribed fee, if any. 

• Collect the transfer certificate once ready. It can take anywhere from a few days to a few weeks depending on the institution. 

Transfer Certificate Format

There is no universally agreed-upon format for transfer certificates. Each education board, different schools, colleges, and universities have their style of transfer certificate. However, there are certain common factors among all the TC formats, some of which are discussed below. 

• Name of the pupil and their parents
• Details regarding date of birth 
• Course details – class, subjects studies, etc.
• Date of transfer certificate issuance 
• Information about whether the applicant has cleared the final examination

Some institutions may include other information such as conduct/character certificates, and detailed educational and personal details. Here is an example of the transfer certificate; 

Application for Transfer Certificate

Informing the responsible authorities such as the principal of the school, the dean of the college, or the issuing authority is utterly important to receive a transfer certificate on time. To inform the concerned authorities, an applicant must submit a well-worded application.  An application for a transfer certificate generally must contain details such as; 

• The reason for the need for a certificate 
• Your educational details 
• The date by which you need the TC especially if you need it urgently 

Here is a sample application for transfer certificates; 

To,

The Principal,

St. Mary’s School  

Outer Ring Road

Bangalore – 560091

Date – April 4th, 2024

Subject: Application for Transfer Certificate

Respected Sir/Madam, 

I am writing this letter to inform you that I have completed my education at St. Mary’s School with distinction and now I require my transfer certificate to further continue my education. 

I assure you that all my dues have been cleared and I have carried out all the exit formalities, only the transfer certificate remains. 

It would be greatly appreciated if I could collect my original transfer certificate from St. Mary’s School by April 20th, 2024 as I need to submit it to confirm my admission to the new institution. 

Thank you for your time and consideration. 

Yours Sincerely,

Neha Gupta 

997xxxxx99

Bangalore – 76

(Signature)

Processing Time and Fees for Transfer Certificate

There is no fixed amount of time taken to process a transfer certificate application and grant the certificate. It is up to the discretion of the issuing authority. In some institutions, candidates can acquire a transfer certificate in 2 days; in some cases, it may take between 7-10 days. Students are advised to contact their respective institutions to get an exact idea of the time it will take them to issue a transfer certificate. 

Similarly, there is no fee fixed by the government so institutions charge according to their will. However, the fees for the transfer certificates are generally minimal. Many educational boards and universities provide transfer certificates completely free of charge. It is highly recommended to contact the concerned authorities for exact details about the fees for the transfer certificates. 

Common Mistakes to Avoid When Applying for a Transfer Certificate

It is easy to make mistakes when applying for a transfer certificate because it is not something one does very often. Hence, listed below are some of the important points to take into consideration when applying for a transfer certificate; 

• The most important condition to be met is the payment of the fee. Make sure all the pending fees along with any other costs are covered to the institution’s satisfaction. 

• Make sure the application you have submitted contains all the correct information. Double-check your entries because wrong information can lead to mistakes in the final transfer certificate. 

• Do not wait for the last moment, apply for the TC as soon as you complete your studies. If you need a TC before completion of the course then apply as soon as possible to avoid any last-minute hassles. 

• Attach all the required documents as specified by the issuing authority. Missing documents can cause delays and rejections of the application.

• Regularly follow up with the institution to stay on top of any new developments. It also helps speed up the process. 

 Frequently Asked Questions