Documents from Western

How to Order a transcript from the Office of the Registrar

  • Online through Student Center using your Western ID and Password to submit an online request under Transcripts.

Visit the Office of the Registrar for more details on fees and processing time.

Letters for International Students

Official Western Letters are standard centralized official documents that international students may use for various immigration purposes, such as applying for Study Permit extensions, Temporary Resident Visas, Post-Graduation Work Permits, US Visas, etc. These letters can be ordered through the Office of the Registrar. The Official Western Letters are available to Main Campus (including Ivey, WELC and Western Continuing Studies) registered students only. Students at the affiliate colleges ( Huron, Brescia, Kings) should visit the Office of the Registrar at their college.

How to Order a Letter from the Office of the Registrar

  • Online through Student Center using your Western ID and Password to submit an online request under Official Western Letters.

Most letter requests are completed within 4 to 5 business days. This does not include mailing time. During peak times processing times may vary. A Verification of Enrollment Letter is an online, PDF-generated letter which can be received immediately by email, as long as your status (full-time/part-time) matches your courses. There is also a fee for ordering an Official Western Letter. Please see more details for fees and processing times.

This table contains a column of visa purposes and a second column of Official Western Letters required for each

Visa purpose

Type of Official Western Letter

Study Permit Extension

Study Permit Extension Letter

Post-Graduation Work Permit (PGWP)

Post-Graduation Work Permit Letter (available after program complete) + Final transcript

Temporary Resident Visa (TRV)

Study Permit Extension Letter + Transcript

Student Direct Stream (SDS)

Student Direct Stream (SDS) Letter (for newly accepted students)

Travel to Canada / Re-enter Canada*

Verification of Enrollment

Invite family / friends to visit Canada

Verification of Enrollment

If it’s for the purpose of attending your convocation, then order

Applied – Upon Successful Completion or

Completed Requirements for Upcoming Graduation

*For travel to Canada: Order Verification of Enrollment if you already started your program from outside Canada and are now entering Canada, or if you are returning to Canada to continue your studies. You do not need to order this letter and may use your Letter of Acceptance if you are entering Canada to start your program.

You can find detailed steps here on how to order the above Official Western Letters.

Common Scenarios

Your study permit doesn’t cover the normal length of your program and you need to apply to extend your study permit.

  1. Make sure your passport is valid for the entire length of time.
  2. Order a Study Permit Extension Letter from Student Center. This Letter will automatically include your current enrollment information and your expected graduation date.
  3. Apply for a study permit extension on IRCC’s website and upload this letter under “Letter of Acceptance.”

You need additional year/term(s) to complete your program and you need to apply for a study permit renewal.

  1. Check with your Department/Program to ensure they understand that you need extra time to complete your program.
  2. Order a Study Permit Extension Letter via Student Center.
  3. As soon as you order the letter, contact the Office of the Registrar by live chat or virtual helpline to inform them you would like to have the extra time on your expected graduation date. The Office of the Registrar will then do a Program Check with your Department/Program to confirm and include this date on your letter.

* You do not need to contact the Office of the Registrar if you are in your final year/term or already beyond your final year/term. The Office of the Registrar will automatically do a Program Check.

You are an undergraduate student and you took a gap year. You will resume your studies at Western in September but you are outside Canada and your study permit is already expired.

  1. Contact your Academic Counsellor to submit a Change of Status in order to get term activated.
  2. Order a Study Permit Extension Letter by selecting the upcoming Fall/Winter term. There will be a line in that letter that says “It is expected that you will re-register for the next Fall/Winter Term until program requirements are met” along with the expected graduation date.
  3. Apply for a study permit on IRCC’s website and upload this letter under “Letter of Acceptance”.

You are a graduate student and you took a leave of absence for Summer Term. You will resume your studies at Western in September but you are not term-activated yet. You are outside Canada and your study permit is already expired.

  1. Ensure you are on approved leave of absence.
  2. Order a Study Permit Extension Letter for last academic term you were enrolled in. There will be a line in that letter that says “It is expected that you will re-register for the next Fall Term until program requirements are met” along with the expected graduation date.
  3. Apply for a study permit on IRCC’s website and upload this letter under “Letter of Acceptance”.

You are an undergraduate student or a course-based graduate student. Your final term ends on April 30 and your last exam is later in April. You have a full-time job offer starting in May and you would like to apply for a PGWP*.

  1. Apply to graduate and see all final grades on Student Center (View My Grades).
  2. Order a Post-Graduation Work Permit Letter on Student Center and a final transcript to apply for a PGWP on IRCC’s website.
  3. Depending on how soon your job offer starts, you may be able to request an urgent processing of your PGWP Letter with the Office of the Registrar after you order the letter.

You are a thesis-based graduate student. You will submit your thesis sometime in your current term. You would like to apply for a PGWP as soon as you can*.

  1. Defend your Master’s or Doctoral thesis successfully.
  2. Apply to graduate on Student Center.
  3. Once your final thesis is verified and published, SGPS will then update your student record in Student Center, i.e. indicate Completed Program, using the official completion date.
  4. Order a Post-Graduation Work Permit Letter on Student Center and a final transcript to apply for a PGWP on IRCC’s website.
  5. If you have a deadline, you may be able to request an urgent processing of your PGWP Letter with the Office of the Registrar after you order the letter.

*A PGWP Letter cannot be issued until Program Completion which usually happens in May for programs ending in April, in September for programs ending in August, or in January for programs ending in December. Program completion date for Thesis-based students depends on when final thesis is published.

*You don’t need to wait for the convocation to apply for a PGWP.

*You cannot start working full-time until you apply for a PGWP. Please see more details on conditions of work authorization after you submit an application for PGWP.

If you have questions about your situation, International Student Advisors are here to help.