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 or

(for In Absentia Graduates) Degree and year awarded and

Download the statement from Western for In Absentia Graduates

*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

You are an undergraduate student. Your study permit doesn't cover the normal length of your program or you need an additional term/year to complete your program. You need to apply to extend your study permit.

  1. Make sure your passport is valid for the entire length of time. If necessary and possible, renew your passport with your Embassy or home country.
  2. If applicable, check with your Academic Counsellor to ensure they are aware that you need extra time to complete your program.  
  3. Order a Study Permit Extension Letter from Student Center. The Office of the Registrar will then do a Program Check with your faculty to find out your expected completion date. This Letter will include your current enrolment information and your expected completion date.
  4. Apply for a study permit extension on IRCC’s website and upload this letter under “Letter of Acceptance”. 

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

  1. Order a Study Permit Extension Letter via Student Center.
  2. Ask your Graduate Assistant/Coordinator for a letter/email that outlines when you will finish your degree.
  3. Submit that letter/email and provide your student number to sletters@uwo.ca from your Western email.
  4. Order a Study Permit Extension Letter via Student Center. This Letter will include your current enrollment information and your expected completion date.
  5. Apply for a study permit extension on IRCC’s website and upload this letter under “Letter of Acceptance”. 

You are an undergraduate student and you took a gap year. You will resume your studies at Western 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 leave of absence for one or more than one term. You will resume your studies at Western 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.
  3. Ask your Graduate Assistant/Coordinator for a letter/email that outlines when you will finish your degree.
  4. Submit that letter/email and provide your student number to sletters@uwo.ca from your Western email.
  5. Order a Study Permit Extension Letter via Student Center. 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 completion date. 
  6. 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. You have applied to graduate and have done your last exam. You have a full-time job offer starting soon and you would like to apply for a Post-Graduation Work Permit (PGWP)*. 

  1. Login to Student Center and follow your Graduation Status until you see Program Complete (This can take 3 weeks after your last grade has been posted).
  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, the School of Graduate & Postdoctoral Studies (SGPS) will then update your student record in Student Center, ie. 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.