Official vs Unofficial Transcript: Definitions, Differences, & More

One is a certified document, the other is for quick reference. Understanding which one to use — and when — can save you time, hassle, and even delays.

In this guide, we’ll break down what sets them apart and walk you through how to manage both types as PDFs using Smallpdf's easy-to-use tools.

What Is an Official Transcript?

Think of an official transcript as your school’s verified record of everything you’ve accomplished. It’s not just a printout — it’s the real thing.

This version is prepared by your registrar and sealed with the school’s stamp of approval. It’s often sent directly to universities, employers, or licensing bodies, because it's trusted as accurate and untampered.

What makes it official:

• Stamped and signed – It comes with the registrar’s signature and the school’s seal or watermark.
• Handled securely – Delivered in a sealed envelope or sent through a secure digital system like Parchment or the National Student Clearinghouse.
• Full academic breakdown – Lists all your completed courses, grades, credits, and sometimes your GPA or honors.

You don’t usually handle it yourself—once it’s opened or printed outside the system, it’s no longer considered official.

When Do You Need an Official Transcript?

You’ll usually need an official transcript when the stakes are high. Think college applications, credit transfers, or showing a future employer that you really did finish your degree.

In most cases, the school or company won’t take one you printed yourself. They want it straight from the source—sealed, signed, and untouched.

Requesting one isn’t hard. Most schools let you do it through your student account or by contacting the registrar’s office. Some handle it online, others send it by mail. There’s often a small fee, so it’s worth checking before you order.

What Is an Unofficial Transcript?

An unofficial transcript shows the same classes, grades, and credits as the official version—it just doesn’t come with a seal or signature from your school.

You can usually grab it yourself through your student portal. No formal request, no fee. It’s great when you just need to check your progress or share details in a casual setting, like an advising session or an early job application.

Here’s what sets it apart:

• You download it – Most students print or save it straight from their school’s online system.
• No seal or signature – It’s not certified, so it doesn’t carry the same weight in formal situations.
• Quick and flexible – Often saved as a PDF or printed on plain paper.

Just remember: it’s useful for your own records, but it won’t replace the official version when schools or employers ask for the real thing.

Common Uses for an Unofficial Transcript

Unofficial transcripts are ideal for preliminary applications, academic advising, or keeping personal records up to date. They’re easy to get and are usually free, making them convenient for personal use.

If you’re wondering how to get an unofficial transcript, log in to your school’s student portal and look for the transcript section to download it as a PDF.

Official vs. Unofficial Transcript: Key Differences

Handling Transcript PDFs with Smallpdf

Managing and submitting transcript files as PDFs is a smart and efficient way to keep your records organized and ready to send. At Smallpdf, we offer tools to help you process transcript files in just a few clicks.

Here’s how!

1. Compress Your Transcript for Easy Upload

Large files can slow down uploads, especially when submitting to schools or job portals. Compressing your transcript reduces its size without losing quality.

• Head over to Compress PDF.
• Drag and drop your transcript or upload it from your device.
• Get a smaller, share-ready file in seconds.

2. Protect Your Transcript with a Password

Keep sensitive academic details private by securing your transcript with a password.

• Visit Protect PDF.
• Upload your transcript, set a strong password, and hit “Encrypt.”
• Share your secure file confidently.

3. Merge Your Transcript with Other Documents

Send your transcript along with your resume or application in a single PDF.

• Go to Merge PDF.
• Combine your documents in the desired order for a polished, all-in-one file.

4. Convert Your Transcript to PDF

If your transcript is a Word file, image, or another format, convert it to PDF for consistent formatting.

• Head to Convert to PDF.
• Upload your file, and we’ll transform it into a high-quality PDF.

Tips for Transcript Management

• Verify Requirements: Always check if the institution requires an official transcript or if an unofficial one will suffice.
• Secure Copies: Store digital versions of your transcripts in a secure location for easy access.
• Regular Updates: Make sure your unofficial transcript is current, especially before advising sessions or applications.

Manage Your Transcripts with Confidence

The difference between official and unofficial transcripts lies in their certification and purpose. While official transcripts are indispensable for formal applications, unofficial transcripts are perfect for personal use.

Need help managing your transcript files? Smallpdf is here to simplify your work. Compress, protect, merge, or convert your transcript to PDF using our easy, secure tools.

Frequently Asked Questions

What’s the difference between an unofficial transcript and an official transcript?

An official transcript is certified with the institution’s seal and registrar’s signature, whereas an unofficial transcript provides similar information but lacks certification.

Do colleges want official or unofficial transcripts?

Most colleges require official transcripts for admissions, credit evaluations, or transfers. However, unofficial transcripts may be sufficient for preliminary evaluations.

Do unofficial transcripts count?

Unofficial transcripts are acceptable for reference purposes, advising, or initial applications, but they won’t be accepted for official submissions.

Is an unofficial transcript accurate?

Yes, the academic information in an unofficial transcript is the same as an official transcript, but it lacks certification.

Do jobs ask for a school transcript?

Yes, employers may request official transcripts to verify your education, especially for roles requiring specific qualifications.

How do employers verify education?

Employers can verify education by requesting official transcripts directly from your institution or using background-check services.

How do jobs know if you graduated?

Employers often check graduation status by reviewing official transcripts or contacting the educational institution.