Official Western Letters

An Official Western Letter is a document prepared and sealed by the Office of the Registrar to be used for various purposes, including:

  • Proof of current or past enrollment
  • Verification of upcoming graduation
  • Courses taken extra to a degree (e.g. QECO letters for teachers)
  • Statement of current fees or past fees paid
  • Degree Verification
  • Visa letters (for international students, must be indicated on form)

If the letter you require is not listed above, please contact Student Central for assistance. 

Note: We cannot put the following on an Official Western Letter: student grades (please order a transcript), list of courses taken (exception for Nursing students only).

Official Western Letters are considered confidential documents and therefore, cannot be ordered or released to anyone but the student unless authorized by the student to do so.  If you wish to have a third party order and/or pick up your Official Western Letter on your behalf you must complete a Release of Information (pdf) available through your Student Center.

Fees and Processing Time

Payment must accompany all requests prior to processing. Most requests are completed within 4 to 5 business days. This does not include mailing time. Payment methods available to you depend on the ordering option you choose - please see the Ordering Options tab for further details. You may also have your letter couriered or faxed at an additional charge.

OFFICIAL WESTERN LETTERS FEES
Online, By Mail or Faxed Standard Letters (4-5 day processing) $16.00
At Counter Standard Letters (in person on the spot) $20.00
Special Letters (Visa renewal, Graduation, Fees, Q.E.C.O. or other letter) $16.00
Fax (10 pages max) $25.00
Courier Fees: Within Ontario $23.00
Courier Fees: Canada (excluding Ontario) $31.00
Courier Fees: USA $44.00
Courier Fees: International (may vary depending on location & service) $65.00

Note: Additional charges may apply for returned courier shipments. If you request an order sent by fax, we will make 3 attempts for unsuccessful fax transmissions.

Ordering Options

Note: Due to Payment Card Industry requirements, we are unable to process any requests received via email.

Online Official Western Letter Ordering

Online Official Western Letter ordering is available via your Student Center under Academics> Documentation> Official Western Letters for certain standard Official Western Letters. If the Official Western Letter you require is not available via the online ordering system, please use one of the other ordering options listed below to request the letter you require.

Online orders cannot be changed or cancelled once submitted.

Online payment can be made by Visa or MasterCard through our secure ecommerce system (Note: Visa Debit Cards are not accepted). For information on what you need to order Official Western Letters online, go to Student Center Access Guide.

Note: Courier service is not available through the online ordering system.

In Person

You can order an Official Western Letter by coming into Student Central during regular business hours. In person requests can be paid by cash, cheque, money order, debit, VIsa, or Mastercard.

By Fax

To place an order by fax, print and complete the Official Western Letter Request Form (found below). All Official Western Letter requests must be signed by the student and include payment to be processed. If you do not know your Student Number, please ensure you provide the additional identifying information as requested on the order form.

Fax the completed form to the fax number listed on the top of the Official Western Letter Request Form. Ensure all Visa or MasterCard payment information is included. (Note: Visa Debit Cards are not accepted).

Please ensure you completely fill in the information on the request form.  If there is information missing from your request (for example, payment information), we will attempt to contact you two times within one month of receiving your request in order to obtain the missing information. If we are unable to reach you at the contact information provided on the form or we do not hear back from you within one week of contacting you, your Official Western Letter request will be cancelled.

Official Western Letter Request Form (pdf)

By Mail

To place an order by mail, print and complete the Official Western Letter Request Form (found below). All Official Western Letter requests must be signed by the student and include payment to be processed. If you do not know your Student Number, please ensure you provide the additional identifying information as requested on the order form.

Mail the completed form to the attention of the Official Western Letter Department at the address listed under Contact Information (found on the right hand side of this page). Payment can be made by cheque, money order, Visa, or MasterCard (Note: Visa Debit Cards are not accepted).

Please ensure you completely fill in the information on the request form. If there is information missing from your request (for example, payment information), we will attempt to contact you two times within one month of receiving your request in order to obtain the missing information. If we are unable to reach you at the contact information provided on the form or we do not hear back from you within one week of contacting you, your Official Western Letter request will be cancelled.

Official Western Letter Request Form (pdf)

Tracking Your Official Western Letter Order

A system for tracking Official Western Letter orders that you have submitted to the Office of the Registrar since December 1, 2007 is available via your Student Center under Academics > Documentation > Official Western Letters. Requests that required special processing (e.g. RNAO or QECO letters) may not be displayed in this record. This system allows you to see the status of your order(s) and when they were completed. If you do not have access to the Student Center, the Student Central Helpline (519-661-2100) is able to confirm your order.