Official Western Letters

What is an Official Western Letter?

An Official Western Letter is a document prepared and sealed by the Office of the Registrar. 

Official Western Letters Available for ordering:

  • Verification of current or past enrollment - Useful for Registered Education Savings Plans (RESP), Student Line of Credit, Provincial Health Care Insurance, Non-Western Scholarships and Awards, etc.

Important: To obtain a verification of enrollment letter, full-time students must be registered in a minimum of 3.5 courses; part-time students must be registered in at least a course.

There are two ways you can get the Verification of Enrollment Letter

1. Verification of Enrollment Letter - $8 PDF generated online

  • Request via your Student Center under Academics > Documentation > Official Western Letters.
    • Letter category = Enrollment
    • Letter = Verification of Enrollment
  • The PDF letter will be sent to the email address you provide on the request immediately after the online payment is processed.
  • Online payment can be made by Visa or MasterCard through our secure e-commerce system. (Note: Visa Debit Cards are not accepted).

2. Verification of Enrollment Letter - $8 ordered online

  • Available for students not eligible for an online PDF letter.
  • Processing time: 4-5 business days.
  • Ordering available online via your Student Center under Academics > Documentation > Official Western Letters.
    • Letter category = Enrollment
    • Letter = Verification of Enrollment

See this video for the simple steps you take to request the Verification of Enrollment Letter:

Other letters available for ordering online or via the paper PDF request form are:

  • 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)
  • Post Graduate Work Permit letter (PGWP) (for international students, must be indicated on form)
  • Study Direct Stream letter (SDS) (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 (exception for a grade under pass/fail, all others 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.

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.

How to Order an Official Western Letter

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

*  Letters to be picked up from Student Central, Western Student Services Building, Room 1120, will be held for 6 months.

* If you are an Affiliate University College student and require an Official Western letter with fees or transfer credit/advanced standing information, please contact your Affiliate University College directly. Exception: Huron summer fees letter.

* At this time diplomas cannot be couriered together with letters.

We offer two options to order your official Western letter:

Online:

Login to Student Center using your Western User ID and Password to submit an online request.

If you were a Western student prior to 1984 your records are not available online. To obtain an Official Western letter you must order in person, by fax, or by mail. 

Mail or Fax:

Complete our Official Western Letter Request Form (pdf) (if you don’t have a Western User ID) and fax or mail it to us.  Note: Due to Payment Card Industry requirements, we are unable to process any requests received via email.

Student Central – Official Western Letters
Room: 1120 Western Student Services Building
1151 Richmond Street
London, Ontario, CANADA
N6A 3K7
Fax: 519-850-2397

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, PDF Generated Verification of Enrollment (emailed immediately after the online payment is processed, or 4-5 business days for pick-up, fax/mail, or courier if not eligible for online letter) $8.00
Standard Letters* (4-5 business day processing) $16.00
Special Letters** (Q.E.C.O., Transfer credit, Extra credit, or other letters) $16.00
Fax (10 pages max) $25.00
Courier Fees: Within Ontario $25.00
Courier Fees: Canada (excluding Ontario) $34.00
Courier Fees: USA $48.00
Courier Fees: International (may vary depending on location & service) $77.00

*During peak times processing times may vary. 

**Processing time depends on the letter type. 

Note: Please be aware that due to COVID-19, there may be delays in the delivery of regular mail. 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.

Tracking Your Official Western Letter Order

Track your Official Western Letter order through your Student Center under Academics > Documentation > Official Western Letters. You will be able to see the status of your order, when it was completed.

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.