Official Western Letters

Effective August 3, 2021 -  We do not process on the spot requests. All orders must be made in advance by mail, in person dropbox or by fax.

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, CPP, 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.

*eLetters cannot be ordered by pdf

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
eLetter $22.00
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 Chat (http://westernchat.uwo.ca) is able to confirm your order.

Letters for International Students

Undergraduate Affiliate Students – please contact the Registrar’s Office at your Affiliate University College

International students require Official Western Letters for various Immigration requirements. Below should help you identify which letter you should be ordering for your situation.

Need a letter to travel to Canada for in person studies?

Undergraduate & Graduate Students If you started your program online and are now entering Canada for in person studies and you require a letter for travel you can order on Student Center, choose Official Western Letters > Enrollment > Verification of Enrollment. As long as your status (full-time/part-time) matches your courses, the letter will be emailed to you as soon as payment is submitted. If your status does not match, our office will receive your request and we will be in touch within 4-5 business days.

Need to extend your Study Permit?

Undergraduate Main Campus Students

Step 1: Check My Program on Student Center to ensure you are currently registered in a degree program (not Undeclared). If you are Undeclared, check with your Home Faculty Academic Counselling Office to see if you are eligible to progress into a degree module.

Step 2: On Student Center, choose Official Western Letters > VISA > Study Permit Extension for Undergrad MAIN Campus Students letter. We may do a program check with your faculty to find out your expected graduation date. Turnaround is 4-5 business days.

Graduate Students

On Student Center, choose Official Western Letters > Graduate Studies > Letter for Study Permit Extension - Current Term. If you need additional time to complete your program, we may do a program check with your department to find out your expected graduation date. Turnaround is 4-5 business days.

*Student Central will automatically reach out to your graduate department to confirm your new estimated completion information to include in the letter.

Need a Post-Graduation Work Permit (PGWP)?

Undergraduate Main Campus Students

Step 1: You must have completed all degree requirements, applied to graduate, and see all of your final grades appearing on your Student Center > View My Grades. Do not request this letter until you have met these requirements.

Step 2: On Student Center, choose Official Western Letters > VISA > Post-Graduation Work Permit – available after program complete. If your program shows complete, turnaround is 4-5 business days. If your program is not complete, we may reach out to your Home Faculty Academic Counselling Office to request your adjudication results. This can take a few days to several weeks depending on what is still outstanding with your record.

Graduate Students

Step 1: You must have applied to graduate, completed all program requirements (this includes submission of final, corrected thesis or see project grade on Student Center). Do not request this letter until you have met these requirements.

Step 2: On Student Center, choose Official Western Letters > Graduate Studies > Post-Graduation Work Permit – available after program complete. If your program shows complete, turnaround is 4-5 business days. If your program is not complete, we must wait until the School of Graduate and Postdoctoral Studies completes your program. For project and course based students, this will happen after the last day of your final term, e.g. January 1 for Fall, May 1 for Winter, and September 1 for Summer completes.

*For thesis-based students, after you successfully defend your Master’s or Doctoral thesis, and the final thesis is verified and published, SGPS then will update your student record in Student Center indicating: Completed Program, using the official completion date.

Newly admitted and applying for your study permit through the Student Direct Stream (SDS)

Undergraduate Main Campus Students

Step 1: Accept your offer for Main Campus through OUAC

Step 2: Pay the tuition upfront for the full year. For instructions on how to pay tuition visit https://www.registrar.uwo.ca/student_finances/fees_refunds/fee_payment_methods/international_payments.html.

See chart below for how much tuition to pay.

Faculty of StudyAmount of Tuition Payment**
Arts $38 691.65
Science, Medical Science $38 716.65
Health Science (including Kinesiology) & Music $38 741.65
MOS $49 187.65
Engineering $52 554.65
Nursing $48 998.65
Education $39 841.23
Law $42 244.05

**The tuition amount is based on the 2021 Fall/Winter tuition. The 2022 Fall/Winter tuition will be released in May 2022 and may require a further payment by the tuition deadline of August 1, 2022.

Step 3: Once you see the credit applied to your Detailed Statement of Account on the Student Center, order an Official Western Letter. On the Student Center, choose Official Western Letters > VISA > Student Direct Stream (SDS) for Newly Accepted Students. We will be processing these in 24-48 hours once your payment has been received.

Graduate Students

Step 1: Accept your offer of admission

Step 2: Pay the tuition upfront for the full year. For instructions on how to pay tuition visit https://www.registrar.uwo.ca/student_finances/fees_refunds/fee_payment_methods/international_payments.html.

See chart below for how much tuition to pay.

Degree Faculty of Study Amount of Tuition Payment
MA Arts $22 757.79
MScFN Foods & Nutrition $38 362.80
MMUS, MA Music $22 757.79
MA Education $33 362.80
MPEd – Onsite (TESOL) Education $42 999.44
MESc Engineering $22 757.79
MEng Engineering $43 669.80
MClSci, MSc(OT), MPT, PhD Health Sciences $38 362.80
MA/MSc Kinesiology $22 757.79
MScN  Nursing $30 563.79
MLIS Library Info Science $38 362.80
MA Media Studies $22 757.79
LLM, MSL Law $30 522.78
MSc Science $22 757.79
MA, MPA Social Science $22 757.79
MFE Financial Economics $60 118.80
MMASc Management of Applied Science  $54 908.79
MA  Research for Policy and Evaluation  $35 448.78
MBA Business $40 227.60
MSc Management $56 236.29
MMA Management $71 101.92
MSc Schulich School of Meds & Dents $22 757.79
MClSci Family Medicine $38 362.80
MPh Public Health $58 922.79
PhD Arts, Science, Social Science, Schulich $10 133.79
Ed D Education $34 890.93

Step 3: Once you see the credit applied to your Detailed Statement of Account on the Student Center, order an Official Western Letter. On Student Center, choose Official Western Letters > Graduate Studies > Student Direct Stream (SDS) for Newly Accepted Students. We will be processing these in 24-48 hours once yourpayment has been received.