Scholarship Application Checklist: Documents You Need Before You Apply

Incomplete applications are usually rejected without being read. Most scholarships ask for a similar set of documents, so preparing them early saves time on every application. Use this checklist and tick each item off as you go.

Identity documents

• Valid passport, ideally valid for at least two years
• National ID card, if requested
• Recent passport-size photographs in digital and print format

Academic documents

• Degree certificates (or a provisional certificate if you are in your final year)
• Official transcripts for every degree
• Grading scale explanation, if your university uses an unusual scale
• Certified English translations of documents not in English
• Attested or apostilled copies, if required by the scholarship or country
• Medium of instruction letter, if you are using it instead of an English test

Test scores

• English test results: IELTS, TOEFL, PTE, Duolingo or accepted alternatives
• GRE or GMAT scores, if required
• Other language certificates (TOPIK, JLPT, HSK, German or French), if relevant

Application essays

• Statement of purpose or personal statement (see our SOP guide)
• Motivation letter (see our template)
• Scholarship-specific essays, such as the Chevening essays
• Research proposal for PhD and research applications

Professional documents

• Academic CV or Europass CV (see our CV template)
• Employment certificates showing your dates and role
• Employer support or no-objection letter, if required
• Portfolio or writing sample, for relevant fields

Recommendation letters

• Two or three letters, academic and/or professional, as required
• Referees’ full contact details
• Confirmation that referees have submitted letters online, where applicable

Need help? Read our guide on strong recommendation letters.

Supporting documents

• Admission or offer letter, if already received
• Proof of financial need, for need-based scholarships
• Medical certificate or physical examination form (for example, CSC and MEXT)
• Police clearance certificate, if requested
• Awards, publications and certificates that support your claims

Final pre-submission check

1. Every required document is uploaded and readable.
2. Names and dates match across your passport, transcripts and CV.
3. Essays answer the exact prompts and respect the word limits.
4. References are submitted or scheduled.
5. You have submitted before the deadline and saved the confirmation.

Required, conditional and optional: how to read a document list

Not every item on a scholarship’s list applies to you. Sort each list into three groups before you start collecting papers.

• Required: the application is not complete without it. Transcripts, your passport or ID, and references usually belong here.
• Conditional: needed only in some cases. A certified translation is needed only if your documents are not in English. An employer’s letter is needed only if you have a job.
• Optional: it may help, but you are not rejected without it. At KAUST the GRE is optional. At Schwarzman Scholars the one-minute video is recommended but not required.

Do not spend weeks on an optional item while a required one is missing.

What major scholarships actually ask for

These lists come from official pages we checked in October 2026. They show how much the requirements differ. Always use the current official list when you apply.

Attestation and translation

Attestation means that an authority confirms your document is genuine. Rules differ between scholarships, so read them before you pay for anything.

• The Embassy of Japan in Pakistan asks MEXT applicants for transcripts and degrees attested by their university.
• For Fulbright in Pakistan, HEC attestation is preferred, but attestation by your university is accepted when you apply.
• The Commonwealth Scholarship Commission asks for certified translations of transcripts that are not in English.

Start attestation early. It depends on other offices, and you cannot speed it up in the final week.

Documents that are needed only after selection

Some papers are not part of the first application. Collecting them too early wastes money, and some of them expire.

• Medical certificate: often requested only from selected candidates. Stipendium Hungaricum, for example, asks for it only if you are awarded the scholarship.
• Police clearance certificate: usually needed at the visa stage. Australia Awards asks for it then.
• Bank statements and visa forms: needed for the visa, after you have an offer.
• Original documents: you upload scans to apply, and show the originals later at an interview, at the visa office or at enrolment.

Common document problems and how to fix them

• Your degree has not been issued yet: ask your university for a provisional certificate or an official letter that states your programme, your result and the expected date of the degree. Check that the scholarship accepts it.
• Your name is spelled differently on two documents: correct the document where you can. If you cannot, get an official letter or affidavit that confirms both spellings belong to you.
• Your transcript has no grading scale: ask the examination office for a letter that explains the scale, or scan the back of the transcript if the scale is printed there.
• You lost a certificate: apply for a duplicate now. This can take weeks.
• Your passport expires soon: renew it before you apply, so that the number on your application stays the same until you travel.
• Your employer is slow to give an experience letter: ask early, and give them a draft with your dates, your title and your main duties.

A folder system that saves hours

Scholarships_2027/
  00_Master_documents/
    Passport.pdf
    Degree_BS.pdf
    Transcript_BS.pdf
    IELTS_report.pdf
    CV_master.docx
  01_Commonwealth/
    CV_Commonwealth.pdf
    Statement_Commonwealth.pdf
    Reference_1.pdf
  02_Turkiye_Burslari/
  Tracker.xlsx

Keep clean scans in the master folder and copy them into each scholarship’s folder. Name files by content, not "scan001.pdf". Keep a second copy in cloud storage in case your phone or laptop fails.

Quality rules for scans

• Scan in colour at 200 to 300 dpi, the right way up.
• Make one PDF per document, with all pages in order. Some scholarships treat an application as ineligible if a transcript page is missing.
• Stay under the portal’s file size limit. Compress the PDF, and check that it is still readable.
• Include both sides if the back has a stamp, a grading scale or a signature.
• Open each file after upload to confirm that it is the right one.

A simple tracking table

Make one sheet with a row for each document and a column for each scholarship. Mark every cell as "not needed", "in progress", "ready" or "uploaded". Add two more columns: the expiry date for passports and test scores, and who is responsible when the document depends on another person, such as a referee.

Documents by study level

• Bachelor’s: school certificates and mark sheets, passport or ID, a personal statement, and often a letter from a teacher.
• Master’s: degree and transcript, CV, statement or motivation letter, two or three references, and test scores where required.
• PhD: all of the above, plus a research proposal. Many awards also want proof of contact with a supervisor.

Frequently asked questions

Do I need to send original documents?

Almost all applications use scanned copies. Keep the originals safe, because you will need them at later stages.

I have not graduated yet. Can I apply with a partial transcript?

Many scholarships accept an up-to-date transcript from final-year students. KAUST, for example, accepts a partial transcript if you are still studying. Check the rule for each award.

Is an English test always required?

No. It depends on the scholarship and the university. The Commonwealth Scholarship Commission, for example, does not ask for IELTS itself, although a university may. Some universities accept a letter saying your degree was taught in English, and others do not.

How many copies of each document do I need?

One clean digital copy is enough for online applications. For embassy routes that need paper files, follow the exact number and order in the instructions.

What should an experience letter contain?

It should be on the organisation’s letterhead, with your job title, your start and end dates, your main duties, and the signature and contact details of the person who signs it. Some scholarships give their own template. Australia Awards Pakistan, for example, provides an employment letter template with its application documents.

What should I prepare first?

Start with your passport, transcripts and test booking, because they take the longest. Our 12-month timeline shows the order to follow.