How long do the documents take, and when should I start?
The documents, not the choice of university, are what make people miss deadlines. Notarisation and legalisation take two to four weeks, a medical examination about a week plus confirmation, recommendation letters one to two weeks, and translated transcripts another week. Start in the autumn before the year you want to enrol, and ask for the sealed originals early.
The four documents that decide your deadline
- Notarisation and legalisation (apostille or embassy legalisation) of your diploma and transcript: two to four weeks in most countries, longer if a ministry or your own education authority also has to confirm the school.
- The medical examination form the university provides: about a week for the appointment, plus a few days for the results to be signed and stamped. Some countries need tuberculosis or vaccination tests on top.
- Recommendation letters: one to two weeks, because they depend on a teacher's or employer's calendar, not yours. Ask for two more than you need.
- Translated transcripts and graduation certificate: a week or so if you use a certified translator, longer in the weeks before graduation when everyone is asking.
A realistic month-by-month order
- September to October (a year before entry): decide the field and shortlist universities; order extra copies of your transcripts and certificate from your school now, while you are still there.
- October to December: start notarisation and legalisation, because this is the slowest step; book the medical examination then, so the form is still valid when you apply.
- December to January: request recommendation letters and finish the translation; open the CSC portal account and read the current instructions rather than last year's PDF.
- January to March: submit university applications, then CSC or other scholarship applications; keep scanned copies of everything in one folder with clear file names.
- April to June: results, confirmations, deposit or fee transfers, visa papers (admission letter and JW201/JW202), and the visa appointment.
Where people actually lose time
- Name mismatches between passport, diploma and transcript: fix them before notarisation, not after. A missing letter in a name can restart the whole chain.
- Waiting for graduation: if you apply before your certificate is printed, ask your school for a provisional certificate or an expected-graduation letter that the university accepts.
- Documents that expire: the medical form and police or bank statements often have a validity window of a few months, so do not finish them a year early.
- Sending original documents by post instead of uploading scans, and then waiting weeks for them to come back.
How to hold it all together
- Keep one folder with the scans named consistently: surname_firstname_document_year.
- Keep a one-page table with each document's status, who is handling it, and the date you sent it.
- Ask each university one question when you apply: which documents must arrive as sealed originals and which are accepted as scans.
- Never send money for a document to a private account — payments go to the school, university or authority that issues the document.
Common questions
How long does notarisation and apostille take?
Usually two to four weeks from the moment your documents are complete and correctly spelled. It can be longer if a ministry, a translation office and the foreign ministry are all involved, or during graduation season.
Can I apply before I finish school?
Yes, many universities accept applicants in their final year. Ask for a provisional certificate or an expected-graduation letter and check what the specific university accepts, because rules differ.
How old can my documents be?
Certificates and transcripts do not expire, but medical forms and financial or police statements often have a validity of a few months. Check the current requirements of the university or scholarship you are applying to.
Do I have to send paper originals?
Most universities now accept scanned documents at the application stage and only ask for sealed originals after admission, if at all. Ask the admissions office before paying for courier delivery.
Research first, then verify at the source
VisChat is an independent information and data site. Compare programmes here, then use current university and government pages to confirm the details that apply to you.