It is the last week of May. A parent has a new job in another city, the new school wants the TC by Monday, and the office has six other requests on the desk. Someone pulls the admission register, someone else checks the fee ledger, and the principal is waiting to sign.
A transfer certificate looks like a single page, but it often becomes a student's proof of date of birth, class history and conduct for years. A small error, such as a wrong date of birth or a missing register number, can cause trouble at the next admission or a board registration.
Below, we explain the steps a school office can follow to issue a TC, the fields most formats include, the rules to keep in mind, and the mistakes worth avoiding.
What is a transfer certificate?
A transfer certificate (TC) is an official document a school issues when a student leaves. It confirms that the student studied at the school and records details such as the admission number, date of birth, last class attended, result, conduct and date of leaving.
Some states and schools call it a school leaving certificate (LC) and record a few extra entries from the general register, such as place of birth and the previous school attended. The purpose is the same. If your school uses that term, see our school leaving certificate format.
When does a school issue a TC?
The common situations are:
- The family is moving to another city or state.
- The student is changing schools in the same area.
- The student has completed the final class offered by the school.
- The student is moving to a different board, such as from a state board to CBSE.
Each case uses the same basic process. What changes is the result entry and, sometimes, whether the receiving school or board needs the TC countersigned.
Rules to keep in mind before you issue a TC
The RTE Act expects a prompt TC
For elementary education, Section 5 of the Right of Children to Free and Compulsory Education Act, 2009 says the head teacher of the previous school should issue the transfer certificate immediately when a child seeks admission elsewhere. It also says that a delay in producing the TC should not be a reason to delay or deny admission at the new school, and that a head teacher who delays issuing it can face disciplinary action. The Delhi High Court has quoted and applied this provision.
In practice, set a target turnaround, such as two or three working days, and make sure the office can meet it.
Unpaid fees and the TC
Many schools check the fee ledger before issuing a TC. Be careful about how you handle dues. In 2024, the Madras High Court said a TC is not a tool for collecting fee arrears and that schools should not add remarks about unpaid fees to the certificate, according to this summary of the judgment.
Keep fee recovery as a separate matter, and check the rules that apply in your state before withholding a certificate or writing anything about fees on it.
Board rules for format and countersignature
Boards and states may prescribe a TC format. For example, CBSE asks its schools to use the format in its examination bye-laws. CBSE has also told schools not to send TCs issued by other CBSE schools to the board for countersignature, while a TC from a school under another board may need countersigning by that board's authority. Its circular on admission to Class IX or XI on change of school covers related admission rules.
Always use the format and circulars that currently apply to your board and state.
What fields should a transfer certificate include?
Formats vary, but most TCs include these details. Copy each one from the admission or general register, not from memory or the parent's application.
| Field | What to check |
|---|---|
| TC number and date of issue | Use a serial number from your TC register. |
| School name, address and affiliation details | Match the details on your board records. |
| Admission number or general register number | Matches the register entry. |
| Student's name | Spelled as in the register and official ID. |
| Parents' or guardian's names | Spelled as in the register. |
| Date of birth, in figures and words | Writing it in words reduces the risk of tampering. |
| Nationality, and category where required | Only if your format asks for it. |
| Date of admission and class at admission | From the admission register. |
| Last class studied | With the academic year. |
| Result of the last examination | Passed, failed, or "Examination not yet held". |
| Whether qualified for promotion | And to which class. |
| Subjects studied | Useful for senior classes and board changes. |
| Attendance | Working days and days present, if your format asks for it. |
| Conduct | Use neutral, factual wording. |
| Date of leaving and reason for leaving | For example, "Parent's request" or "Completed the course". |
| Student IDs | Such as PEN or APAAR ID, if your board or state format includes them. |
| Signatures and seal | Prepared by, checked by, and the principal's signature with the school seal. |
If your school issues TCs in Hindi, our TC format in Hindi shows each field with the Hindi wording.
Step-by-step: how to issue a transfer certificate
1. Receive a written request
Ask the parent or guardian for a written application that includes the student's name, class, admission number, reason for leaving and the date the certificate is needed. Note the date you received it so you can track turnaround time.
2. Collect clearances
Check the library, laboratory, sports and transport records for items the student needs to return. Many schools use a short no dues certificate for this step. Follow the fee rules described above when there are pending dues.
3. Pull the register entry
Open the admission or general register and the student's file. Note every detail the TC needs, including the date of birth, admission date and class history.
4. Confirm the result and promotion status
For a student leaving after the annual exam, record the result. For a student leaving mid-session, write that the examination has not yet been held, or follow your board's wording.
5. Prepare the TC
Fill in the format using the register entries, assign the next serial number from the TC register, and mark the certificate as the original.
6. Check, sign and seal
Have a second person compare the draft with the register, field by field, especially the name and date of birth. Then send it for the principal's signature and the school seal.
7. Issue it and update your records
Give the TC to the parent and record the TC number, date of issue and the person who collected it. Mark the student as left in the register and your student records, so they are not counted in attendance, fees or reports.
How to issue a duplicate transfer certificate
When a parent loses the original TC, schools usually:
- Ask for a written request, and sometimes an affidavit or a copy of a police complaint, depending on your state's rules.
- Prepare the duplicate from the same register entry as the original.
- Mark it clearly as "Duplicate" and include the original TC number and date.
- Record the duplicate in the TC register with the reason it was issued.
A duplicate should never show different details from the original unless a correction has been approved and recorded.
Common mistakes when preparing TCs
Copying details from the application form. Parents may write a nickname or a different date format. Always use the register entry.
Date of birth only in figures. "05/06/2014" can be read two ways. Write the date in words too.
Personal opinions in the conduct field. The TC is an official record. Keep conduct entries factual and consistent with the student's file.
Skipping the TC register. Without a serial number and register entry, it is hard to verify a certificate later or issue a duplicate.
Forgetting to mark the student as left. If the student stays active in the system, fee demands, attendance reports and enrolment counts will be wrong.
Unclear result entries mid-session. A blank result field leaves the next school guessing. Write the actual status.
Issuing transfer certificates with InstiKit
If you need a TC today, try our free transfer certificate generator. You can fill in one student's details, or upload a class list from Excel to print TCs for a whole batch.
Schools using InstiKit can work from the student records they already maintain, which reduces retyping and the chance of mismatched names or dates. The same records help with related work, such as keeping PEN and APAAR details organised, as explained in our APAAR ID guide for schools.
Explore InstiKit's school management software, or request a demo and bring your current TC format so we can walk through it.
Questions parents and schools often ask
How long does a school take to issue a TC?
Under the RTE Act, schools are expected to issue a TC immediately when a child up to the elementary level seeks admission elsewhere. Many schools aim for a few working days, depending on clearances and the principal's availability.
Can a school refuse to issue a TC?
For elementary classes, the RTE Act expects the TC to be issued immediately, and courts have said schools cannot deny it to a child seeking admission elsewhere. For other classes, check your state and board rules.
Is a TC required for admission to a new school?
For elementary classes, the RTE Act says a delay in producing the TC should not delay or deny admission. For senior classes and board changes, the new school or board may require the TC, and sometimes a countersignature, before confirming admission.
Is a transfer certificate the same as a school leaving certificate?
They serve the same purpose. Some states and schools use "leaving certificate" and include a few additional entries from the general register.
How should a parent write an application for a TC?
Address it to the principal, use the subject "Request for Transfer Certificate", and include the student's name, class, admission number, reason for leaving and the date the certificate is needed. Mention any items or dues that have already been cleared.