Sample letter format to the Principal to provide the marksheet to the Guardian


Are you looking for advice on how to write an application to the school or college principal to authorize your Guardian to collect a marksheet on your behalf? This article provides a formal request letter format that will help your Guardian to collect the marksheet of an exam from the school or college. Some useful tips are also provided.

There are students who do not necessarily pursue their schooling/college studies in their own city or town and may stay with a relative or even with a family that is well-acquainted with their parents. In such a case, the relative/an adult in the family may have been given the Guardianship of the student and is authorized to perform the necessary roles required for academics, such as attending a PTA meeting, giving permission to attend a school excursion, etc. One such role may also require the Guardian to collect the marksheet of the student in case the student is not able to visit the school or college in person. As we all well know, the mark sheet is no ordinary document. It provides the scores of your exam and is essential to get admission, whether it is to the next, higher class in the same educational institution or to another institution. In fact, when switching schools, the new school may require you to submit marksheets for the previous three years, and not just the last one.

So let's say your Guardian is the one who is going to go to the school or college office to pick up your marksheet. How do you write a formal application for this purpose?



Sample format of an authorization letter to collect a marksheet

For quick reference, here's a sample format of an authorization letter to collect the marksheet-

To:
The Principal
[School name]
[School address]

Subject: Request to permit my Guardian to collect my marksheet on my behalf.

Sir/Madam,

I, _________ [name of the student] authorize my Guardian [name] who is the bearer of this letter to collect my original __________ [mention the Class here, such as Class 8] marksheet on my behalf. My ID card has been given to my Guardian for collection of the marksheet, and I request you to do the needful.

My Name:
Address:
Class: ______ Division: ________ Roll Number: _________
Month/Year of Exam: ______________


[Signature of Guardian]
[Name of Guardian]

Thanking you,
Yours Truly,

[Signature of the student]
[Name of the student]

When the Guardian is collecting the college mark sheet

You can use the same sample format in the case of collecting a marksheet from the college office. In that case, you can write it as-

To:
The Principal
[College name]
[College address]

Subject: Request to permit my Guardian to collect my marksheet on my behalf.

Sir/Madam,

I, _________ [name of the student] authorize my Guardian [name] who is the bearer of this letter to collect my original mark sheet of the __________ [here, you can put S.Y.J.C. or F.Y.B.A. or whichever is applicable] exam on my behalf. My ID card has been given to my Guardian for collection of the marksheet, and I request you to do the needful.

My Name:
Address:
Class (Year): ______ Roll Number: _________
Month and Year of Exam: ______________


[Signature of Guardian]
[Name of Guardian]

Thanking you,
Yours Truly,

[Signature of the student]
[Name of the student]

A useful advisory Do not be rude and abrupt. There are students who write "I want" or "Give my marksheet to my Guardian". Keep in mind that you cannot demand something. You must be polite and request it.



Concluding tips

Which ID to give the Guardian?: A marksheet will not be handed over with just the authorization letter. It is a must for the Guardian to produce an ID of the student. Find out beforehand what type of ID card is acceptable for the Guardian to show while collecting the mark sheet. In the case of a college, for example, they may accept the Library Card as an ID proof of the student. Also, note that the Guardian may likely be required to give the Hall Ticket, and in the letter, you may be required to mention the Hall Ticket number after the roll number.

Letter length and signatures: You must avoid a rambling letter. Keep it brief, and come straight to the point at the beginning itself. Ensure that the letter has the signatures of both, the Guardian and you.

If you require any more assistance in wording the text of the letter, you are welcome to seek it through a comment below.


Article by Vandana
Vandana is based in India with over 15 years experience as a freelance writer. Writing, no doubt, is her primary passion! Having learned the art of blogging from ISC, Vandana is enjoying the thrills of blogging, taking pleasure in sharing information & getting good pageviews at her various blogs.

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