International school admissions: documents parents are often asked for
Applying to an international school abroad is often one of the biggest tasks for families moving overseas. Places can be competitive, deadlines may be strict and schools may request documents before they confirm admission.
Requirements vary by country and school, but most admissions teams want to understand the child’s identity, age, academic level, health history and family situation.
Child’s passport and identity documents
Most schools will ask for proof of the child’s identity.
You may need:
- child’s passport
- birth certificate
- passport photo
- visa or residence documents, if already available
- previous school ID, if relevant
Make sure the child’s name is consistent across all documents. If there has been a name change, prepare evidence.
Parent or guardian documents
Schools may also ask for documents from parents or legal guardians.
Prepare:
- parent passports
- proof of address
- visa or residence documents
- employment letter, if linked to relocation
- emergency contact details
- custody documents, if relevant
- guardianship documents, if applicable
If only one parent is relocating with the child, the school may ask for extra confirmation of parental responsibility.
Birth certificate
A birth certificate is commonly requested because it confirms the child’s age and parent details.
It may be needed for:
- admission
- year group placement
- visa support
- local authority registration
- proof of parental relationship
If the birth certificate is not in English, or the school operates in another language, a certified translation may be needed.
Previous school reports
Academic records help the new school place the child in the right year group and understand their learning history.
Useful documents include:
- recent school reports
- teacher comments
- exam results
- attendance records
- transfer letter
- curriculum summary
- predicted grades, if applicable
Try to request these before leaving the UK, as it can be harder once the family has moved.
Transfer certificate or leaving letter
Some international schools ask for a transfer certificate or official leaving letter from the previous school.
This may confirm:
- child’s full name
- dates of attendance
- year group
- curriculum studied
- reason for leaving
- school contact details
Check whether the document needs to be signed, stamped, certified or legalised.
Vaccination and medical records
Schools often ask for health information before enrolment.
Prepare:
- vaccination records
- medical history summary
- allergy information
- prescription details
- doctor’s letter, if needed
- special medical instructions
- health insurance details
Some countries have specific vaccination requirements for school attendance, so check early.
Special educational needs documents
If your child has additional learning needs, prepare clear records before applying.
Useful documents include:
- EHCP documents, if applicable
- educational psychologist reports
- speech and language reports
- occupational therapy reports
- school support plans
- medical letters
- previous intervention records
Sharing accurate information early can help the school decide whether it can support your child properly.
Language and curriculum documents
International schools may ask about the child’s language level or previous curriculum.
Useful evidence includes:
- English language records
- foreign language certificates
- reading level information
- curriculum summary
- exam board details
- subject choices
- previous timetable
This is especially useful when moving between UK, IB, American or local education systems.
Proof of address and accommodation
Some schools require a local address before confirming admission.
You may need:
- tenancy agreement
- property purchase document
- utility bill
- hotel or temporary accommodation booking
- employer relocation letter
- local residence registration, if available
If you do not yet have a permanent address, ask the school what temporary evidence it will accept.
Do school documents need an apostille?
Some school-related documents may need an apostille before they are accepted abroad.
This may apply to:
- birth certificates
- transfer certificates
- school letters
- custody documents
- guardianship documents
- medical letters
- solicitor-certified copies
Not every school requires this, so check before ordering legalisation.
Do documents need translation?
If the school or local authority does not accept English documents, certified translation may be required.
Commonly translated documents include:
- birth certificates
- school reports
- transfer letters
- medical records
- vaccination records
- custody documents
- special educational needs reports
Always ask whether translations must be certified or completed by an approved translator.
Common mistakes parents make
Common problems include:
- applying too late
- missing previous school reports
- not requesting a transfer letter
- incomplete vaccination records
- no birth certificate copy
- unclear custody or guardianship documents
- forgetting special educational needs records
- not checking translation requirements
- leaving apostilles too late
A well-organised document folder can make admissions much smoother.
Final checklist for international school admissions
Before applying, prepare:
- child’s passport
- birth certificate
- parent passports
- visa or residence documents
- previous school reports
- transfer certificate or leaving letter
- vaccination records
- medical information
- special educational needs documents, if relevant
- proof of address
- custody or guardianship documents, if relevant
- apostilles, where required
- certified translations, where required
Final thoughts
International school admissions can move quickly, especially in popular expat destinations. Preparing documents early gives parents more options and helps schools assess applications without unnecessary delays.
Before submitting paperwork, check whether the school needs originals, certified copies, translations or apostilles.