Quick answer: a transfer certificate (TC) is issued by a school when a student leaves, so the next school can admit them. It records the student's identity, admission and leaving dates, the class last studied, whether they are eligible for promotion, attendance, conduct and the reason for leaving. It should carry a unique number and the principal's signature and school seal.
For parents, the TC is the document that holds up the new admission. For the office, it is the document that must match every other record: admission register, date of birth proof and fee ledger. If one field disagrees, the parent comes back.
Fields a transfer certificate should have
Student details
| Field | Notes |
|---|---|
| TC number and admission number | Unique, never reused |
| Student's name | Exactly as in the admission register |
| Mother's and father's or guardian's name | |
| Date of birth, in figures and words | As per the birth certificate on record |
| Nationality and category | Where your board or state asks for it |
| Student ID numbers | PEN or APAAR ID, where required by your board or state |
Academic record
| Field | Notes |
|---|---|
| Date of first admission and class | |
| Class in which the student last studied | In figures and words |
| Last examination taken and result | Passed, failed or compartment |
| Whether qualified for promotion to a higher class | Yes, No or Not applicable |
| Subjects studied | Useful for boards with subject choices |
| Total working days and days present | For the current session |
Leaving details
| Field | Notes |
|---|---|
| Whether dues are paid, up to which month | Record, even if the TC is issued |
| Any fee concession | |
| Games, NCC, scouts or other activities | Optional |
| General conduct | Keep it factual: Good, Very good |
| Date of application and date of issue | |
| Reason for leaving | Change of residence, parent's request, completed course |
| Remarks | |
| Signatures | Class teacher, checked by, principal with seal |
Admissions, students, attendance, fees with UPI links and receipts, tests and report cards, certificates, ID cards, a parent portal and a full LMS — configured for how your institute runs.
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Transfer Certificate No. TC/2026/0187 · Admission No. 4521
Name: Aarav Mehta · Mother: Kavita Mehta · Father: Rohit Mehta
Date of birth: 12/03/2014 (Twelfth March Two Thousand Fourteen)
Date of first admission: 04/04/2019, Class I
Class last studied: VII (Seven) · Result: Passed and promoted to Class VIII
Working days: 212 · Days present: 201
Dues paid up to: September 2026 · Conduct: Very good
Reason for leaving: Change of residence · Date of issue: 15/09/2026
How to issue a TC without errors
- Take a written application from the parent with the reason and expected date.
- Clear the checklist: fees, library books, lab equipment, ID card return.
- Pull every field from the student record, not from memory or the parent's form.
- Print the date of birth in words and cross-check with the certificate on file.
- Issue from a numbered series and record the TC number in the admission register.
- Add a QR code or verification link, so the receiving school can confirm it.
- Mark the student as left so they drop off attendance and fee reminders.
Mistakes that send parents back
- Spelling of the name differs from the Aadhaar or birth certificate
- Date of birth in words does not match the figures
- "Qualified for promotion" left blank after a passed exam
- Duplicate TC issued with the same number and no "Duplicate" marking
- Attendance figures copied from last year
Duplicate TCs
If a TC is lost, ask for an application and, if your policy requires it, an affidavit or police report. Issue a copy clearly marked DUPLICATE, with the original TC number and a new issue date. Never issue a fresh number for the same leaving.
Generating TCs from your student records
When admissions, attendance and fees are kept in one system, a TC is a form you print, not a document you type. In MizUp EOS, certificates such as TCs, bonafide and character certificates are filled from the student's record, numbered automatically and carry a QR code that links to a verification page.
Frequently asked questions
Is a transfer certificate the same as a school leaving certificate?
In most states the terms are used for the same document. Some boards and states use a specific prescribed format, so follow your board's format where one exists.
Can a school refuse a TC because fees are pending?
Schools usually record dues on the certificate, but rules on withholding a TC differ by state and board, and several states do not allow a TC to be withheld for fees. Check your state's rules before refusing.
How long does it take to issue a TC?
Many schools issue it within a few working days of the application once dues and library returns are cleared. Keeping student records digital lets you print it the same day.
How can the new school verify a TC?
Print a unique TC number and a QR code or verification link on the certificate. The receiving school scans it and sees the same details from your records.
