Practice Task 30 · Parts 1–4

From: Idris Callanan, Second-Year Student

To: Registrar's Office, Foxglove College

Subject: Transcript request submitted three weeks ago still not processed

Hello,

I submitted a request for an official transcript through the student portal on the 3rd, and the tracking page still shows it as "received" rather than "processed." I need the transcript for a scholarship application with a deadline of the 24th, which is now only nine days away. When I called the general inquiries line last week, I was told transcripts normally take five to seven business days, but it has now been fifteen business days since I submitted mine.

I also want to flag that my request included a note asking for the transcript to be sent directly to the scholarship foundation's mailing address rather than to me, since their rules require it to arrive directly from the institution. I am not sure whether that note was seen, since the portal does not show delivery method after submission.

Could you tell me what is causing the delay, and whether there is a way to expedite the request given the approaching deadline? I would also appreciate confirmation that the direct-mail instruction was recorded correctly.

Thank you,

Idris Callanan, Student ID 20847

— REPLY —

From: Registrar's Office

To: Idris Callanan

Subject: RE: Transcript request submitted three weeks ago still not processed

Dear Idris,

Thank you for flagging this, and I apologize for the delay. We experienced a backlog this month due to a system migration that affected transcript processing for roughly two weeks; requests submitted between the 1st and the 14th were most affected, which unfortunately includes yours. The backlog has now cleared, and we are processing requests in the order received.

Your file does show the direct-mail instruction to the scholarship foundation, so that part of your request was recorded correctly and does not need to be resubmitted.

Given your deadline, I have flagged your request for expedited processing, which normally applies only to cases with a documented deadline within ten business days. Your transcript will be mailed by courier no later than the 20th, which should arrive well before the 24th. You will receive a tracking number by email once it ships.

If the courier is delayed for any reason and you are within three business days of your deadline with no tracking number, please contact this office directly rather than the general inquiries line, since we can escalate faster from here.

Regards,

Registrar's Office, Foxglove College