School Transfer Certificate (TC): Format, Rules and Common Disputes
A transfer certificate (TC), also called a school leaving certificate, records a student's identity, class, dates of admission and leaving, and conduct, and lets the next school admit them. Under Section 5 of the RTE Act, the head of a school must issue a TC immediately when a child in classes 1 to 8 moves, and a delayed TC cannot be used to deny admission. High Courts, including Madras (2024) and Kerala (2023), have held that a TC cannot be withheld, or marked, for unpaid fees. Schools should issue TCs from their records, quickly, with a way for the receiving school to verify them.
This is a general guide, not legal advice. TC formats and procedures are set by your board and your state's education rules, and court rulings apply most directly in their own states.
What a transfer certificate is for
When a student leaves, the TC tells the next school who the child is, which class they were in, whether they were promoted, and that they have left. In India it is usually called a transfer certificate, school leaving certificate or TC, and boards and states each have their own format.
What a TC usually contains
| Field | Notes |
|---|---|
| Student's full name, parents' names | Exactly as in the admission register |
| Date of birth (in figures and words) | The most disputed field; copy from the register, never from memory |
| Admission number and date of admission | From the admission register |
| Class at admission and class last studied | With section and academic year |
| Whether promoted to the next class | Or "appeared", "result awaited" |
| Date of leaving and reason | For example "parent's transfer" |
| Subjects studied, medium of instruction | Important for board classes |
| Conduct | Keep it factual and neutral |
| PEN and APAAR ID | The UDISE+ student number and APAAR ID, so records follow the child |
| TC number, date of issue, signatures | Principal's signature and school seal |
Most boards publish a format, and some states prescribe one for state-board schools. Use the one that applies to you.
How quickly must a TC be issued?
For children in elementary education (classes 1 to 8), Section 5 of the Right of Children to Free and Compulsory Education Act, 2009 says that when a child moves school, the head teacher must issue the TC immediately, and that a delay in producing a TC is not a ground for delaying or denying admission in the new school. Delays can attract disciplinary action against the head teacher under the state's service rules.
For older classes, follow your board and state rules, but the practical standard is the same: issue the TC within a few working days of the request.
Can a school withhold a TC for unpaid fees?
Increasingly, courts have said no:
- In 2024, the Madras High Court held that withholding a TC until fee arrears are cleared, or writing fee non-payment on the TC, violates the RTE Act, and directed the state to stop schools from making such entries. It also noted that a TC is not a mandatory document for admission under the RTE Act.
- In 2023, the Kerala High Court ordered a CBSE school to release the TC of a Class 8 student, holding that a TC cannot be denied because of fee arrears.
The usual reasoning is that the TC is the child's record, not a bargaining tool, and the school's remedy for unpaid fees is a civil claim against the parent. High Court rulings are binding in their own states and persuasive elsewhere, so check the position in yours. In practice, schools that hold back TCs end up in front of the education department or a court, and rarely recover the fees that way.
The better approach is to keep fee collection on its own track: clear reminders, instalment plans and a documented outstanding balance. See how to reduce school fee defaulters.
Duplicate TCs and corrections
- Lost TC: issue a duplicate marked "Duplicate", usually against a written request and, in some states, an affidavit or police report.
- Errors: correct the school register first, with documentary proof such as a birth certificate, then reissue. Date-of-birth changes are the most scrutinised; follow your board's procedure exactly.
- Record every issue: TC number, date, and who issued it, in a register or system that cannot be edited without a trace.
Stopping forged TCs
Forged and altered TCs are a real problem for admissions, especially for date of birth and class passed. Schools receiving a TC can:
- Call or email the issuing school, using contact details from its official website, not from the certificate.
- Check the PEN or APAAR ID against UDISE+.
- Prefer TCs that carry a verification code or QR code the receiving school can check online.
Issuing TCs from the school's records
A TC typed by hand from a register invites mistakes and makes forgery easier. When the TC is generated from the student record, the name, date of birth, admission number and class are always the ones the school holds, and every issued certificate is logged. In EduVizio, families can request certificates and follow them in the parent app, and certificates carry a code that anyone can verify online, so a receiving school can confirm a TC is genuine in seconds. Issuing a TC also relieves the student, so the record that they have left is made in the same step. See features.
Frequently asked questions
Can a school refuse to give a TC if fees are pending?
Several High Courts, including Madras in 2024 and Kerala in 2023, have held that a TC cannot be withheld for fee arrears, and the RTE Act requires immediate issue for classes 1 to 8. The school can pursue unpaid fees separately. Check the rulings that apply in your state.
Is a TC compulsory for admission to a new school?
For classes 1 to 8, the RTE Act says a delay in producing a TC cannot be used to delay or deny admission. For board classes, schools and boards usually require it, so families should request it as early as possible.
How long does a school take to issue a TC?
Under the RTE Act, immediately for elementary classes. In practice, a school with its records in order can issue a TC the same day or within a few working days.
What is the difference between a TC and a school leaving certificate?
In most of India they are the same document under different names. Some states use "leaving certificate" for the certificate issued at the end of schooling and "transfer certificate" when a student moves mid-way.