Checked 12 October 2026. The document list follows APS India's June 2026 leaflet for Bachelor / Master graduates. The cover letter itself is a ProSyllabus template, not an APS form: APS publishes no cover-letter format.
Searching for an APS India cover letter format mostly turns up scanned PDFs of someone else's letter. The first thing to know is that APS India does not ask for one: neither the June 2026 leaflet nor the checklist page lists a cover letter. So why write one? Because a one-page list of everything in the envelope is the cheapest way to catch the missing semester marksheet or unsigned form that would otherwise stop your file. This guide gives a free sample built on the official checklist and explains each line.
Is a cover letter required by APS India?
No. The leaflet for students with a Bachelor's or Master's degree lists thirteen items, starting with the printed and signed application form and ending with the signed Student Authorisation Letter. A cover letter is not among them, and APS publishes no format for one. Anything you read describing an "official APS cover letter format" is someone's own template, including this one.
Where other pages get this wrong
There is no official APS cover letter format.
Commonly published instead: Some pages present a particular layout as the "official" or "mandatory" APS cover letter.
APS India's June 2026 leaflet and checklist list the documents to send and do not mention a cover letter. A cover letter is optional; its value is as your own checklist.
What the leaflet does require is completeness. It says only complete applications will be processed and that incomplete or incorrect information invalidates the application. The dMAT page adds that, apart from a required dMAT certificate, additional or updated academic documents cannot be submitted later for the same procedure. A cover letter written as a numbered enclosure list is a practical way to make sure the first packet is complete.
A free sample
Sample cover letter (ProSyllabus template)
[Address] · [Mobile] · [Registered email]
[Date]
To
Academic Evaluation Centre India
Gate No. 3, DLTA Complex, R.K. Khanna Stadium
1 Africa Avenue, 110029 New Delhi
Subject: APS application — [full name], registration number [number]
Dear APS India team,
please find enclosed my documents for the individual APS procedure (Bachelor / Master degree):
1. Printed and signed application form with passport-size photo (taken on [exact date]; not older than 6 months)
2. Copy of the APS fee receipt (paid [date], [CCAvenue / bank transfer, reference])
3. Copy of Aadhaar card
4. Copy of passport, first and last page
5. Copies of Class X marksheet and certificate
6. Copies of Class XII marksheet and certificate
7. Copy of Class XII admit card [if available]
8. Copies of [n] semester marksheets, semesters 1 to [n]
9. Copy of the degree / provisional certificate dated [date]
10. Copy of master's degree and transcripts [if applicable]
11. Copy of dMAT certificate issued by g.a.s.t. [if the dMAT applies to you]
12. Copy of language certificate ([test, level])
13. Copy of the signed Student Authorisation Letter
14. [List every further record that applies, one per line: polytechnic or vocational marksheets and final diploma; exchange-semester proof of duration, host university, recognition and conversion table, course content and marksheets, or an explanation of non-transfer of credits; notarised English translations]
All documents except the application form are copies.
[Signature] [Name]
ProSyllabus template, not an APS form. Check the address on aps-india.de on the day you send.
What each line is for
| Line | Why | Source |
|---|---|---|
| Subject with registration number | Use the identifier shown on your APS registration form so the packet is easy to match (our advice) | Our advice |
| 1. Signed form, photo date | The form must be personally signed; the photo must be under 6 months old | June 2026 leaflet |
| 2. Fee receipt with date and method | The receipt is a required item; a bank transfer is matched by hand, so the reference helps | Leaflet; APS News |
| 3–4. Aadhaar, passport | Aadhaar must have a linked mobile number; passport first and last page | Leaflet |
| 5–7. School records | Class X and XII marksheets and certificates, plus the XII admit card if you have it | Leaflet |
| 8. Semester marksheets, numbered | All semesters are required; writing "1 to 8" makes a gap obvious | Leaflet; our advice |
| 9. Degree or provisional certificate | A provisional certificate from the college is accepted if the degree is not yet issued, if not older than 1 year | Leaflet |
| 10–11. Master's documents, dMAT certificate | Official items 10 and 11, each only if it applies to you | Leaflet; dMAT page |
| 12–13. Language certificate, Authorisation Letter | Both are on the checklist; the Authorisation Letter must be signed | Leaflet |
| 14. Further records | Polytechnic records, the exchange-semester set and translations, each listed separately | Leaflet |
Five situations that need an extra line
The basic list covers most applicants. These situations each need one more line, so that the person opening your packet understands it without writing to you. The lines are ours; the rules behind them are APS India's.
| Situation | Line to add (ours) | Rule behind it |
|---|---|---|
| Your degree is not yet issued | "Provisional certificate issued by [college] on [date]; the degree has not yet been issued." | A college provisional certificate is accepted if not older than 1 year (June 2026 leaflet) |
| The dMAT applies but the certificate is not out yet | "My dMAT certificate will follow as soon as g.a.s.t. issues it." | For summer 2027 or later only the dMAT certificate may follow; APS cannot issue the APS certificate until it is submitted and checked, and no other academic documents may be added later (dMAT page, 13 July 2026) |
| You took an exchange semester abroad | "Enclosed: exchange-semester records — duration, host university, recognition by [Indian university], conversion table and course content [or an explanation of non-transfer of credits]." | The leaflet lists these records, depending on whether the credits appear on your marksheets |
| You studied at a polytechnic first | "Enclosed: polytechnic marksheets and final diploma from [institute]." | Polytechnic and vocational records are required with the application (leaflet) |
| Your name is spelt differently on two documents | "My name appears as [A] on [document] and [B] on [document]; both refer to me." | Our advice; APS may still ask for clarification |
Cover letter, application form, Authorisation Letter: not the same thing
Three papers in the envelope are easy to confuse, and two of them are required. The application form is generated by your online registration; you print it, sign it personally and fix a recent photo. The Student Authorisation Letter is a separate APS form, downloaded from the checklist page, which you sign and send as a copy. The cover letter is neither: it is your own optional page, and nothing in it replaces the two APS forms. If you are short of time, the two signed APS forms matter; the cover letter only helps you check that nothing is missing.
Mistakes the list catches
Found while packing, not after APS writes to you
- A missing semester: the numbered list "1 to 8" shows the gap before the envelope is sealed.
- An unsigned form or Authorisation Letter: both must be signed, and both are easy to print and forget.
- An old photo: the leaflet asks for one not older than six months.
- A regional-language document without a notarised English translation: the FAQ requires one when a document is issued only in a regional language.
- An original instead of a copy: the leaflet says not to send any original documents.
- A provisional certificate older than a year: the leaflet accepts one only up to one year old.
If you have a name spelt differently across documents — a common issue with initials and surnames — explain it in one sentence on the cover letter rather than waiting for a query. This is our advice, not an APS rule, but a short explanation costs nothing and can save a round of correspondence.
Your cover letter, by document group
Tick a required line only when the document is physically in the pile beside you; tick a conditional line once you have either enclosed it or marked it not applicable.
0 of 17 done
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Printing and packing
APS asks for legible A4-sized colour photocopies, with both sides copied where a document has content on the back (FAQ). Put the cover letter on top, the signed application form next, then the copies in the order of your list. Scan the full packet before sealing it, so you have a record of what you prepared, and keep the courier tracking number: APS India cannot provide courier delivery updates.
Do it in one evening
The kit's cover letter is laid out to fill by hand, with four more templates: a contact-form message for a specific problem, a reply when APS asks for more documents, and emails to your university and your college.
The free APS planner counts back from your university deadline to a target courier date. The APS Certificate Kit is seven printable pages built on the June 2026 leaflet: the checklist by degree, the dMAT rule, a deadline plan worked for three cases, five templates and a tracker. Page 1 is free to read.
Frequently asked questions
Is a cover letter mandatory for APS India?
No. APS India's June 2026 leaflet and checklist do not list a cover letter. It is optional, but a numbered enclosure list helps you send a complete file.
What should an APS cover letter contain?
Your name and registration number in the subject, a numbered list of every enclosed document matching the official checklist, a note that everything except the application form is a copy, and your contact details.
Is there an official APS cover letter format?
No. APS India publishes no cover-letter format; any template, including ours, is unofficial.
Should the cover letter be signed?
APS does not prescribe it. Signing it is our advice, since it accompanies the signed application form.
Can I use the cover letter to explain a name mismatch?
Yes. A one-line explanation of differing spellings on your documents is our advice; APS may still ask for clarification during verification.
Should the cover letter be in German?
APS does not prescribe a language. English is fine: the leaflet and checklist are in English, and so are most Indian academic documents.
Do I mention the dMAT in the cover letter if it does not apply to me?
There is no need. List what you enclose; if the dMAT applies and the certificate will follow, say so in one line.
Sources
- official — APS India — Information Leaflet, Individual Procedure: Students with Bachelor / Master Degree, "Valid as of June 2026" (PDF)
- official — APS India — Checklists (documents for APS procedures)
- official — APS India — Frequently Asked Questions
- official — APS India — Digital Master Test (dMAT) for selected Master's applicants in India (last updated 13 July 2026)
- official — APS India — News and Updates
official = a document published by the conducting body. reported = a news or coaching site we could not check against an original. Where sources disagree this page says so rather than picking one.
