📑 What This Guide Covers
Every credential evaluation agency — WES, ECE, IQAS, ICES, CES, ECFMG — issues a unique reference number when you apply. This number is the single most important piece of information on your transcript envelope. Without it, even perfectly sealed documents can sit at the agency's mail room for weeks before being matched to your file.
This guide explains what reference numbers are, why they're mandatory, where to find yours, and how to ensure your university dispatches with the correct labeling.
What Is a Reference Number?
A reference number is a unique alphanumeric code that identifies your application within the credential evaluation agency's system. Format varies by agency:
- WES Canada: 7-digit number followed by IMM (e.g., 1234567IMM)
- WES USA: 7-digit number followed by USA (e.g., 1234567USA)
- IQAS: 6-digit file number (e.g., 123456)
- ECE: Order number / file number assigned at application
- ICES: File reference number assigned by Vancouver office
- ECFMG (medical): USMLE/ECFMG ID number
The reference number is generated when you create an account on the agency's portal and pay your application fee. You'll receive it via email and see it on your dashboard.
Why Is the Reference Number Mandatory?
Credential evaluation agencies receive hundreds of envelopes daily. Each envelope must be matched to a specific application file. Here's how:
- Envelope arrives at the agency's mailroom (e.g., WES Toronto)
- Mailroom staff inspects the envelope's exterior for a reference number
- Reference number located: envelope is routed to the appropriate file in the system
- Reference number missing: envelope sits in an "unmatched" pile waiting to be reviewed by senior staff
Without the reference number, your documents may sit unprocessed for 2–6 weeks until staff manually open the envelope, look for identifying details inside, and try to match them to a file. This adds significant delay to your evaluation.
Where to Find Your Reference Number
WES (Canada or USA)
Log into wes.org → Your dashboard → "Reference Number" displayed at the top. Also sent to your email after payment.
IQAS (Alberta)
Log into your IQAS account → "File Number" displayed on your application page. Also in confirmation email.
ECE (USA)
Login to ece.org → Order number visible on your dashboard. Also in confirmation email.
ICES (BC)
BCIT.ca → ICES → Your application file shows the reference number after payment.
ECFMG (Medical)
USMLE/ECFMG number is your IFA/EPIC ID — provided when you register for ECFMG services.
How to Properly Label Your Envelope
For maximum reliability, the reference number should appear:
- On the OUTSIDE of the envelope — written in large letters in marker, on the front, near the address
- On the inside cover sheet — your university should include a cover letter referencing the number
- Optionally on each document — written or stickered onto each transcript and degree certificate
When you apply at your Indian university, explicitly request: "Please write the WES reference number 1234567IMM on the outside of the envelope and include a cover letter inside." Most universities will comply.
What If You Already Sent Without a Reference Number?
If you realize after dispatch that the reference number was missing:
- Don't panic — the documents will eventually be matched, just slower
- Email the agency immediately. For WES: documents@wes.org. Provide your reference number, courier tracking number, and date of arrival.
- Wait for matching — typically 5–10 additional business days
- Status update — your dashboard will show the documents linked once matched
For future applications: always confirm with your university (or service provider) that the reference number is on the envelope before dispatch.
How FACTS Handles Reference Numbers
- ✅ Reference number on every envelope — clearly labeled, never missed
- ✅ Cover letter inside referencing the number
- ✅ Tracked dispatch with delivery photos
- ✅ WES/ECE coordination if matching issues arise
- ✅ Status monitoring on your agency dashboard
- ✅ 99%+ first-time matching across 50,000+ applications