Losing a school report card can become urgent when it is needed for enrollment, transfer, scholarship applications, employment, immigration, or another official transaction. In the Philippines, the usual solution is to request a replacement or certified copy from the school and, when required by the school, submit a notarized Affidavit of Loss explaining who lost the document, what document was lost, and how the loss happened.

An affidavit of loss does not recreate the learner’s grades and does not automatically force the school to issue a new original. It serves as a sworn explanation that supports the school’s verification and replacement process. This guide explains the requirements, notarization rules, practical steps, common problems, and a sample affidavit that can be adapted for a student or parent.

What Is an Affidavit of Loss for a Report Card?

An affidavit of loss is a written statement made under oath by a person who has personal knowledge of the loss. The person making and signing the affidavit is called the affiant.

For a lost school report card, the affiant is usually:

The student, if the student is at least 18 years old;
The student’s parent, if the student is a minor;
A legal guardian or authorized custodian; or
Another person who actually received, kept, and lost the report card, provided the school accepts that person’s explanation.

The affidavit normally identifies:

The student;
The school;
The grade level, section, and school year;
The document that was lost;
The approximate date, place, and circumstances of the loss;
The efforts made to locate it; and
The reason a replacement or certified copy is needed.

The document is then signed before a Philippine notary public or, when executed abroad, before an authorized consular officer or foreign notary following the applicable authentication rules.

Is a Report Card the Same as Form 138 or School Form 9?

In everyday use, Filipinos still call a report card Form 138. Under the Department of Education’s standardized school forms, it is now generally referred to as School Form 9 or SF9, Learner’s Progress Report Card.

Do not confuse it with the learner’s permanent academic record:

Document	Current or common name	Main purpose
Report card	School Form 9, SF9, or Form 138	Shows the learner’s grades and progress for a particular school year
Permanent record	School Form 10, SF10, or Form 137	Contains the learner’s continuing academic record and is commonly transmitted between schools
Transcript of records	Usually used by colleges and universities	Official record of subjects, grades, credits, and academic status
Certification of grades	School-issued certification	Confirms specific grades when a report card or transcript is unavailable or unnecessary

DepEd Order No. 58, series of 2017 standardized several school forms and permanent academic records. DepEd also warns that official school forms are controlled records and should come from the school or authorized DepEd systems, not from commercial templates or unofficial online generators. See the DepEd Learner Information System school forms guidance. (DepEd)

When requesting a replacement, use both the current and familiar names to avoid confusion:

“Certified true copy or replacement of School Form 9, also known as Form 138 or the learner’s report card.”

Legal Basis for Requesting a Replacement School Record

Students have a right to access their school records

Section 9 of the Education Act of 1982, Batas Pambansa Blg. 232, recognizes a student’s right to access his or her own school records. It also recognizes the right to receive official certificates, grades, transfer credentials, and similar documents within 30 days from request. At the same time, the school must preserve the confidentiality of those records. (Lawphil)

This means a school should provide a reasonable process for obtaining a replacement or certified copy. However, it may require identification, proof of relationship, an authorization letter, an affidavit of loss, or other safeguards before releasing confidential academic information.

School records are protected personal information

Grades, learner details, and academic records contain personal information. Under the Data Privacy Act of 2012, Republic Act No. 10173, a person has rights concerning personal data relating to him or her, including access subject to lawful procedures. Schools must also prevent unauthorized disclosure. (Lawphil)

This is why a school may refuse to release a report card to an unrelated person who merely knows the student’s name. A representative may need a signed authorization, copies of identification, and proof of identity.

Parents may act for minor children

Parents exercise parental authority and responsibility over their unemancipated children under Articles 209 and 211 of the Family Code of the Philippines. Philippine law generally considers a person to have reached the age of majority at 18. (Lawphil)

For this reason, schools commonly require the parent or legal guardian to request and execute documents for a learner below 18. The school may ask for a PSA birth certificate, school enrollment record, guardianship document, or another record showing the relationship.

Notarization requires personal appearance and identification

Under the 2004 Rules on Notarial Practice, a notary must generally require the signatory to appear personally and establish identity through competent evidence, such as a current official identification document bearing a photograph and signature. (Lawphil)

The Supreme Court has repeatedly emphasized that a notary should not notarize a document when the signatory is absent or has not been properly identified. Notarization converts a private document into a public document entitled to greater evidentiary weight, so the process is not supposed to be treated as a simple signature-stamping service. (Lawphil)

False statements may constitute perjury

An affidavit must be truthful. Article 183 of the Revised Penal Code, as amended by Republic Act No. 11594 of 2021, penalizes knowingly making a material false statement under oath before a person authorized to administer an oath. (Lawphil)

Do not claim that a report card was lost if it was actually surrendered to another school, withheld because of a dispute, altered, or intentionally destroyed. Describe only facts that the affiant personally knows.

Is an Affidavit of Loss Always Required?

There is no single national rule stating that every lost report card must be replaced only after an affidavit of loss. The requirement often comes from the school’s records policy, student handbook, registrar’s procedure, or local DepEd practice.

Some DepEd school policies expressly provide that a second issuance of an SF9 or report card may be made after presentation of an affidavit of loss. Other schools may accept a signed request letter, particularly when the report card was recently issued and the school can easily verify the records. (DepED Caraga)

Before paying for notarization, contact the school and ask:

Whether it requires an affidavit of loss;
Whether the school has its own affidavit template;
Whether the student or the parent must sign;
Whether it will issue a duplicate, certified true copy, or certification of grades;
What identification and supporting documents are required; and
Whether there is a school processing or certification fee.

A school-specific form should normally be followed because it may contain details required by the registrar.

Requirements for an Affidavit of Loss and Replacement Report Card

Requirements differ among public schools, private schools, colleges, and universities. The following are commonly requested:

Requirement	Practical notes
Notarized affidavit of loss	Usually one original; prepare an extra notarized copy for your records
Valid government-issued ID of the affiant	Bring the original and at least one photocopy
Student ID or learner identification	A previous school ID, enrollment form, or copy of another school record may help
Student’s complete name	Use the spelling appearing in the school’s records
Learner Reference Number	Include the LRN when known
Grade level, section, and school year	Identify the exact report card being requested
Proof of relationship	A PSA birth certificate or guardianship document may be required when a parent or guardian applies
Written request or registrar’s form	Obtain this from the school
Authorization letter	Needed when another person will submit or collect the document
IDs of the owner and representative	Schools commonly ask for signed photocopies
Police report or barangay certification	Usually unnecessary unless the school specifically requires it or the loss involved theft, fire, flooding, or another documented incident
Processing fee	Public schools often charge no fee for ordinary requests, but certification, reproduction, mailing, or private-school charges may apply

A community tax certificate or cedula alone may not satisfy a careful notary because the current notarial rules focus on official identification bearing a photograph and signature. Bring a passport, driver’s license, Philippine Identification card, PRC ID, or another current government-issued photo ID whenever possible.

How to Get a Replacement Report Card

1. Contact the school that issued the report card

Start with the school registrar, records office, class adviser, school head, or principal’s office.

Provide enough information for the school to locate the record:

Student’s full name used during enrollment;
Date of birth;
Learner Reference Number;
Grade level and section;
School year;
Name of class adviser, if remembered; and
Date the report card was originally issued.

Ask what type of replacement the school can provide. Schools do not always issue another document marked “original.” They may instead issue:

A reprinted SF9;
A duplicate copy;
A certified true copy;
A certification of grades; or
An authenticated copy of the relevant school record.

2. Confirm who should execute the affidavit

Use the following practical guide:

Situation	Usual affiant
Student is 18 or older and personally lost the card	Student
Student is a minor and the parent kept or lost the card	Parent
Student is under a legal guardian	Guardian
Adult student is abroad	Student, unless the school permits a parent or representative with authorization
Report card was lost by an authorized representative	Representative may explain the loss, but the school may also require authorization from the student or parent

The strongest affidavit is usually made by the person who actually knows what happened. A parent should not say, “I personally lost the report card,” if the student lost it at school and the parent only learned about the loss later. The affidavit can truthfully state how the parent learned of the loss.

3. Prepare the affidavit

Include precise but uncomplicated facts. Avoid unnecessary legal language.

A good affidavit should answer:

What document was lost?
Whose report card was it?
Which school and school year does it cover?
When was it last seen?
How was it lost?
What steps were taken to find it?
Why is a replacement needed?

If the exact date is unknown, say “on or about” a particular date or “sometime in June 2026.” Do not invent an exact date merely to complete the form.

4. Appear before the notary

Do not sign the affidavit in advance unless the notary instructs otherwise. The notary must witness or properly administer the signing and oath.

Bring:

The unsigned affidavit;
Your original valid government-issued ID;
A photocopy of the ID;
Proof of relationship, when applicable; and
Any school template or instructions.

Private notarial fees vary by location, document length, and notarial office. There is no single nationwide retail fee for every affidavit. Ask for the total fee before signing and request a receipt when available.

5. Submit the request to the school

Submit the notarized affidavit together with the school’s other requirements. Ask for a receiving copy, claim stub, official receipt, reference number, or email confirmation.

A simple request involving recent and complete records may be processed on the same day or within several working days. Older records, archived files, name discrepancies, school closures, or requests requiring division-level verification can take longer.

Batas Pambansa Blg. 232 recognizes the issuance of official school documents within 30 days from request. Keep proof of the date on which a complete request was filed. (Lawphil)

6. Check the replacement before leaving

Verify the following:

Student’s complete name;
LRN;
School year;
Grade level and section;
Subjects and grades;
General average;
Promotion or retention status;
Signatures of authorized school personnel;
School seal, if required; and
Certification wording.

Do not alter a report card or certified copy yourself. Even a correction that appears harmless can cause the document to be rejected.

Sample Affidavit of Loss for a School Report Card

The following sample is written for a parent of a minor student. An adult student may replace the parent-and-child statements with statements written in the first person.

REPUBLIC OF THE PHILIPPINES )
CITY/MUNICIPALITY OF ______ ) S.S.

                         AFFIDAVIT OF LOSS

I, [NAME OF PARENT OR GUARDIAN], of legal age, [civil status],
[Filipino/other nationality], and residing at [complete address],
after having been duly sworn in accordance with law, state:

1. I am the [mother/father/legal guardian] of [FULL NAME OF
   STUDENT], who was enrolled at [NAME OF SCHOOL] as a
   Grade [GRADE LEVEL], Section [SECTION] learner during
   School Year [SCHOOL YEAR];

2. The learner's School Form 9 (SF9), commonly known as Form
   138 or the school report card, for the above school year was
   issued to [me/my child] by the school;

3. On or about [DATE OR APPROXIMATE DATE], the report card was
   lost when [STATE BRIEFLY AND TRUTHFULLY HOW THE DOCUMENT
   WAS LOST];

4. Despite diligent efforts to locate the report card, including
   [BRIEFLY STATE THE SEARCH MADE, IF APPROPRIATE], it could
   no longer be found and is now considered lost;

5. I am executing this Affidavit of Loss to attest to the truth
   of the foregoing facts and to support the request for the
   issuance of a replacement, duplicate, certified true copy,
   or appropriate certification relating to the lost report card.

IN WITNESS WHEREOF, I have signed this affidavit on [DATE] in
[CITY OR MUNICIPALITY], Philippines.


                              ______________________________
                              [NAME OF AFFIANT]
                              Affiant

SUBSCRIBED AND SWORN to before me this ____ day of __________
20____ in ______________________, Philippines. The affiant
personally appeared and presented the following competent
evidence of identity:

Government-issued ID: ______________________________
ID Number: _________________________________________
Date/Place of Issue: _______________________________


                              NOTARY PUBLIC

Doc. No. _____;
Page No. _____;
Book No. _____;
Series of _____.

The notary should complete the jurat, identification details, notarial register information, and commission details. Do not fill in or imitate the notary’s signature, seal, commission number, or document entries.

How to Modify the Sample for an Adult Student

An adult student may use language such as:

“I was enrolled at [school] as a Grade 12 learner during School Year 2025–2026. The school issued my School Form 9, commonly known as Form 138 or my report card. On or about [date], I discovered that the report card was missing after [circumstances].”

The adult student should personally sign and appear before the notary.

If a parent is requesting the document for an adult child, the school may require a written authorization or special power of attorney. Being the parent of an adult student does not automatically give unrestricted access to the adult student’s confidential records.

Common Mistakes That Delay the Request

Using the wrong school-form name

Requesting “Form 137” when the applicant actually needs the report card can delay processing. State that the requested document is SF9/Form 138, and explain the purpose for which it will be used.

Providing incomplete school information

Older records can be difficult to locate when the request omits the school year, grade level, former name, section, or LRN.

For a married applicant, include the name used while enrolled, even if the applicant now uses a married surname.

Having the wrong person sign

A school may reject an affidavit signed by a relative who did not lose the document and has no authorization from the student or parent.

Signing without appearing before the notary

Sending a signed affidavit and an ID photocopy through a messenger does not satisfy the ordinary personal-appearance requirement. A notary who notarizes without the affiant’s appearance risks administrative sanctions, and the document may be questioned. (Lawphil)

Giving an unnecessarily dramatic explanation

The affidavit does not need a long story. A clear explanation such as “the document was misplaced while the family was transferring residences” is usually sufficient when true.

Saying the report card is “null and void”

Templates for lost IDs, checks, or certificates sometimes state that the lost document should be considered null and void. This wording is generally unnecessary for a report card. The school’s academic record remains valid even when the physical copy is lost.

Assuming the affidavit itself is a replacement

An affidavit only explains the loss. It cannot be used as proof of grades unless the institution receiving the application expressly agrees. The grades must still come from the school’s official records.

What If the School Has Closed?

For a closed public school, transferred school records are generally handled through the relevant Schools Division Office.

For a closed private school, begin with the DepEd Schools Division Office that had jurisdiction over the school. Division records units may hold available academic records of learners from closed private schools and may issue or process records for certification, authentication, and verification, depending on what was turned over by the school. (Northern Samar)

Prepare as much identifying information as possible:

Full school name and former address;
Years attended;
Student’s name while enrolled;
Date of birth;
Grade level or year graduated;
Copies of any old school documents;
Former student ID number or LRN; and
Proof of identity.

The division office cannot reproduce information that was never submitted or preserved. When the original record is unavailable, it may issue a certification of nonavailability or advise what secondary evidence can be accepted for the intended transaction.

Executing the Affidavit While Abroad

A Filipino or foreign parent abroad should first ask the Philippine school whether it will accept:

An affidavit notarized by a Philippine embassy or consulate;
An affidavit notarized by a local foreign notary and apostilled;
An electronically transmitted scanned copy followed by the original; or
A Philippine affidavit signed by an authorized representative.

For countries that participate in the Apostille Convention, a locally notarized affidavit may need an apostille from the country’s competent authority before it is used in the Philippines. An apostille authenticates the origin of the public document; it does not certify that every statement in the affidavit is true. The DFA Apostille information portal explains Philippine apostille procedures and updates. (Apostille Services)

For a country outside the Apostille Convention, authentication or legalization procedures may apply. Requirements vary by country and Philippine diplomatic post.

A foreign national in the Philippines may execute the affidavit before a Philippine notary using a current passport, Alien Certificate of Registration identity card, or another acceptable official photo ID. The affidavit does not require Philippine citizenship.

Frequently Asked Questions

Can I make an affidavit of loss without a lawyer?

Yes. A lawyer does not have to draft every affidavit. However, the document must accurately state the facts and must be properly notarized if the school requires a notarized affidavit. Many notarial offices can prepare a basic affidavit after interviewing the affiant.

Does the affidavit need to be notarized?

Usually, yes, when the school specifically asks for an “Affidavit of Loss.” Without notarization, the document is merely an unsigned or unsworn statement unless the school expressly accepts it as a declaration.

Can a minor student sign the affidavit?

A school will usually require the parent or legal guardian to sign for a minor. An older minor may also be asked to sign or explain the circumstances, but the parent’s participation is normally required for the records request.

Is a police report required for a lost report card?

Not ordinarily. A police report may be useful when the card was stolen, lost during a reported incident, or destroyed in a fire or disaster. Submit one only when required or when it helps establish what happened.

Can one affidavit cover several lost school documents?

It can list several documents, such as an SF9, diploma, and certificate, if all were lost in the same incident. However, the school or receiving institution may require a separate affidavit for each document. Listing each document precisely reduces confusion.

Can I use a photocopy of the old report card instead?

A photocopy may help the school locate the record, but it may not be accepted as an official document. Ask for a certified true copy or official certification when the document will be used for enrollment, employment, scholarship, immigration, or another formal purpose.

How long does it take to get a replacement report card?

Recent records may be released on the same day or within a few working days. Archived records, closed-school records, and documents requiring verification may take longer. A complete written request is important because missing requirements can pause processing.

Can another person collect the report card?

Usually, yes, if the school permits representatives. The representative may need an authorization letter or special power of attorney, a copy of the student’s or parent’s ID, and the representative’s own ID.

What should I do if the school refuses to issue any record?

Ask for the reason in writing and confirm whether a certified copy, certification of grades, or SF10 can be issued instead. Follow up with the school head or administrator. For unresolved concerns involving a basic education school, the matter may be brought to the appropriate DepEd Schools Division Office together with the written request and proof of submission.

Can I submit a digital or scanned affidavit?

A school may accept a scanned copy for initial processing, especially when the requester is abroad, but it may still require the original notarized or apostilled document before releasing the official record. Confirm this before sending documents by courier.

Key Takeaways

A lost Philippine report card is generally requested as School Form 9, SF9, or Form 138.
An affidavit of loss explains the loss under oath but does not replace the school’s official grade record.
Confirm the school’s requirements before having an affidavit notarized.
A parent or guardian normally signs for a minor; an adult student generally signs for himself or herself.
The affiant must ordinarily appear personally before the notary and present a current government-issued photo ID.
Schools may issue a certified true copy, duplicate, certification of grades, or another official record instead of a second “original.”
Students have a legally recognized right to access their school records, while schools must protect those records from unauthorized disclosure.
False statements in an affidavit may result in liability for perjury.
When the school has closed, contact the DepEd Schools Division Office that had jurisdiction over the school.
An affidavit executed abroad may require Philippine consular notarization, an apostille, or other authentication depending on where it was signed.