Affidavit of Loss for Form 137 in the Philippines: Requirements, Process, and Sample

This guide is for general information only and doesn’t replace advice from your school registrar or a lawyer. Policies vary by school/division.

What is Form 137 (vs. Form 138)?

Form 137 – your Permanent Basic Education Record kept by the school (elementary to senior high). It summarizes your academic history, promotions/retentions, and other official entries.
Form 138 – your Report Card for a specific school year.
For transfers or college admission, schools often require Form 137 (usually sent school-to-school). If your copy or previously released packet was lost, a Notarized Affidavit of Loss is commonly required to get a replacement/duplicate or to trigger a fresh school-to-school release.

When do you need an Affidavit of Loss?

You previously received a sealed/issued copy of Form 137 but lost or misplaced it.
You submitted Form 137 to another school/employer and cannot retrieve it (e.g., school closed, record not returned).
Your copy was destroyed (fire/flood) or stolen.
The registrar or Schools Division Office (SDO) specifically asks for an affidavit before reissuing/sending records.

Who should sign the affidavit?

Student (18+) – the student signs.
Minor student (<18) data-preserve-html-node="true" – parent or legal guardian signs (attach proof of relationship, e.g., birth certificate, or guardianship order).
Authorized representative – allowed if the school permits; prepare a Special Power of Attorney (SPA) and the principal’s ID.

Core contents the affidavit must cover

Identity of affiant (name, age, citizenship, civil status, address).
Student details (student’s name, LRN if known, school name and address, grade/year level, school year/s covered).
Description of the lost document (Form 137; when/where/how it was lost).
Diligent search undertaken (looked at home/office, contacted prior school, etc.).
Statement of good faith (not pledged/withheld; not used for unlawful purpose).
Purpose (e.g., enrollment at [Receiving School], employment, overseas application).
Undertaking to return the original if found and to use only the replacement.
Oath/Jurat (sworn before a notary public).

What to prepare (checklist)

Draft Affidavit of Loss (see sample below).
Government-issued ID of the affiant (and of the student if different).
Proof of relationship if a parent/guardian signs.
Supporting proof of loss if available (barangay/police/fire certification; not always required but helpful).
Receiving school/employer request or admission notice (if you have one).
Any details that help locate the record (LRN, old student number, old section, adviser, approximate dates).

Tip: Many registrars issue Form 137 directly to the requesting school, not to the student. Ask how your school handles releases.

How to get the affidavit notarized

Print and sign in front of the notary public (don’t pre-sign).
Bring competent evidence of identity (valid ID).
Pay the notarial fee (amount varies by locality/notary; some include the required documentary stamp in their fee).
Ensure the notary completes the jurat (“Subscribed and sworn to…”) and includes notarial details (commission no., PTR/IBP, Doc/Page/Book/Series).

Abroad? Execute the affidavit before a Philippine Embassy/Consulate or have it notarized locally and apostilled/consularized as the registrar may require.

Requesting the replacement Form 137 (typical flow)

Contact the issuing school registrar (or DepEd Schools Division Office if the school is closed/defunct) for their exact requirements.
Submit: Notarized Affidavit of Loss, valid ID, and any forms/fees.
The registrar verifies your record and prepares a certified copy or forwards Form 137 to the receiving school.
Processing time & fees vary. Ask whether release is pick-up or school-to-school and whether they require an official request letter from the receiving school.

Special situations & tips

Minor student: Parent/guardian executes the affidavit; attach PSA Birth Certificate.
Name change: Attach supporting documents (e.g., marriage certificate, court order).
School closed: Coordinate with the DepEd Schools Division/Regional Office that has custody of private school records in that area.
Theft or calamity: A barangay/police/fire certification strengthens your request.
Multiple losses: Some registrars may note that only school-to-school release is allowed; follow their policy.
Data privacy: Limit personal info you share; give it only to the registrar/SDO and authorized parties.

Common mistakes to avoid

Using an acknowledgment instead of a jurat (affidavits need a jurat).
Vague details about loss (be specific about dates/places/efforts to search).
Forgetting attachments (IDs, proof of relationship, supporting certifications).
Expecting the registrar to hand you the permanent record when policy requires direct mailing to the receiving school.

Sample: Affidavit of Loss (Form 137)

You may copy-paste and fill in the blanks. Keep it to one page if possible.

REPUBLIC OF THE PHILIPPINES )
___________________________ ) S.S.

                   AFFIDAVIT OF LOSS (FORM 137)

I, [FULL NAME OF AFFIANT], of legal age, [Filipino], [single/married],
and a resident of [FULL ADDRESS], after having been duly sworn in
accordance with law, depose and state that:

1. I am the (student / parent-guardian of the student [STUDENT’S FULL NAME]),
   who studied at [SCHOOL NAME AND ADDRESS], completing [GRADE/YEAR/SHS TRACK]
   during School Year [YYYY–YYYY]. The Learner Reference Number (LRN), if any,
   is [LRN or “unknown”].

2. The document known as FORM 137 (Permanent Basic Education Record)
   pertaining to the above student was [lost/misplaced/destroyed/stolen]
   on or about [DATE] at [PLACE]. Despite diligent search and inquiry,
   I have been unable to locate or recover said document.

3. The loss was not due to any unlawful or fraudulent act on my part.
   The original is not in the possession of any other person or entity,
   and it has not been pledged, assigned, or used for any illegal purpose.

4. I am executing this Affidavit to attest to the loss and to request the
   issuance of a replacement/certified true copy of FORM 137 for the
   purpose of [e.g., enrollment at ______ / employment / other legitimate purpose].

5. Should the original be found, I undertake to surrender it to the issuing
   school and to refrain from using it in conflict with the replacement issued.

IN WITNESS WHEREOF, I have hereunto set my hand this [DATE] at
[CITY/PROVINCE], Philippines.

Affiant: ______________________________
         [FULL NAME OF AFFIANT]
         [Contact No. / Email]

Competent Evidence of Identity:
[Type of ID] No. [ID No.], issued on [Date] at [Place]

                           J U R A T

SUBSCRIBED AND SWORN to before me this [DATE] at [CITY/PROVINCE],
Philippines. The affiant personally appeared and presented the
above-stated competent evidence of identity.

Notary Public
[Name of Notary Public]
[Office Address]
Commission No. ________; Until ________
PTR No. ________; Date/Place: ________
IBP No. ________; Date/Place: ________
MCLE Compliance No. ________

Doc. No. ____;
Page No. ____;
Book No. ____;
Series of 20____.

Optional Annexes (attach if available):

Annex “A” – Photocopy of affiant’s valid ID
Annex “B” – Proof of relationship (if parent/guardian)
Annex “C” – Barangay/Police/Fire certification of loss
Annex “D” – Receiving school’s request/admission note

Quick FAQs

Do I need a police or barangay report? Not always, but it helps in cases of theft/calamity or when the registrar asks for it.

Will the school give the replacement to me? Often, Form 137 is sent directly to the receiving school to protect record integrity. Ask your registrar.

What if the school is closed or I studied long ago? Contact the DepEd Schools Division Office (SDO) or Regional Office for the city/province where the school operated; they are typically custodians of old/closed-school records.

Can someone else process this for me? Yes, if allowed by the registrar. Provide an SPA, the principal’s/parent’s ID, and the notarized affidavit.

Processing time and fees? They vary by school/division and workload (peak months around enrollment). Always ask the registrar for timelines and exact amounts.

If you want, I can adapt the sample into Filipino, or tailor it for a parent/guardian, overseas execution, or a school-to-school release scenario.