A certified true copy of a diploma is often needed for employment, board exam processing, migration, study abroad, visa applications, credential evaluation, or foreign licensing. The confusing part is that people are often told different things: “Have it certified by the school,” “Have it notarized,” “Get CHED CAV,” “Bring it to DFA,” or “Apostille it.” These are not the same. In the Philippines, a school-certified true copy proves that the copy matches the school’s official record or original diploma. Notarization only proves a notarial act, usually the identity/signature/oath of the person appearing before the notary. For most academic-record purposes, notarization cannot replace school certification.

What Is a Certified True Copy of a Diploma?

A Certified True Copy, often called a CTC, is a photocopy or scanned copy that an authorized officer certifies as a faithful reproduction of the original document or official school record.

For a diploma, the certifying officer is usually:

the School Registrar;
the Records Officer;
the School Head or Principal for basic education records;
the authorized official of a college, university, state university, local university, or technical-vocational institution; or
in some cases, the appropriate government education agency when the school has closed.

A proper school-certified copy usually contains:

the words “Certified True Copy” or similar language;
the signature of the registrar or authorized school official;
the official school seal or dry seal, if used by the school;
the date of certification;
the name/designation of the certifying official; and
sometimes a notation such as “for employment,” “for CHED CAV,” “for DFA Apostille,” or “for board exam.”

This matters because the school is the custodian of the academic record. A notary public is not. The registrar can check the diploma against the school’s student records, graduation list, transcript, or Special Order when applicable. A notary normally cannot verify whether you truly graduated.

School Certification vs Notarization: The Main Difference

Issue	School-Certified True Copy	Notarized Copy / Notarized Affidavit
Who issues it?	Registrar, school head, or authorized records officer	Notary public
What does it usually prove?	The copy matches the school record or original diploma	The notarial act was properly done; identity/signature/oath may be verified
Does it prove you graduated?	Stronger proof, because the school controls the record	Not by itself
Accepted for CHED/DepEd/TESDA CAV?	Usually required	Not a substitute, except for related documents like authorization or affidavit
Accepted for DFA Apostille of school records?	Usually part of the chain, together with CAV	Not enough if the receiving process requires CAV
Best use	Employment, local applications, CAV, credential verification	Affidavit of loss, authorization, sworn statement, private undertaking

The practical rule is simple: if the receiving office wants proof of your academic credential, get school certification first. If the receiving office wants a sworn statement, authorization, affidavit, or legal declaration, notarization may be needed.

Why Notarization Does Not Automatically Authenticate a Diploma

Under the 2004 Rules on Notarial Practice, notarization is a formal legal act performed by a commissioned notary public. The rules require personal appearance and competent proof of identity for traditional notarization, and they define a notarial copy certification as a process where the notary is presented with a document, copies or supervises the copying, compares the copy with the document, and determines that the copy is accurate and complete. The same rules also say a notary should not perform a notarial act if the signatory is not personally present or cannot be properly identified. (ChanRobles Law Firm)

That sounds useful, but it has limits. A notary who sees your original diploma and photocopy can only deal with the copy presented. The notary is not the school registrar, does not keep your academic records, and usually cannot confirm whether the diploma was validly issued.

The Supreme Court has repeatedly explained that notarization is important because it can convert a private document into a public document and gives it evidentiary weight. (Supreme Court E-Library) But the Court has also clarified that notarization, by itself, does not guarantee the truth of the contents of a document. In Anido v. Republic, the Court stated that notarized documents are generally prima facie evidence of due execution and authenticity, not necessarily of the truth of every statement inside the document. (Supreme Court E-Library)

Applied to a diploma: notarization may help prove that a person appeared before a notary, signed an affidavit, or presented a copy for certification. It does not, by itself, prove that the school actually awarded the degree.

The Legal Basis in the Philippines

School Records and Education Agencies

Philippine education records are handled within the education system created and regulated by law.

Batas Pambansa Blg. 232, or the Education Act of 1982, applies to formal and non-formal education in public and private schools at all levels. (Supreme Court E-Library)

For college and university records, Republic Act No. 7722, the Higher Education Act of 1994, created the Commission on Higher Education (CHED), which covers higher education institutions and degree-granting programs. (Lawphil)

For basic education, Republic Act No. 9155, the Governance of Basic Education Act of 2001, sets the framework for DepEd’s authority and field offices in basic education. (Supreme Court E-Library)

For technical-vocational education, Republic Act No. 7796, the TESDA Act of 1994, created TESDA and governs technical education and skills development. (Lawphil)

This is why the correct office depends on the level of education:

Type of Record	Usual Certifying / Verifying Office
Elementary or high school diploma, Form 137/SF10	School, then DepEd Regional Office for CAV
College diploma or transcript	School registrar, then CHED or SUC/LUC process for CAV
Technical-vocational certificate, diploma, NC/COC	TESDA issuing office or TESDA Regional/Provincial Office
Closed college or university	CHED Regional Office may assist, depending on custody of records

Rules of Court and Evidence

Under the Revised Rules on Evidence, documents consisting of entries in public records made in the performance of duty by a public officer are prima facie evidence of the facts stated in them. (Lawphil) A notarized document may also become a public document for evidentiary purposes, but the Supreme Court’s current clarification is important: notarization mainly supports due execution and authenticity, not automatic truth of the contents. (Supreme Court E-Library)

For school documents, this means the most persuasive certification usually comes from the institution or government agency that has the legal and factual basis to verify the record.

Civil Code Context: Not Every Document Needs Notarization

The Civil Code of the Philippines, Republic Act No. 386, requires certain acts and contracts to appear in a public document, such as transactions involving real rights over immovable property, powers to administer property, and certain assignments or renunciations. (Supreme Court E-Library) A diploma copy is not the same kind of transaction. The reason people get school records notarized is usually because a receiving office asks for a notarized affidavit, authorization, or copy—not because notarization is the legal source of the academic credential.

Data Privacy and Authorization

School records contain personal information and often sensitive educational data. Under Republic Act No. 10173, the Data Privacy Act of 2012, processing personal information must follow principles such as transparency, legitimate purpose, and proportionality. (National Privacy Commission) In practice, this is why schools commonly require a valid ID, authorization letter, Special Power of Attorney, or proof of relationship before releasing records to a representative.

When You Need School Certification

You usually need a school-certified true copy of your diploma when the receiving institution wants proof that your academic credential is genuine.

Common examples include:

job applications in the Philippines;
HR background checks;
promotion or appointment in government service;
professional board exam or licensing requirements;
graduate school applications;
foreign credential evaluation;
visa applications;
immigration or employment abroad;
CHED, DepEd, or TESDA CAV processing; and
DFA Apostille processing.

For CHED eCAV, CHED’s listed requirements for many higher education records include an official transcript of records and diploma or certificate of graduation that must be Certified True Copy and signed by the current HEI Registrar. (CHED eCAV)

That phrase matters: current HEI Registrar. Some applicants submit an old photocopy stamped years ago by a former registrar, then get rejected because the receiving office wants a fresh certification by the current authorized official.

When Notarization May Be Needed

Notarization is usually needed for documents surrounding the diploma request, not as a replacement for the school’s certification.

Common notarized documents include:

Affidavit of Loss If the original diploma was lost, schools commonly ask for a notarized affidavit explaining when and how it was lost, and requesting a replacement or certified copy.
Authorization Letter or Special Power of Attorney If someone else will request, claim, or process your records, the school, CHED, DepEd, TESDA, or DFA may require written authorization. Some offices accept a simple authorization letter; others require notarization, especially for overseas applicants.
Affidavit of Discrepancy If your name differs across records—such as “Maria” vs “Ma.,” missing middle name, married name, wrong birth date, or spelling inconsistency—the school or agency may require a sworn explanation plus supporting documents.
Notarized Request Letter for Closed Schools Some CHED regional procedures for closed higher education institutions require a notarized request letter, diploma, TOR, proof of payment, and other documents. CHED Caraga, for example, lists a notarized request letter for individual CAV filing for closed HEIs. (CHED Caraga)
Notarial Copy Certification for Limited Purposes A notary may certify a copy under the notarial rules if the document is of a type allowed for copy certification, but this still does not make the notary the academic-record verifier. (ChanRobles Law Firm)

Step-by-Step: How to Get a School-Certified True Copy of a Diploma

1. Ask the receiving office what exact wording it needs

Before spending money, confirm whether the recipient wants:

school-certified true copy only;
CTC signed by the registrar;
CTC with dry seal;
CTC issued within the last 3 or 6 months;
CAV from CHED, DepEd, or TESDA;
DFA Apostille;
sealed school envelope;
digital verification or QR code; or
notarized affidavit plus school certification.

This prevents the common problem of getting the “wrong” certification.

2. Prepare your basic documents

Schools commonly ask for:

Requirement	Notes
Original diploma	Bring it if available, especially if asking the school to certify a photocopy
Photocopies	Bring clear copies; some schools require photocopy on short, A4, or legal-size paper
Valid government ID	Passport, driver’s license, PhilID, UMID, PRC ID, etc.
Student number or year graduated	Speeds up records search
Authorization letter or SPA	Needed if a representative will transact
Representative’s ID	Usually original and photocopy
Affidavit of Loss	Usually needed if original diploma is lost
PSA birth certificate or marriage certificate	Useful for name discrepancy issues

3. Request from the Registrar or Records Office

For college and university graduates, start with the Office of the Registrar. For elementary or high school, start with the school records office or principal’s office. For technical-vocational credentials, check whether the document was issued by the training institution or TESDA.

Be specific. Say:

“I need a Certified True Copy of my Diploma signed by the current registrar, for CHED CAV / employment / DFA Apostille / visa processing.”

The use matters because some schools prepare different formats depending on whether the document is for local use, CHED CAV, DFA Apostille, or foreign submission.

4. Pay school fees and get a claim date

Fees vary widely. Public schools may charge minimal fees or follow agency schedules. Private schools and universities often charge per page, per document, or per set. Processing may be same-day for simple CTC requests, but can take several working days if records are old, archived, damaged, or stored offsite.

For older records, common bottlenecks include:

old handwritten ledgers;
records kept in a different campus;
change of school name;
merger or closure;
unpaid clearance issues;
registrar only available on certain days;
missing Special Order for private school graduates; and
name discrepancies.

5. Check the finished CTC before leaving

Before you leave the school, check:

your full name;
degree/program name;
graduation date;
school name;
registrar’s name and signature;
dry seal or official seal;
date of certification;
page completeness; and
whether all pages are stamped or only the last page.

For foreign use, small errors can cause rejection later. A missing middle initial or wrong date may matter.

If the Diploma Is for Use Abroad: CAV and Apostille

For foreign employment, migration, study abroad, licensing, or credential evaluation, a school-certified true copy is often only the first step.

The usual chain is:

School Certified True Copy
CAV from the proper education agency
DFA Apostille or Certificate of Authentication
Possible embassy/consular legalization if the destination country is not an Apostille country

What Is CAV?

CAV means Certification, Authentication, and Verification. It is the process where the appropriate education authority verifies the academic record.

For school documents, DFA’s Apostille requirements identify these common routes:

Education Level	Usual Requirement Before DFA
Elementary / High School	Certified true copies from the school plus CAV from DepEd Regional Office
Technical-vocational	Certified true copies from the school plus CAV from TESDA Regional Office
College / University	CHED CAV, SUC-issued CAV, or applicable higher education verification route

DFA’s school-document requirements list certified true copies from the school and CAV from the proper agency for elementary/high school and technical-vocational documents. ([Apostille

]13) For higher education, CHED eCAV is now a major route for official verification of academic records. CHED describes eCAV as an electronic system for Certification, Authentication, and Verification of higher education academic records. (CHED eCAV)

CHED CAV for College or University Diplomas

For private higher education institutions and local universities/colleges, CHED Regional Office procedures commonly require the applicant to submit diploma and transcript requirements to the school, after which the registrar certifies authenticity and endorses the documents to CHED. CHED then validates completeness, processes the CAV, and releases the CAV in security paper if approved. (CHED Caraga)

CHED Caraga’s posted procedure also states that, for CAV to be used outside the Philippines, the applicant follows the local process and brings the CAV in a sealed envelope to the preferred DFA branch or office. (CHED Caraga)

For schools that have closed, CHED has advised applicants that the relevant CHED Regional Office may assist with requests for TORs and diplomas of colleges that ceased operations. (www.foi.gov.ph)

DepEd CAV for Elementary or High School Diplomas

DepEd regional offices handle CAV for basic education records. Requirements can vary by region, but commonly include Form 137/SF10, diploma, certificate of graduation or completion, photographs, and copies certified by the school. DepEd CALABARZON, for example, lists diploma, Form 137, completion certificate, PSA birth certificate or passport, passport-size photos, and additional Special Order requirements for private school graduates. (DepEd Calabarzon)

TESDA CAV for Technical-Vocational Records

For TESDA-issued National Certificates or Certificates of Competency, TESDA’s posted procedure says the applicant should go to the TESDA issuing office, submit the original NC/COC and photocopies, pay the authentication fee, present the receipt, and obtain the CAV document. (TESDA)

DFA Apostille: What It Does and Does Not Do

An Apostille is used for public documents that will be submitted abroad in countries that are parties to the Apostille Convention. It replaced the old “red ribbon” process for many documents. For school records, the DFA normally looks at the proper certification chain, not just the diploma photocopy.

The DFA Online Apostille Application & Appointment System states that DFA Aseana and consular offices with authentication services accept applicants by online appointment only. The applicant may be the document owner or an authorized representative. Representatives must bring a signed authorization letter, copy of the owner’s valid government-issued ID, their own valid ID, and proof of affiliation or kinship when applicable. (DFA Appointment System)

DFA fees are commonly listed as:

DFA Service	Release Time	Fee
Regular processing	after 5 working days	₱100
Expedited processing	after 2 working days	₱200
e-Apostille processing	after 1 working day	₱200

The DFA Apostille fee schedule lists regular, expedited, and e-Apostille processing fees and release periods. ([Apostille

]19)

An Apostille does not certify that the contents of the diploma are true. DFA’s own FAQ states that an Apostille does not certify the content of the public document to which it relates. ([Apostille

]20) It authenticates the origin of the public document—the signature, seal, stamp, or capacity of the authority involved.

For non-Apostille countries, DFA may issue a paper-based Certificate of Authentication for later legalization by the foreign embassy or consulate. ([Apostille

]20) DFA’s e-Apostille guidance also notes that Philippine public documents for non-Apostille countries still need legalization by the destination country’s embassy or consulate. ([Apostille

]21)

Can You Use Electronic or Remote Notarization?

The Supreme Court approved the Rules on Electronic Notarization under A.M. No. 24-10-14-SC, allowing electronic notarization of electronic documents through in-person electronic notarization and remote electronic notarization using accredited systems. The rules supplement, not replace, traditional notarization. They apply exclusively to electronic documents in PDF or PDF/A, while paper documents with handwritten signatures continue to follow the 2004 Notarial Rules. (Supreme Court of the Philippines)

This is useful for some affidavits, authorizations, and electronic legal documents. But it still does not change the key point: electronic notarization does not make a diploma school-certified. If CHED, DepEd, TESDA, DFA, an employer, a foreign school, or a licensing authority requires a registrar-certified copy or CAV, a notarized electronic document is not a substitute unless that specific receiving office expressly accepts it.

Common Mistakes That Cause Rejection

1. Submitting a notarized photocopy instead of a school CTC

This is the most common mistake. A notarized photocopy may show that a copy was presented to a notary, but many agencies want the registrar’s certification.

2. Using an old CTC

Some recipients want a recently certified copy. A CTC issued years ago may be rejected even if the diploma itself is valid.

3. Missing the registrar’s signature or seal

A photocopy with only a stamp but no signature may not be accepted. For CHED eCAV, CHED’s requirements specifically refer to certified true copies signed by the current HEI Registrar. (CHED eCAV)

4. Processing DFA Apostille before CAV

For school records, DFA commonly requires the proper CAV route first. Going straight to DFA with only a diploma photocopy often leads to rejection.

5. Assuming all countries accept Apostille

Apostille works only for countries where the Apostille Convention applies. Non-Apostille countries may require embassy or consular legalization after DFA authentication. ([Apostille

]20)

6. Name discrepancies

Small differences can cause big delays:

“Juan Dela Cruz” vs “Juan De La Cruz”
“Ma. Cristina” vs “Maria Cristina”
maiden name vs married name
missing suffix such as Jr. or III
wrong birth date
middle initial instead of full middle name

Prepare PSA documents, school correction certifications, or affidavits if needed.

7. Believing a fake or altered diploma can be “fixed” by notarization

It cannot. Falsifying or using falsified documents may create criminal liability under the Revised Penal Code. The Supreme Court has discussed falsification under Articles 171 and 172 of the Revised Penal Code, including falsification by private individuals and use of falsified documents. (Supreme Court E-Library) Notarization of a false document may make the situation worse, not better.

Practical Scenarios

Scenario 1: Local employer asks for a “certified true copy of diploma”

Usually, request a CTC from your school registrar. Notarization is normally unnecessary unless the employer specifically asks for a notarized affidavit or sworn declaration.

Scenario 2: You lost your original diploma

Ask the registrar for the school’s replacement or CTC procedure. Prepare a notarized Affidavit of Loss if required. The affidavit explains the loss; it does not replace the school’s certification.

Scenario 3: You are abroad and need your Philippine diploma for a visa

Check whether the destination country needs Apostille or embassy legalization. You may need to authorize a representative in the Philippines to request school CTC, process CAV, and file with DFA. The DFA appointment system allows authorized representatives but requires authorization and IDs. (DFA Appointment System)

Scenario 4: Your school closed

For higher education institutions that ceased operations, coordinate with the appropriate CHED Regional Office. CHED has stated that its regional office may assist with TOR and diploma requests for closed colleges. (www.foi.gov.ph)

Scenario 5: You graduated from a private high school years ago

You may need Form 137/SF10, diploma, certificate of graduation/completion, and sometimes Special Order information. DepEd regional requirements vary, so check the region where the school is located. DepEd CALABARZON’s posted CAV requirements, for example, include Special Order requirements for private school graduates. (DepEd Calabarzon)

Scenario 6: A foreign credential evaluator asks for documents “sent directly by the institution”

A personal CTC may not be enough. Some evaluators require the school to send records directly in a sealed envelope or through an electronic verification system. Ask the registrar whether they can send documents directly to the evaluator.

Frequently Asked Questions

Is a notarized diploma the same as a certified true copy?

No. A school-certified true copy is certified by the registrar or authorized school official. A notarized diploma copy is handled by a notary. Notarization does not automatically prove that the diploma was validly issued by the school.

Do I need notarization if my diploma is already certified by the school?

Usually no, unless the receiving office specifically asks for notarization. For academic verification, the school CTC is usually more important.

Can a notary public certify a true copy of my diploma?

A notary may perform copy certification under the notarial rules for allowed documents, but that does not make the notary the school’s records custodian. Many employers, agencies, and foreign authorities still require registrar certification or CAV.

What is better for employment: school CTC or notarized copy?

For employment, a school-certified true copy is usually better because it comes from the institution that issued the diploma. A notarized affidavit may be useful only if the employer asks for an explanation, declaration, or authorization.

Do I need CHED CAV for a diploma?

For many foreign-use situations involving college or university records, yes. CHED eCAV requirements commonly include the diploma or certificate of graduation as a certified true copy signed by the current HEI Registrar. (CHED eCAV)

Do I need DepEd CAV for a high school diploma?

For foreign use, often yes. DepEd regional offices process CAV for basic education records such as Form 137/SF10 and diplomas, but exact requirements vary by region. (DepEd Calabarzon)

Do I need DFA Apostille after CAV?

If the document will be used abroad in an Apostille country, usually yes. If the destination is not an Apostille country, the process may involve DFA Certificate of Authentication and embassy or consular legalization. ([Apostille

]20)

How long does it take to get a certified true copy of a diploma?

It depends on the school. Some schools release simple CTCs the same day or within a few working days. Older records, closed schools, name discrepancies, CHED/DepEd/TESDA CAV, and DFA Apostille add more time.

Can someone else request my diploma CTC for me?

Usually yes, but schools and agencies commonly require an authorization letter or SPA, your valid ID, and the representative’s valid ID. This is also consistent with data privacy practice because school records contain personal information.

Can notarization fix a wrong name on my diploma?

No. A notarized affidavit may explain the discrepancy, but the school or agency must handle correction or annotation according to its rules. For major discrepancies, prepare PSA civil registry documents and school records to support the correction.

Key Takeaways

A school-certified true copy is usually the correct document when someone asks for proof of your diploma.
Notarization does not prove that you graduated; it mainly proves the notarial act, identity/signature/oath, or due execution.
For college records, CHED eCAV often requires the diploma or certificate of graduation to be a CTC signed by the current HEI Registrar.
For basic education records, DepEd CAV may be needed for foreign use.
For technical-vocational credentials, TESDA CAV may be needed before DFA processing.
For use abroad, the usual chain is School CTC → CAV → DFA Apostille or Authentication → possible embassy legalization.
A DFA Apostille authenticates the origin of a public document; it does not certify the truth of the diploma’s contents.
Do not rely on notarization to “fix” missing school certification, name discrepancies, or questionable documents.
Always match the document to the receiving office’s exact requirement before paying fees or starting the process.