Changing a surname on school records and a diploma in the Philippines is a matter that sits at the intersection of civil registry law, education regulations, identity documentation, and institutional policy. A school does not usually change a student’s surname merely because the student requests it. The school normally relies on official civil registry documents, court orders, or government-issued records showing that the student’s legal name has been changed or corrected.

In the Philippine setting, the controlling principle is simple: school records must reflect the student’s legal identity as proven by official documents. A diploma, transcript of records, Form 137, Form 138, certification, enrollment record, and other academic documents are not independent identity documents. They are derivative records, meaning they generally follow what appears in the student’s birth certificate, marriage certificate, court order, or other legally recognized proof of name.

This article explains the legal bases, common situations, required documents, procedures, limitations, and practical issues involved in changing a surname on school records and diplomas in the Philippines.

I. Nature of School Records and Diplomas

School records are official academic records maintained by educational institutions. These include, among others:

enrollment forms;
student permanent records;
learner information system records;
report cards;
Form 137 or permanent record;
Form 138 or report card;
transcript of records;
diploma;
certificate of graduation;
certificate of enrollment;
certificate of good moral character;
board examination documents endorsed by the school;
alumni records.

A diploma is an official document certifying that a student completed a particular academic program. It is issued under the name recorded by the school at the time of graduation, unless the school has a lawful basis to update or reissue it.

Because school records are relied upon for employment, licensure examinations, further studies, immigration, scholarships, and government transactions, schools are generally cautious in changing names. They usually require documentary proof that the requested surname is legally valid.

II. General Rule: The Birth Certificate Controls the Student’s Legal Name

For unmarried students and persons whose surname has not been legally changed by marriage, adoption, legitimation, recognition, or court order, the primary basis for the surname in school records is the Certificate of Live Birth issued by the Philippine Statistics Authority or the Local Civil Registrar.

If the surname in the school record differs from the surname in the birth certificate, the school will usually require correction so that the academic record matches the birth certificate.

However, there are cases where the surname appearing on the birth certificate itself may need correction or amendment first. In that situation, the student cannot usually compel the school to change the surname until the civil registry record has first been corrected.

III. Common Situations Where a Surname Change May Be Requested

A. Clerical or Typographical Error in the School Record

This is the simplest case. The student’s surname is correct in the PSA birth certificate, but the school record contains a misspelling or typographical error.

Examples:

“Santos” was encoded as “Santosz.”
“De la Cruz” was written as “Dela Cruz” or “Delacruz.”
“Reyes” was typed as “Ryes.”
A hyphen, space, suffix, or accent mark was omitted or added.

In this case, the school may correct its records administratively upon presentation of supporting documents. A court order is usually unnecessary because the school is merely correcting its own clerical mistake.

Typical documents required:

written request or affidavit of discrepancy;
PSA birth certificate;
valid government ID;
school ID or alumni ID, if available;
old school record showing the error;
other documents showing consistent use of the correct surname.

The school may annotate the correction in its records and issue corrected copies of the transcript or certification. For diplomas, policies differ: some schools reissue a corrected diploma, while others issue a certification explaining the discrepancy.

B. Error in the Birth Certificate

If the surname error originates from the birth certificate, the school will usually not correct its records unless the civil registry record is first corrected.

There are two broad categories of errors:

clerical or typographical errors, which may be corrected administratively under civil registry correction procedures; and
substantial changes, which generally require a court order.

A clerical or typographical error is a harmless mistake in writing, copying, transcribing, or typing, which is visible or obvious and can be corrected by reference to other records. A substantial change affects civil status, nationality, legitimacy, filiation, or other material facts.

For example, a misspelled surname may sometimes be handled administratively if it is clearly a typographical error. But changing a surname from the mother’s surname to the father’s surname, or from one family name to an entirely different family name, may involve filiation or legitimacy issues and may require additional legal steps.

Once the civil registry record has been corrected and the PSA-issued certificate reflects the corrected surname, the student may request the school to update its records.

C. Use of Father’s Surname by an Illegitimate Child

Under Philippine law, an illegitimate child generally uses the surname of the mother. However, the child may use the father’s surname if the father expressly recognizes the child, subject to the legal requirements on acknowledgment and the use of the father’s surname.

This situation often arises when:

the child was enrolled using the mother’s surname;
the father later acknowledged the child;
the birth certificate was amended or annotated;
the student now wants the school records and diploma to reflect the father’s surname.

The school will usually require proof that the use of the father’s surname is legally authorized. This may include:

PSA birth certificate with proper annotation;
affidavit of acknowledgment or admission of paternity, where applicable;
affidavit to use the surname of the father, where applicable;
valid IDs of the parties;
civil registry documents showing the annotation;
other documents required by the school.

The school will not normally accept a mere private agreement between the parents as sufficient. The civil registry record must support the surname being requested.

D. Legitimation by Subsequent Marriage of Parents

A child born out of wedlock may become legitimated when the parents subsequently marry, provided the legal requirements for legitimation are present. Once legitimated, the child may use the father’s surname and acquire the status of a legitimate child.

In this case, the surname change on school records typically requires:

PSA birth certificate with annotation of legitimation;
PSA marriage certificate of the parents;
civil registry documents supporting legitimation;
valid IDs;
written request to the school.

If the student’s earlier school records used the mother’s surname, the school may update the records after the PSA record reflects the legitimation and the child’s proper surname.

E. Adoption

Adoption may result in a change of surname. Once adoption is granted, the adopted person usually carries the surname of the adopter or adopters, depending on the decree and applicable law.

For school record purposes, the school will usually require:

court decree or administrative adoption documents, as applicable;
certificate of finality, if court-issued;
amended PSA birth certificate;
valid ID using the new surname;
written request for correction or updating of school records.

Because adoption records may involve confidentiality, schools should handle these requests carefully and limit access to authorized personnel. The student or adoptive parent may request discreet processing to protect the privacy of the adopted person.

F. Change of Surname Due to Marriage

In the Philippines, a married woman may use:

her maiden first name and surname and add her husband’s surname;
her maiden first name and her husband’s surname;
her husband’s full name with a prefix indicating that she is his wife, although this form is less commonly used in modern formal records.

Marriage does not automatically erase a woman’s maiden name from all existing records. It gives her the legal option to use her married name. The use of the husband’s surname is generally permissive, not compulsory.

For school records and diplomas, the treatment of married names depends on the type of record and the school’s policy.

If the person graduated before marriage, the diploma was issued under her maiden name because that was her legal name at the time of graduation. Many schools will not reissue a diploma under the married name because the academic degree was earned under the maiden name. Instead, they may issue a certification stating that the graduate under the maiden name is the same person now using the married name.

Typical documents required:

PSA marriage certificate;
PSA birth certificate;
valid government ID using the married name;
affidavit of one and the same person, if required;
written request.

For current students who marry before graduation, the school may update the surname in its records before issuance of the diploma, provided the student submits the required documents.

G. Annulment, Declaration of Nullity, Legal Separation, or Death of Spouse

A married woman who used her husband’s surname may later request to revert to her maiden surname after annulment, declaration of nullity, legal separation, or death of the husband.

The school will usually require documentary proof such as:

court decision;
certificate of finality;
annotated marriage certificate;
PSA birth certificate;
death certificate of spouse, where applicable;
valid government ID;
written request.

For a diploma issued under a married surname, some schools may decline to reissue the diploma under the maiden surname and instead issue a certification explaining the change. Others may allow reissuance depending on their policy and the legal documents submitted.

H. Correction Following a Court-Ordered Change of Name

A person may legally change his or her name through a court proceeding. This is different from a mere correction of a clerical error. A court-ordered change of name may be based on grounds recognized by law and jurisprudence, such as avoiding confusion, correcting long-standing identity issues, or using a name by which the person has been continuously known.

Once a court grants the change of name and the civil registry record is annotated, the school may update the student’s records.

Documents usually required:

court order or decision granting the change of name;
certificate of finality;
annotated PSA birth certificate;
valid ID using the new name;
written request;
affidavit of identity, if required.

Schools generally cannot approve a substantial surname change based only on personal preference. A court order or proper civil registry annotation is usually necessary.

IV. Legal Bases Commonly Relevant to Surname Changes

Several Philippine laws and legal principles may be relevant, depending on the reason for the surname change.

A. Civil Code Provisions on Names and Surnames

The Civil Code contains rules on the use of surnames by legitimate children, legitimated children, adopted children, married women, widows, and others. These provisions help determine which surname a person is legally entitled to use.

B. Family Code Provisions on Legitimacy, Legitimation, and Marriage

The Family Code is relevant when the surname issue involves legitimacy, marriage of parents, filiation, or the use of a spouse’s surname.

C. Rules on Illegitimate Children and Use of Father’s Surname

Philippine law recognizes that an illegitimate child may use the surname of the father when the father has acknowledged the child in the manner required by law. This is often reflected through annotations in the birth certificate.

D. Adoption Laws

Adoption laws are relevant when the surname change results from domestic adoption, inter-country adoption, or other legally recognized adoption proceedings.

E. Civil Registry Correction Laws

Philippine law allows certain clerical or typographical errors in civil registry entries to be corrected administratively through the Local Civil Registrar. Some changes may be processed without a full court case, while substantial changes still require judicial proceedings.

F. Rules of Court on Change of Name and Correction of Entries

When the surname change is substantial, affects civil status or filiation, or is not merely clerical, a court proceeding may be required. A final court order then becomes the basis for civil registry annotation and later correction of school records.

G. Data Privacy Act

Schools are personal information controllers with respect to student records. They have a duty to keep educational records accurate, updated, and secure. A student may request correction of inaccurate personal data, but the school may require proof before making changes to official records.

The right to correction under data privacy law does not override civil registry laws. In other words, a school may correct inaccurate data, but it is not required to adopt a surname that has not been legally established.

V. Administrative Correction Versus Legal Change of Surname

It is important to distinguish between correcting a school record and changing a legal surname.

A school may correct its own records when there is proof that the school made an error. For example, if the PSA birth certificate says “Garcia” and the school record says “Gracia,” the school may correct the record as an administrative matter.

But when the requested surname is different from the legal surname in the birth certificate, the school will normally require the student to first correct or amend the civil registry record.

The following are usually administrative school corrections:

misspelled surname in school records;
wrong spacing or capitalization;
omission of suffix, if supported by official documents;
wrong encoding due to clerical error;
mismatch caused by school data entry mistake.

The following usually require civil registry correction, annotation, or court action first:

changing from mother’s surname to father’s surname;
changing surname after legitimation;
changing surname after adoption;
changing surname due to court-ordered name change;
correcting surname in the birth certificate;
changing surname due to substantial identity or filiation issue.

VI. Procedure to Change Surname in School Records

The exact procedure varies by school, but the usual steps are as follows.

Step 1: Identify the Source of the Discrepancy

The student should first determine whether the problem is in the school record or in the civil registry record.

Compare the following:

PSA birth certificate;
school admission records;
report cards;
transcript of records;
diploma;
valid government IDs;
marriage certificate, if applicable;
court orders or civil registry annotations, if any.

If the school record is wrong but the PSA record is correct, the correction may be requested directly from the school.

If the PSA record is wrong or incomplete, the civil registry record must usually be corrected first.

Step 2: Obtain the Correct Civil Registry Documents

The student should secure updated official documents from the PSA or Local Civil Registrar. Schools usually require PSA-issued copies, not merely photocopies or unofficial records.

Depending on the case, relevant documents may include:

PSA Certificate of Live Birth;
annotated birth certificate;
PSA marriage certificate;
annotated marriage certificate;
certificate of no marriage, where relevant;
adoption decree;
court decision;
certificate of finality;
civil registrar’s order or decision;
affidavit to use the surname of the father;
acknowledgment of paternity;
death certificate of spouse;
valid government IDs.

The key document is usually the updated PSA record showing the correct surname.

Step 3: Prepare a Written Request to the School

The request should be addressed to the school registrar, records office, principal, dean, or other authorized officer.

The letter should state:

the student’s full name as currently appearing in school records;
the student number or learner reference number, if available;
the program, year level, batch, or graduation year;
the surname currently appearing in the record;
the surname requested;
the reason for the correction or change;
the documents attached;
the specific records requested to be corrected.

The student should be clear whether the request covers only internal school records or also the diploma, transcript, Form 137, Form 138, certificates, or other documents.

Step 4: Execute an Affidavit, If Required

Schools often require an affidavit, especially where there is a discrepancy between documents.

Common affidavits include:

affidavit of discrepancy;
affidavit of one and the same person;
affidavit of correction;
affidavit of change of surname;
affidavit explaining delayed correction;
affidavit of use of married name;
affidavit of reversion to maiden name.

An affidavit does not by itself change a legal surname. It merely explains the discrepancy and supports the request. The school still needs official documents proving the legal basis for the surname.

Step 5: Submit the Request and Pay Applicable Fees

Schools may charge fees for:

correction of records;
issuance of certified true copies;
reprinting of diploma;
issuance of transcript of records;
notarization, if handled externally;
mailing or courier services;
authentication or certification.

Private schools and universities may have their own internal fees. Public schools may follow applicable DepEd, CHED, TESDA, or institutional rules.

Step 6: School Evaluation

The school registrar will usually verify:

whether the person requesting is the student or an authorized representative;
whether the documents are authentic and sufficient;
whether the requested surname is legally supported;
whether the records can be corrected administratively;
whether the diploma may be reissued or only a certification may be issued;
whether the school must annotate rather than replace the original record.

The school may request additional documents if the surname change involves marriage, adoption, legitimation, filiation, or court proceedings.

Step 7: Issuance of Corrected Records or Certification

After approval, the school may:

update the student information system;
correct the permanent record;
issue a corrected transcript of records;
issue a corrected Form 137 or Form 138;
issue a certification of name discrepancy;
reissue a diploma;
issue a certified true copy with annotation;
place an annotation in the school record.

The school may retain the original record and annotate the correction rather than erase or destroy the old entry. This is especially common for permanent academic records.

VII. Changing the Surname on a Diploma

A diploma is more difficult to change than ordinary school records because it is a final ceremonial and official document issued at graduation. Schools are often strict about reissuing diplomas.

There are generally three possible outcomes.

A. Reissuance of Diploma With Corrected Surname

This may be allowed when the original diploma contains a clear clerical error attributable to the school.

Example:

The student’s PSA birth certificate, enrollment documents, and transcript all show “Mendoza,” but the diploma was printed as “Mendosa.”

In this case, the school may cancel or recall the erroneous diploma and issue a corrected one.

B. Reissuance Based on Legal Change of Surname

Some schools may reissue a diploma if the student legally changed surname before or after graduation and submits sufficient legal documents.

However, schools differ on this. Some institutions consider the diploma a historical document reflecting the name used at the time the degree was conferred. They may refuse to alter the diploma but issue a certification instead.

C. Certification Instead of Reissued Diploma

Many schools prefer to issue a certification stating that:

the person named in the diploma;
the person named in the PSA birth certificate, marriage certificate, or court order; and
the person currently using the new surname

are one and the same person.

This is common for married women who graduated under their maiden name and later use a married surname. It is also common where reissuing the diploma would conflict with the school’s policy on historical academic records.

VIII. Changing Surname in Elementary and High School Records

For basic education records, the relevant documents may include Form 137, Form 138, Learner Reference Number records, enrollment records, and certificates of completion or graduation.

For current students, parents or guardians usually file the request. For graduates or adults, the student personally files the request or authorizes a representative.

The school may require:

PSA birth certificate;
parent’s valid ID, if minor;
student’s valid ID, if available;
affidavit of discrepancy;
court order or civil registry annotation, if applicable;
previous report cards;
written request.

For public schools, the request may be handled by the school registrar, records custodian, principal, or division office depending on the nature of the correction. For private schools, the registrar or school head usually handles the request.

IX. Changing Surname in College or University Records

For higher education records, the registrar’s office is the primary office involved.

Records that may be affected include:

admission records;
student information system profile;
transcript of records;
diploma;
certificate of graduation;
honorable dismissal or transfer credentials;
scholastic records;
alumni records;
board examination endorsements.

Universities may require more formal documentation because transcripts and diplomas are used for employment, graduate studies, licensure, immigration, and credential evaluation.

A college or university may require the student to surrender the old diploma before a corrected one is released. It may also stamp or annotate records to preserve the history of the correction.

X. Changing Surname in TESDA, Graduate School, Law School, or Professional Records

For TESDA programs, graduate school, law school, medicine, nursing, engineering, accountancy, criminology, education, and other licensure-related programs, surname consistency is especially important because records may be submitted to regulatory or examination bodies.

A student may also need to update records with:

Professional Regulation Commission;
Supreme Court or Office of the Bar Confidant, for lawyers;
TESDA;
Civil Service Commission;
employer;
passport office;
immigration authorities;
scholarship agencies;
foreign credential evaluation bodies.

Changing the school record alone may not be enough. The person should ensure that civil registry records, school records, government IDs, and professional records are aligned.

XI. Documents Commonly Required

Although requirements vary, the following are commonly requested:

For Simple School Clerical Error

written request;
PSA birth certificate;
valid government ID;
school ID or alumni ID;
copy of erroneous record;
affidavit of discrepancy, if required.

For Birth Certificate Correction

corrected or annotated PSA birth certificate;
Local Civil Registrar decision or order;
court order, if applicable;
certificate of finality, if applicable;
valid ID;
written request.

For Use of Father’s Surname

PSA birth certificate with proper annotation;
acknowledgment or admission of paternity, where applicable;
affidavit to use father’s surname, where applicable;
valid IDs;
written request.

For Legitimation

PSA birth certificate with legitimation annotation;
PSA marriage certificate of parents;
civil registry documents;
valid ID;
written request.

For Adoption

adoption decree or administrative adoption documents;
certificate of finality, if applicable;
amended PSA birth certificate;
valid ID;
written request.

For Marriage

PSA marriage certificate;
PSA birth certificate;
valid government ID using married name;
affidavit of one and the same person, if required;
written request.

For Reversion to Maiden Name

annotated marriage certificate;
court decision and certificate of finality, where applicable;
death certificate of spouse, where applicable;
PSA birth certificate;
valid ID;
written request.

For Court-Ordered Change of Name

court decision;
certificate of finality;
annotated PSA birth certificate;
valid ID;
written request.

XII. Affidavit of Discrepancy or One and the Same Person

An affidavit is often used when the student’s name appears differently across records.

For example:

birth certificate: Maria Ana Santos Reyes;
diploma: Maria Anna S. Reyes;
government ID: Maria Ana Reyes Cruz;
school record: Maria A. Reyes.

The affidavit explains that these names refer to the same person. It may be useful for school processing, employment, passport applications, board examinations, and foreign credential evaluation.

However, the affidavit has limits. It cannot:

create a new legal surname;
override the birth certificate;
replace a court order;
prove filiation by itself;
compel a school to reissue a diploma;
correct a civil registry entry by itself.

It is supporting evidence, not the main legal basis for a surname change.

XIII. Can a School Refuse to Change a Surname?

Yes, a school may refuse if the requested change is unsupported by legal documents or contrary to its recordkeeping rules.

Common reasons for denial include:

the PSA birth certificate does not support the requested surname;
the requested change involves filiation but no proper acknowledgment or court order is submitted;
the student presents only an affidavit without civil registry proof;
the change is based only on personal preference;
the diploma is considered a historical document;
the school requires a court order for substantial changes;
the submitted documents are inconsistent;
the requester is not authorized;
the record belongs to another person with a similar name;
the school has no existing record due to loss, closure, or transfer of custody.

A denial does not always mean the change is impossible. It may mean that the student must first correct the civil registry record, secure a court order, or submit additional proof.

XIV. What If the School Has Closed?

If the school has closed, the student should determine where the records were transferred.

For basic education, records may be held by the school division office, successor school, or other authorized custodian.

For higher education institutions, records may be transferred to the Commission on Higher Education or to a designated custodian institution, depending on the circumstances.

The student may need to request:

certification of records;
transcript of records;
special order records, if applicable;
certified true copies;
correction or annotation based on official documents.

Changing a surname in records of a closed school may take longer because the current custodian may be limited to certifying or annotating existing records rather than reissuing original diplomas.

XV. Effect of the Change on Past Academic Acts

Changing a surname does not change the fact that the student enrolled, studied, completed requirements, or graduated under the previous name. The academic acts remain valid.

A corrected record simply establishes that the person previously recorded under one surname is legally the same person now using another surname or that the old entry contained an error.

The school may preserve both names in its records by using annotations such as:

“formerly known as”;
“also known as”;
“corrected from”;
“name changed pursuant to”;
“same person as.”

This protects the integrity of the academic record and helps prevent fraud.

XVI. Effect on Transcript of Records

A transcript of records is usually easier to update than a diploma. If the surname change is supported by proper documents, the registrar may issue a transcript under the corrected name or with an annotation.

Possible formats include:

corrected name only;
corrected name with former name in parentheses;
former name with annotation;
certification attached to the transcript.

For foreign use, students often prefer a transcript and certification showing both the old and new names to avoid questions from schools, employers, embassies, and credential evaluators.

XVII. Effect on Board Examinations and Professional Licensure

For graduates applying for licensure examinations, consistency of name is important. If the school record, birth certificate, and government ID show different surnames, the examining authority may require clarification or correction.

A student should update or reconcile records before filing board examination applications. Otherwise, delays may occur.

Useful documents include:

corrected transcript;
certification from school registrar;
PSA birth certificate;
marriage certificate;
affidavit of one and the same person;
court order or civil registry annotation;
valid government ID.

For professionals already licensed, updating the surname with the school does not automatically update professional records. A separate request may be necessary with the relevant professional regulatory body.

XVIII. Effect on Passport, Visa, and Foreign Credential Evaluation

Foreign institutions and immigration authorities often compare names across documents. A discrepancy between the diploma and passport may cause questions.

For example, a married woman may have:

diploma under maiden name;
passport under married name;
transcript under maiden name;
marriage certificate proving the change.

In many cases, a school certification plus PSA marriage certificate is sufficient. But some foreign agencies may require a corrected transcript or notarized affidavit.

For international use, the safest document set usually includes:

PSA birth certificate;
PSA marriage certificate or court order;
school certification of name discrepancy;
transcript of records;
diploma;
valid passport;
affidavit of one and the same person, if needed.

XIX. Data Privacy and Right to Rectification

Under data privacy principles, a student has an interest in having accurate school records. Schools should not knowingly maintain incorrect personal data when presented with valid proof of correction.

However, accuracy does not mean the school must accept any requested surname. The correction must be supported by legal or official documents.

The school must also protect the confidentiality of sensitive documents, especially those involving adoption, legitimacy, filiation, annulment, gender-related records, or family disputes.

Only authorized personnel should process the request. The school should not disclose the reason for the surname change to unauthorized persons.

XX. Minors and Parental Requests

For minor students, parents or legal guardians usually handle surname correction requests.

The school may require:

parent’s valid ID;
proof of authority as parent or guardian;
PSA birth certificate of the child;
court order, if guardianship or custody is relevant;
written request signed by the parent or guardian.

If parents disagree about the child’s surname, the school will usually follow the official civil registry record or require a court order. A school should not decide contested filiation, custody, or parental authority issues on its own.

XXI. Practical Problems and How They Are Handled

A. The Student Has Used the Wrong Surname for Many Years

If a student has long used a surname that does not match the birth certificate, the school may require civil registry correction or a court order before changing the record.

Long use alone may support a legal petition in some cases, but it does not automatically authorize the school to change official records.

B. The Diploma Uses a Nickname or Incomplete Name

If the diploma uses a nickname, shortened name, or incomplete surname, the student should request correction using the PSA birth certificate and school records. If the mistake was the school’s error, administrative correction may be possible.

C. The Student Wants to Remove the Father’s Surname

If the father’s surname appears in the birth certificate and school records, removal may involve filiation, legitimacy, or civil status issues. The school will likely require an amended civil registry record or court order.

D. The Student Wants to Use a Step-parent’s Surname

A step-parent’s surname cannot usually be used merely because the step-parent raised the child. Legal adoption or another recognized legal basis is generally required.

E. The Student’s Parents Are Separated

Separation of parents does not by itself change the child’s surname. The child’s surname remains governed by the birth certificate, legitimacy, acknowledgment, adoption, or court order.

F. The Student Wants to Use a Screen Name, Religious Name, or Preferred Name

A school may allow a preferred name in informal settings, but official records and diplomas usually require the legal name. A formal legal change of name may be necessary for official academic documents.

XXII. Sample Request Letter

A request letter may be written as follows:

The Registrar [Name of School] [Address]

Subject: Request for Correction/Change of Surname in School Records

Dear Registrar:

I respectfully request the correction/change of my surname in my school records from [old surname] to [correct/new surname].

I was enrolled in/graduated from [program/year level] during [school year or graduation year] under student number [student number, if any]. My records currently reflect the name [name appearing in school records]. However, my correct/legal name is [correct legal name], as shown in the attached documents.

In support of this request, I am submitting copies of the following:

PSA Certificate of Live Birth;

[Marriage Certificate/Court Order/Annotated Birth Certificate/Adoption Decree/etc.];

Valid government ID;

Affidavit of Discrepancy/One and the Same Person, if applicable; and

Other supporting documents.

I respectfully request that the correction be reflected in my [transcript of records/diploma/Form 137/Form 138/certificate of graduation/other records].

Thank you.

Respectfully,

[Signature] [Full Name] [Contact Number] [Email Address]

XXIII. Sample Affidavit of One and the Same Person

A basic affidavit may state:

I, [full name], of legal age, Filipino, and residing at [address], after being sworn in accordance with law, state:

That I am the same person referred to in certain school records as [name in school record];

That my correct/legal name is [correct legal name], as shown in my [PSA birth certificate/marriage certificate/court order/etc.];

That the discrepancy arose because [brief explanation];

That I am executing this affidavit to attest that [name in school record] and [correct legal name] refer to one and the same person;

That I am executing this affidavit in support of my request for correction/updating of my school records.

Affiant further sayeth none.

This affidavit should be notarized. The exact wording should be adjusted to the facts and documents of the person involved.

XXIV. Best Practices Before Requesting a Surname Change

Before approaching the school, the student should:

Secure a recent PSA copy of the birth certificate.
Check whether the PSA record already contains the correct annotation.
Gather all school records showing the discrepancy.
Prepare valid government IDs.
Determine whether the change is clerical or substantial.
Ask the registrar for the school’s specific checklist.
Keep photocopies and scanned copies of all submissions.
Request written acknowledgment of the filing.
Ask whether the diploma can be reissued or only certified.
Request a school certification if the diploma cannot be changed.

XXV. Key Distinctions

School Error

If the school made the mistake, the school may correct the record based on the PSA birth certificate and supporting documents.

Civil Registry Error

If the birth certificate is wrong, correct the birth certificate first.

Legal Change of Name

If the surname change is substantial, secure the proper civil registry annotation or court order before requesting school correction.

Married Name

A married woman may request use of married surname, but schools may treat diplomas already issued under the maiden name as historical records.

Diploma Reissuance

A corrected transcript or certification may be easier to obtain than a reissued diploma.

XXVI. Conclusion

Changing a surname on school records and a diploma in the Philippines is possible, but it depends on the legal basis for the change and the documents presented. The school’s role is not to determine a person’s surname independently but to align its records with legally recognized documents.

For simple typographical errors, the process may be administrative and straightforward. For changes involving marriage, legitimation, adoption, acknowledgment of paternity, reversion to maiden name, or court-ordered change of name, the school will require official proof. For substantial discrepancies rooted in the civil registry, the student must first correct or annotate the PSA or Local Civil Registrar record.

A diploma may not always be reissued, especially when the requested surname was acquired after graduation. In many cases, the practical solution is a corrected transcript of records and a registrar’s certification stating that the names refer to one and the same person.

The strongest approach is to first establish the correct legal surname through civil registry documents, then request the school to update or annotate its records accordingly.