Losing your high school diploma can create real stress when you need it for employment, further studies, TESDA or college enrollment, professional licensing, or opportunities abroad. Whether it disappeared during a house move, after a typhoon or flood, or simply cannot be located after many years, this situation is common among Filipinos and those who graduated from Philippine schools. A properly prepared Affidavit of Loss serves as the key sworn document that formally records the loss and supports your request for a replacement diploma, a certification of graduation, or further authentication. This guide provides clear, practical steps to create an effective affidavit tailored for a high school diploma, explains how to have it notarized, and shows exactly how to use it with your former school or DepEd to move forward.

What Is an Affidavit of Loss and Why It Matters for Your High School Diploma

An Affidavit of Loss is a formal sworn statement in which you declare under oath that your high school diploma has been lost, misplaced, or is beyond recovery despite your best efforts to find it. It is not a replacement for the diploma itself. Schools and the Department of Education (DepEd) treat it as supporting evidence when you apply for a duplicate or reconstructed diploma, a certification of completion, or Certification, Authentication, and Verification (CAV) needed for overseas use.

The document carries weight because it is executed under oath before a notary public. It helps prevent fraud by showing you have acted in good faith, made diligent searches, and have not transferred or misused the original. Institutions verify the facts independently using their records, but without this affidavit most schools will not process a replacement request.

Legal Framework Governing Affidavits of Loss in the Philippines

Affidavits are governed by the 2004 Rules on Notarial Practice (Supreme Court A.M. No. 02-8-13-SC, as amended). These rules set the standards for proper execution, identification of the affiant, and the notary’s duties. The affidavit also serves as documentary evidence under Rule 132 of the Revised Rules of Court.

Making false statements in an affidavit can expose you to criminal liability for perjury under Article 183 of the Revised Penal Code. For basic education records, DepEd policies guide the release and reconstruction of diplomas, particularly for CAV purposes. Relevant references include DepEd Order No. 48, s. 2017 on CAV procedures and related regional memoranda on second issuance or reconstructed diplomas when originals are lost. Schools must also comply with the Data Privacy Act of 2012 (RA 10173) when handling student records.

While no single Republic Act specifically mandates an affidavit solely for high school diplomas, it is the long-established administrative requirement and accepted nationwide practice for requesting replacements or certifications.

Step-by-Step Guide to Creating Your Affidavit of Loss

1. Gather the Necessary Information

Prepare these details before drafting:

Your full legal name, civil status, age, nationality, occupation, and complete current address.
Exact name of the high school (including any previous names), graduation year or date of completion, and any known diploma serial number or issuance date.
Circumstances of the loss: When and where you last saw or used the diploma, when you discovered it missing, and the specific situation (misplaced during a move, damaged by flood or fire, stolen from a bag or vehicle, etc.).
Description of your diligent search efforts (searched old boxes, cabinets, asked family members, checked previous residences, etc.).
The exact purpose (e.g., request for duplicate diploma from the school, CAV processing, job application, or further studies).

If the diploma was stolen, obtain a police blotter or report first from the nearest police station. Many schools and DepEd offices prefer or require this distinction between theft and simple loss.

2. Draft the Affidavit

Use legal-sized bond paper and type or neatly handwrite the document. Follow this standard structure used across the Philippines:

REPUBLIC OF THE PHILIPPINES
City/Municipality of [Your City/Municipality] ) S.S.

AFFIDAVIT OF LOSS OF HIGH SCHOOL DIPLOMA

I, [Your Full Name], of legal age, [single/married], Filipino, and a resident of [complete current address], after having been duly sworn to in accordance with law, do hereby depose and say:

That I finished my secondary (high school) education at [Exact Name of School] and graduated/completed thereat in [Year or School Year];
That as proof of the said completion/graduation, I was issued a High School Diploma by the said school [add serial number or issuance details if known];
That on or about [date you discovered the loss], at [place where you realized it was missing], I discovered that the said High School Diploma was lost/misplaced/stolen under the following circumstances: [detailed, truthful narrative, e.g., “It was stored in a cabinet in my previous residence in [place] and, despite thorough searches in all my belongings, old boxes from previous moves, and inquiries with family members, it could not be located and is now beyond recovery.”];
That I have exerted diligent efforts to locate and recover the said High School Diploma but to no avail;
That the said High School Diploma has not been pledged, sold, transferred, or used for any unlawful purpose, and I have not executed any document affecting the same;
That in the event the said High School Diploma is hereafter found or recovered, I undertake to immediately surrender or forward the same to the said school for its appropriate disposal or cancellation;
That I am executing this Affidavit to attest to the truth of the foregoing and to support my request for a replacement/duplicate High School Diploma or Certification of Graduation/Completion from [School Name] [and/or for CAV processing with the Department of Education, or for employment/further studies abroad, as applicable].

IN WITNESS WHEREOF, I have hereunto set my hand this [date] day of [month], 20**__**, at [city/municipality], Philippines.

[Your Signature]
[Your Printed Full Name]
Affiant

SUBSCRIBED AND SWORN TO before me this [date] day of [month], 20**__**, at [city/municipality], Philippines, the affiant exhibiting to me his/her competent evidence of identity by way of [government-issued ID type and number, e.g., PhilID / Passport No. XXXXX issued on date at place].

Doc. No. _____;
Page No. _____;
Book No. ___;
Series of 20.

[Signature and seal of Notary Public]
Notary Public
Until [expiration date]
PTR No. [number]; Roll No. [number]
Issued at [place] on [date]

Tailor every detail to your situation. Vague statements reduce credibility. Be specific and truthful.

3. Have the Affidavit Notarized

Print at least three to five copies. Personally appear before any commissioned notary public (available in most cities and municipalities, often near courts, in malls, or law offices). Present one or more valid government-issued IDs with photo and signature (PhilID, passport, driver’s license, UMID, or voter’s ID). The notary will administer the oath, witness your signature, and complete the jurat.

Notarization fees typically range from PHP 100 to PHP 500, depending on the notary and location. Some notaries charge a flat rate; others per page. The process usually takes 15–45 minutes if documents are ready.

How to Use the Notarized Affidavit to Get a Replacement or Certification

Contact or visit the graduating high school (the school that actually issued the diploma). This is almost always the primary custodian of your records.

Typical steps at the school:

Ask the registrar or records section for their current requirements and forms for a “duplicate diploma,” “certification of graduation/completion,” or “certified true copy of diploma.”
Submit the original notarized Affidavit of Loss, valid government ID(s), a formal request letter or accomplished school form stating your purpose, and any additional proofs they request (old report card/Form 138, yearbook photo, Learner Reference Number if known, or birth certificate for verification).
Pay any applicable processing or certification fees (often minimal or none in public schools; private schools may charge PHP 200–2,000+ depending on the document).
The school will verify its records and issue either a duplicate diploma (sometimes marked as such) or, more commonly, an official Certification of Graduation/Completion with the school seal, authorized signature, and date. This certification usually serves the same practical purpose as the original diploma for most local uses.

For closed, merged, or hard-to-reach schools: Approach the DepEd Schools Division Office (SDO) that has jurisdiction over the former school’s location. The SDO maintains or can access archived records and can issue the necessary certification. Provide the same supporting documents, including your affidavit.

For CAV (Certification, Authentication, and Verification) needed for abroad employment, further studies, or DFA apostille: The school first issues the certification or reconstructed diploma supported by your affidavit. DepEd then authenticates it. In cases of lost originals, DepEd guidelines often allow issuance of a reconstructed diploma specifically for CAV purposes only upon presentation of the affidavit and other proofs of graduation. Processing involves additional layers and can take longer.

If you are abroad: Execute the affidavit before a Philippine consular officer (embassy or consulate notary services) or, if in a country that is part of the Apostille Convention, before a local notary followed by apostille. You may also execute a Special Power of Attorney (SPA) authorizing a representative in the Philippines to process everything on your behalf. The SPA itself usually requires notarization and apostille.

Common Pitfalls, Challenges, and Real-Life Scenarios

Many people encounter delays because of incomplete or inconsistent information. Common issues include:

Failing to state “diligent search” efforts clearly.
Using a generic template without tailoring the loss story or purpose.
Submitting only a photocopy instead of the original notarized affidavit.
Name spelling discrepancies (address with a separate Affidavit of Discrepancy plus PSA birth certificate or marriage contract).
Not distinguishing between simple loss and theft (some institutions prefer or require a police report for theft cases).

Real-life scenarios include diplomas lost during frequent OFW family moves, destroyed or damaged by typhoons and floods (very common in many provinces), stolen from vehicles or bags, or simply misplaced decades ago and never needed until a job or migration opportunity arose. In all these cases, a well-drafted affidavit that honestly describes the circumstances and your search efforts is accepted.

Practical tips: Call or email the school first to confirm exact requirements before traveling. Request multiple certified copies once issued. Keep digital scans of the affidavit and all supporting documents. Follow up politely but persistently—old records sometimes require manual verification and can take several weeks to a couple of months.

Required Documents, Estimated Costs, and Timelines

For creating and notarizing the affidavit:

Valid government-issued photo ID
Detailed notes on your graduation and loss circumstances
Notary fee: PHP 100–500 (typical)
Time: Same day (30–60 minutes)

For school or DepEd replacement/certification request:

Original notarized Affidavit of Loss
1–2 valid government IDs
Request letter or school form
Supporting proofs (old school records, photos, or birth certificate if needed)
Police blotter (if stolen)
Fees: Usually low or none in public schools; PHP 200–2,000+ in private schools for processing and certification
Timeline: 3 days to 8 weeks (longer for very old records or peak seasons)

Additional for CAV or apostille: Extra DepEd authentication steps and possible DFA apostille (fees and timelines vary; check current DFA requirements).

Frequently Asked Questions

Do I really need an Affidavit of Loss to get any copy of my high school diploma?
Yes, in almost all cases when the original is lost. Schools and DepEd require it as proof of good faith before issuing a duplicate or certification.

Can I make an Affidavit of Loss without a notary public?
No. It must be signed and sworn to before a commissioned notary public (or authorized officer such as a consular official abroad) to have legal effect.

How detailed should the description of the loss be?
Be as specific and truthful as possible. Include when and where you last saw it, when you discovered it missing, and concrete steps you took to search for it. Vague statements like “I just lost it” are often insufficient.

Is a police report always required together with the affidavit?
Not always. Many schools accept the affidavit alone for simple loss or misplacement. A police blotter or report is more commonly requested or preferred when the diploma was stolen.

What if my high school has already closed?
Go to the DepEd Schools Division Office (SDO) with jurisdiction over the school’s former location. They can verify records from archives and issue the necessary certification upon submission of your affidavit and other proofs.

Can I use the affidavit itself for job applications or enrollment while waiting for the replacement?
Some employers or schools may provisionally accept a notarized affidavit plus other proofs (old report cards, photos, or a certification from the school), but most will eventually require the official school-issued certification or duplicate. Ask the requesting party what they will accept.

How much does the whole process usually cost?
Notarization PHP 100–500. School processing and certification fees range from minimal (public schools) to a few thousand pesos (private schools). CAV and apostille add more. Total out-of-pocket cost is often under PHP 3,000–5,000 for most people.

If I am living or working abroad, can I still process everything?
Yes. Execute the affidavit before a Philippine consular officer or use a properly notarized and apostilled Special Power of Attorney to authorize someone in the Philippines to handle the school and DepEd steps for you.

What happens if I find the original diploma later?
The affidavit usually contains an undertaking to surrender it to the school. Contact the school immediately and turn it over so they can cancel or properly dispose of the duplicate they issued.

Does this process apply to Senior High School (SHS) diplomas under K to 12?
Yes. The same affidavit and school/DepEd procedures apply to SHS diplomas and certifications.

Key Takeaways

A notarized Affidavit of Loss is the essential first document for requesting a replacement high school diploma or certification from your former school or DepEd.
Draft it with complete personal details, specific graduation information, a clear and honest account of the loss and your diligent search efforts, a good-faith declaration, and a precise statement of purpose.
Personally appear before a notary public with valid government ID to execute the affidavit; print multiple copies.
Submit the original notarized affidavit to your graduating high school (or the appropriate DepEd SDO if the school is closed) together with ID and any other required proofs.
For CAV or use abroad, expect additional DepEd authentication steps; reconstructed documents are often issued specifically for this purpose when the original is lost.
Be thorough, truthful, and proactive—contact the school early to confirm their exact current requirements, as minor variations exist.
The process is straightforward and widely used across the Philippines; following these steps positions you well to obtain the documents you need without unnecessary delays.

Start by reaching out to your old high school today. With a properly prepared affidavit and the right supporting documents, you can resolve this and move forward with your next steps.