Losing a high school diploma to fire, flood, theft, typhoon, transfer of residence, or simple misplacement is a common problem in the Philippines. The concern usually becomes urgent when the document is needed for employment, board examination applications, passport processing support documents, college enrollment, migration papers, scholarship applications, or government transactions.

In Philippine practice, the first thing to understand is this: in many cases, the school does not issue a “second original diploma” in the same way as the first one. What is commonly available instead is one or more of the following:

a school-certified copy of the diploma, if the school still has a record or duplicate;
a certification that the student graduated;
a certification of completion;
a Form 137 or permanent record;
a Form 138 or report card, if still available;
a Transcript of Records or scholastic record, where applicable;
an affidavit of loss or affidavit explaining destruction by fire;
a certification from the school principal, registrar, or records custodian;
in some cases, authentication or certification from the Schools Division Office or other education authority.

Because of this, the legal and practical issue is usually not “Can I get the exact same diploma reprinted?” but rather “What replacement document will the school and authorities legally recognize as proof that I graduated from high school?”

I. Basic legal and administrative reality

A diploma is a school-issued credential evidencing graduation. The original copy handed to the student at graduation is generally treated as the ceremonial and official original. Once lost or destroyed, the replacement process depends heavily on:

whether the school still exists;
whether the school is public or private;
whether the school has complete records;
whether the records were also destroyed in the same fire or disaster;
whether the student graduated under the old basic education system or under K to 12;
whether the school is under the Department of Education;
whether the school has a registrar or only a principal/records custodian;
whether the requesting institution specifically requires a diploma or will accept a certification of graduation.

In the Philippines, agencies and employers often accept Certification of Graduation or certified school records in place of a lost diploma, especially where the school explains that a reissued diploma is no longer possible or no second original is issued as a matter of policy.

II. Difference between a lost diploma and destroyed school records

These are two very different situations.

A. The diploma was lost, but the school records still exist

This is the easier case. The school can usually issue proof of graduation based on its archives, permanent records, graduation lists, or student registers.

B. The diploma was destroyed, and the school records were also burned or lost

This is more difficult. The applicant may need to reconstruct educational history using:

old report cards;
Form 137/138 copies from another school;
yearbook entries;
graduation programs;
class pictures with graduation captions;
certifications from former principals, teachers, or classmates;
records held by the Schools Division Office;
records previously forwarded to colleges, employers, or other institutions;
records from the private school owner/operator or successor school;
documents from the PSA, civil registry, or local government to support identity and timeline.

When records are gone, the goal becomes record reconstruction and official certification, not merely reprinting a diploma.

III. What document can replace a lost diploma?

In practice, these are the most commonly accepted substitute documents in the Philippines.

1. Certification of Graduation

This is often the most useful replacement. It states that the person completed the required secondary education and graduated from the school on a stated date or school year.

This is frequently accepted by employers, schools, and government offices.

2. Certified True Copy of Diploma

If the school kept a duplicate image, stub, or ledger entry and has a policy allowing it, the school may issue a certified true copy. This is not always available.

3. Form 137 or Permanent Record

This is a strong proof of completion of secondary education and is often more reliable administratively than a replacement diploma.

4. Form 138 or Report Card

This may help, especially when it shows final promotion or completion, though it is usually less preferred than a certification of graduation or permanent record.

5. Transcript or Scholastic Record

Some secondary schools, especially private ones with more formal registrarial systems, may issue a transcript-like record.

6. School Certification with Dry Seal

A registrar’s or principal’s certification bearing the school seal is often the practical solution.

IV. Where to file the request

The starting point is almost always the last school attended from which the student graduated.

For public high schools

The request is usually made through:

the school principal;
the school records custodian;
the registrar, if any;
sometimes the Schools Division Office if the school’s archival records were transferred or are incomplete.

For private high schools

The request is usually made through:

the registrar;
the principal;
the records officer;
the school administration.

If the private school has closed, the records may have been transferred to another custodian or to the relevant education authority. The applicant may need to find out where the academic records were deposited.

V. Standard requirements usually asked for

Requirements vary by school, but these are the documents commonly requested:

Written request letter addressed to the principal, registrar, or records custodian.
Valid government-issued ID to prove identity.
Affidavit of Loss if the diploma was lost, misplaced, stolen, or cannot be found.
Affidavit or incident explanation if the diploma was destroyed in a fire, flood, or other disaster.
Barangay certification, police report, or fire incident proof not always required, but some schools ask for this if the document was lost due to theft or fire.
Birth certificate especially if there is a discrepancy in name, date of birth, or civil status.
Authorization letter and ID if someone else will claim the document.
Old school documents such as report cards, old ID, yearbook page, class picture, graduation program, school receipt, alumni documents, or college records showing the secondary school graduated from.
Payment of school or certification fee if applicable.

VI. Affidavit of Loss: when it is needed

An affidavit of loss is a notarized statement explaining:

what document was lost;
when it was discovered missing;
where it was last kept;
the circumstances of the loss;
that despite diligent search, it cannot be found;
the purpose for which a replacement certification is being requested.

If the document was destroyed by fire rather than lost, the affidavit should state that fact clearly. It is better described as an affidavit of destruction due to fire or an affidavit explaining the incident, though many offices still loosely call it an affidavit of loss.

The affidavit is important because schools and agencies want a formal record that the original can no longer be produced and that the requester is not trying to obtain multiple originals for improper use.

VII. Fire, flood, typhoon, and disaster cases

When the diploma was destroyed in a house fire or similar event, schools sometimes ask for supporting proof such as:

fire incident certification from the Bureau of Fire Protection;
barangay certification;
insurance claim record, if any;
photographs, if available;
affidavit narrating the event.

This is not always mandatory, but it can help, especially when requesting special consideration or expedited issuance.

When the school’s own records were also destroyed in the same disaster, the process becomes more evidentiary. The applicant may need to assist the school in reconstructing the record.

VIII. Can the school issue another original diploma?

Usually, schools are cautious about issuing a “second original.” Many will refuse to reproduce the diploma in original form and will instead issue:

a certification of graduation;
a certified copy based on records;
a reissued diploma marked as “duplicate,” “reissued,” or “replacement,” if their internal policy allows it.

There is no universal practice across all Philippine schools. Much depends on school policy and record integrity. The safer legal assumption is that the school may provide equivalent proof of graduation, not necessarily an exact substitute original diploma.

IX. If the school refuses to issue a replacement

The first question is what exactly the school is refusing.

A. If the school refuses to issue a second original diploma

That may be within its policy, provided it is willing to issue proper certifications and records.

B. If the school refuses to issue any proof of graduation despite existing records

The requester should elevate the matter in writing:

first to the principal or registrar;
then to the school head or school owner, if private;
then to the Schools Division Office, if appropriate;
and, where necessary, to the relevant education authority for administrative assistance.

The applicant should keep copies of all requests and receipts.

X. If the school has closed permanently

This is common with older private schools.

In that case, the key issue is: Who has custody of the records now?

Possible record custodians include:

a successor school;
the former owner/operator;
a school association or corporate entity;
the Department of Education field office;
the Schools Division Office;
another repository designated when the school ceased operations.

The former student should prepare:

complete school name;
school address;
year of graduation;
complete name used in school;
birth date;
names of parents, if relevant;
former classmates or teachers who can identify the record;
any old documents proving attendance.

The more precise the details, the easier it is to trace the archive.

XI. If the name on the school record is wrong or outdated

This is very common where the student’s records contain:

misspelled name;
missing middle name;
use of maiden name or nickname;
discrepancy with PSA birth certificate;
correction after legitimation, adoption, or court-authorized change of name.

In these cases, schools often require supporting civil documents before issuing corrected certifications. Depending on the nature of the discrepancy, the applicant may need:

PSA birth certificate;
marriage certificate;
annotated civil registry documents;
court order;
administrative correction documents;
valid IDs.

A person should not assume the school will instantly alter old records. The school may instead issue a certification stating that “X appearing in school records and Y appearing in the PSA record refer to one and the same person,” if supported by documents and allowed by policy.

XII. If the requester is abroad

A former student outside the Philippines may usually process the request through:

an authorized representative in the Philippines;
a notarized or consularized authorization;
copy of passport or valid ID;
school-prescribed request forms;
courier arrangements.

Some schools accept scanned requests by email first, but still release only to an authorized person or through courier.

XIII. Documentary hierarchy: what to request first

A practical order of request is:

Certification of Graduation
Certified True Copy of Diploma, if available
Form 137 / Permanent Record
Form 138 / Report Card
Any registrar or principal certification confirming graduation details

This order matters because some institutions insist on a diploma only out of habit; once given a formal certification of graduation with seal and signature, they often accept it.

XIV. Suggested contents of a request letter

A good request letter should state:

full name used in school;
current legal name, if different;
date and place of birth;
school year of graduation;
section or strand, if known;
purpose of request;
whether the diploma was lost, burned, flooded, stolen, or otherwise destroyed;
documents attached;
request for certification or replacement credential.

The request should be polite and precise. Schools respond better to exact information than to general pleas.

XV. Processing time and fees

There is no uniform national processing time for all schools. It may range from a few working days to several weeks depending on:

age of the record;
whether the records are archived offsite;
whether the school is still operational;
whether the request is for plain certification or detailed record reconstruction;
whether approvals are needed from a principal, registrar, or division office.

Fees also vary. Public schools may charge minimal certification fees or none in some cases, while private schools may impose records search, certification, mailing, and administrative charges.

XVI. Evidence useful in reconstructing lost records

When both diploma and school records are missing, the following can help establish graduation:

old report cards;
school IDs;
graduation photos;
yearbook listing;
commencement program;
alumni association records;
college admission papers showing high school completed;
old employment records;
SSS, GSIS, or government forms where educational attainment was earlier declared;
affidavits from teachers or classmates;
old transfer credentials;
community knowledge supported by barangay or local records.

These do not automatically replace school records, but they can support the school or authority in reconstructing the file.

XVII. Public versus private school distinctions

Public school

Records are often retained within the school system, though older files may be incomplete. Coordination with the Schools Division Office may be necessary.

Private school

Records management may be more formal in some schools, but closure or transfer of ownership can complicate retrieval. The applicant may need to locate the present legal custodian of school archives.

XVIII. K to 12 and older graduates

Older graduates under the pre-K to 12 curriculum and newer senior high graduates may encounter different document labels, but the core principle is the same: proof of completion is established through official school records.

A person should request records based on the education level actually completed:

junior secondary/high school under the old system;
junior high school or senior high school under K to 12, as applicable.

XIX. Institutions that usually accept substitute proof

In Philippine practice, the following often accept certification-based substitutes, subject to their own rules:

employers;
colleges and universities;
scholarship offices;
training centers;
government agencies;
licensure-related institutions when only educational proof is needed.

Still, each receiving office may have its own checklist. It is wise to ask whether they accept:

certification of graduation;
certified true copy;
Form 137;
registrar certification with seal;
affidavit plus school certification.

XX. Notarial and evidentiary value of an affidavit

An affidavit of loss does not, by itself, prove graduation. It only proves that the affiant is formally declaring the loss or destruction of the document. The actual proof of graduation still comes from official school records and certifications.

This distinction is important. Some people mistakenly think that once they have an affidavit of loss, they can demand a new diploma as a matter of right. The affidavit only supports the request; it does not create the school record.

XXI. Can a person use photocopies of the old diploma?

A plain photocopy may help as supporting evidence, especially when paired with a school certification, but a photocopy alone is usually weak unless authenticated by the school. If the requester still has a scanned image or photocopy, it should be submitted to the school because it may help them confirm layout, graduation year, signatures, and registry details.

XXII. Fraud, falsification, and caution

Because educational credentials are sensitive documents, schools are strict for good reason. A requester should never:

alter a scanned diploma;
manufacture a duplicate;
change dates or honors;
misrepresent school details;
submit false affidavits.

Philippine law treats falsification of documents and use of falsified documents seriously. The legally safe route is always to obtain records directly from the school or lawful records custodian.

XXIII. What to do when no diploma can be reissued at all

If the school says it cannot reprint or reissue the diploma, the requester should ask for the strongest available package of substitute documents, such as:

Certification of Graduation;
Form 137 or permanent record;
certification explaining that the original diploma was lost/destroyed and that the school does not issue second originals;
copy of graduation entry from school register, if available;
school seal and official signature.

This often satisfies the receiving institution.

XXIV. Best-practice package for a lost-or-burned diploma request

A legally prudent applicant in the Philippines should usually prepare the following:

notarized affidavit of loss or destruction by fire;
photocopy of valid ID;
PSA birth certificate, if needed for identity matching;
old report card or any surviving school document;
written request letter;
authorization documents, if represented by another person;
fire or barangay certification, when relevant.

Then request from the school:

Certification of Graduation;
certified true copy of diploma, if available;
Form 137 or equivalent permanent record;
certification regarding the school’s policy on reissuance.

XXV. Sample affidavit language points

A proper affidavit should state facts, not conclusions. It should mention:

the affiant’s name, age, nationality, and address;
that the affiant graduated from a named high school in a certain year;
that the original diploma was kept in a particular place;
that it was destroyed in a fire on a specified date, or discovered missing on a specified date;
that efforts were made to find or recover it;
that it can no longer be produced;
that the affidavit is executed to support the request for replacement proof of graduation.

XXVI. Sample request letter

[Date]

The Principal / Registrar [Name of School] [Address]

Subject: Request for Replacement Proof of High School Graduation

Dear Sir/Madam:

I am [full name], who graduated from [name of school] in [school year/year]. My original high school diploma was lost / destroyed in a fire / destroyed in a flood. Because of this, I am respectfully requesting the issuance of any available official proof of my graduation, such as a Certification of Graduation, Certified True Copy of Diploma, and/or Form 137/permanent record.

For verification, my details are as follows:

Name used in school: [name]
Current legal name: [name, if different]
Date of birth: [date]
Year/section: [if known]
Purpose of request: [employment/school application/etc.]

Attached are copies of my valid ID and supporting documents, including my Affidavit of Loss / Affidavit of Destruction by Fire.

I hope for your favorable action.

Respectfully, [Name] [Signature] [Contact details]

XXVII. Common practical problems

“The school says they only issue Form 137, not diplomas.”

That is common. Ask whether the receiving institution will accept it together with a certification of graduation.

“The school principal has changed several times and no one can find my file.”

Ask for a written update and escalate to the Schools Division Office or the lawful school authority.

“The school has closed.”

Trace the archive custodian and prepare alternate evidence of attendance and graduation.

“My records use a different spelling of my name.”

Bring PSA and other civil documents and request reconciliation.

“The employer insists on a diploma only.”

Ask the school for a certification explaining that the diploma was lost and that the school’s official replacement proof is the certification or permanent record.

XXVIII. Legal character of school certifications

A certification issued by the school principal, registrar, or authorized records custodian in the regular course of duty carries significant evidentiary value. It is generally the most defensible replacement document because it comes from the official source of the academic record.

That is why, in many Philippine settings, a school certification with seal is more legally useful than an informal duplicate diploma printout with unclear provenance.

XXIX. Step-by-step practical procedure

Identify the exact school from which you graduated.
Contact the school principal, registrar, or records office.
Ask what replacement proof they issue for a lost or burned diploma.
Prepare your affidavit of loss or affidavit of destruction by fire.
Gather ID and any surviving school documents.
File a written request.
Pay the required certification or records fee.
Follow up for issuance of certification, Form 137, or certified copy.
If records are incomplete, help reconstruct them with supporting evidence.
If the school is closed or uncooperative, elevate to the proper educational authority or lawful records custodian.

XXX. Bottom line

In the Philippines, the realistic legal remedy for a lost or fire-destroyed high school diploma is usually not the issuance of a brand-new original diploma, but the issuance of official substitute proof of graduation by the school or lawful records custodian. The strongest and most commonly accepted replacements are:

Certification of Graduation
Certified school records
Form 137 or permanent record
Certified true copy of diploma, if available

The applicant’s job is to establish identity, explain the loss or destruction through affidavit and supporting papers, and request the most authoritative school-issued record available. Where school records still exist, the process is usually manageable. Where the records themselves have been lost, the problem becomes one of educational record reconstruction through secondary evidence and coordination with the proper education authorities.

A lost diploma is inconvenient, but it does not erase the fact of graduation. The law and administrative practice focus on proving that fact through official records, certifications, and trustworthy documentary evidence.