Losing a diploma, transcript, Form 137/SF10, TESDA certificate, or other school credential is stressful, especially when you need it for employment, board exams, migration, school transfer, or visa processing. In the Philippines, however, replacing a lost school credential is usually an administrative records process, not a court case. The practical steps are: identify the exact document you need, request it from the correct issuing school or agency, prepare proof of identity and a notarized Affidavit of Loss when required, and secure Certification, Authentication, and Verification or DFA Apostille if the document will be used abroad.

First, Know What Kind of School Credential You Lost

People often say “lost diploma,” but employers, embassies, licensure boards, and schools may actually need a different record. Before paying fees or preparing affidavits, confirm what the receiving office is asking for.

Credential	What it proves	Usual issuing office	Common use
Diploma	You completed a course, grade level, degree, or program	School registrar or records office	Employment, graduation proof, visa or migration file
Transcript of Records (TOR)	Your subjects, grades, units, degree, and graduation details	College/university registrar	Employment, graduate school, PRC, foreign credential evaluation
Form 137 / SF10	Permanent basic education record	Last school attended, usually through school-to-school or DepEd process	Transfer, enrollment, work, migration
Form 138 / Report Card	Grades for a school year or semester	School	Enrollment or proof of school attendance
Certificate of Graduation / Completion	Formal certification that you graduated or completed a program	School registrar/principal	Substitute when diploma reprint is unavailable
TESDA NC/COC	Competency certification for technical-vocational qualifications	TESDA issuing office	Work, overseas employment, skills verification
CAV	Government verification of academic records	CHED, DepEd, TESDA, or authorized school/agency	DFA Apostille, foreign use
DFA Apostille	Authentication of a Philippine public document for use abroad	Department of Foreign Affairs	Foreign employers, embassies, schools, licensing boards

A diploma is often ceremonial. For many official purposes, a certified true copy of the diploma, Transcript of Records, or Certificate of Graduation may be more useful than a newly printed diploma. Ask the receiving office whether it needs the original, a certified true copy, a replacement copy, CAV, Apostille, or all of them.

Legal Basis: Your Right to School Records in the Philippines

Philippine law recognizes a student’s right to access school records and receive official academic documents. Batas Pambansa Blg. 232, also known as the Education Act of 1982, gives students the right of access to their own school records and the right to the issuance of official certificates, diplomas, transcripts, grades, transfer credentials, and similar documents within 30 days from request. (Lawphil)

That right does not mean the school must instantly print a new ceremonial diploma on demand. Schools may still require identity verification, clearance, payment of lawful document fees, validation of records, and compliance with school procedures. But the school should not ignore a proper request for official records.

School records are also protected personal data. Under Republic Act No. 10173, the Data Privacy Act of 2012, information about a person’s education is treated as sensitive personal information, and data subjects have rights to access and correct their personal information. This is why schools commonly require valid IDs, written authorization, or a Special Power of Attorney before releasing records to another person. (National Privacy Commission)

Different agencies supervise different levels of education:

Level or credential	Main government agency	Legal or regulatory basis
Elementary, junior high, senior high, ALS, PEPT	Department of Education (DepEd)	RA 9155, Governance of Basic Education Act of 2001; DepEd Orders
College, university, graduate school	Commission on Higher Education (CHED)	RA 7722, Higher Education Act of 1994; CHED CAV rules
Technical-vocational certificates	TESDA	RA 7796, TESDA Act of 1994
Documents for use abroad	DFA	Apostille/authentication rules

RA 9155 makes DepEd responsible for basic education governance and access to quality basic education. (Lawphil) RA 7722 created CHED as the government body for higher education, including policies and standards for colleges and universities. (Lawphil) RA 7796 created TESDA to oversee technical education and skills development, including certification and accreditation programs. (Lawphil)

What “Replacement” Usually Means

In practice, schools use different terms:

Duplicate diploma – a newly issued copy, often marked “Duplicate,” “Replacement,” or “Second Copy.”
Certified true copy – a photocopy or scanned copy certified by the registrar as a true copy of the school’s record.
Certificate of Graduation or Completion – a school certification stating that you graduated, completed a course, or earned a degree.
Transcript of Records – the official detailed academic record, often more important than the diploma.
CAV copy – records verified by the school and authenticated through CHED, DepEd, or TESDA for foreign use.

Some schools no longer reprint old-style diplomas, especially if the signatories are deceased, the school name changed, the old diploma template is unavailable, or the records are decades old. In those cases, the registrar may issue a Certificate of Graduation, Certified True Copy, or official transcript instead.

Step-by-Step Guide to Replacing a Lost Diploma or School Credential

1. Contact the Correct Records Office

Start with the institution that issued the credential:

For college or graduate school: the Office of the Registrar.
For elementary or high school: the school registrar, records office, principal’s office, or school division process.
For ALS or PEPT records: the school division office or DepEd office handling ALS/PEPT records.
For TESDA NC/COC: the TESDA district or provincial issuing office that issued the certificate.
For a closed college or university: the CHED Regional Office covering the school’s location.
For a closed basic education school: the DepEd Schools Division Office where the school was located.

When contacting the office, give complete details:

Full name used during enrollment
Current name, if different
Date of birth
Student number or Learner Reference Number (LRN), if known
Course, degree, strand, grade level, or qualification
Year graduated or last attended
Campus or branch
Purpose of request
Whether the document is for local use or abroad

2. Ask What Exact Replacement They Can Issue

Do not assume the school will issue a fresh original diploma. Ask:

Can the school issue a duplicate diploma?
Will it be marked “duplicate” or “replacement”?
Can it issue a certified true copy instead?
Can it issue a Certificate of Graduation or Completion?
Is a TOR required together with the diploma?
Is CAV available or required?
What are the fees, release date, and claiming rules?

This matters because some employers accept a Certificate of Graduation, while foreign credential evaluators often require TOR plus diploma plus CAV or Apostille.

3. Prepare the Usual Requirements

Requirements vary by school, but most offices ask for some combination of the following:

Requirement	Why it is needed	Practical note
Written request or school form	Creates a formal record of your request	Use the school’s official request form if available
Valid government ID	Confirms your identity	Passport, driver’s license, UMID, PhilID, PRC ID, SSS, GSIS, voter’s ID, or other accepted ID
Notarized Affidavit of Loss	Explains that the original was lost	Commonly required for lost diploma, TOR copy, or TESDA certificate
Recent photo	Used for replacement certificate or school file	Follow size and background required by the office
Authorization letter or SPA	Needed if a representative will transact for you	SPA is safer for high-value or foreign-use documents
IDs of applicant and representative	Prevents unauthorized release	Provide clear photocopies
PSA birth certificate or marriage certificate	Helps resolve name discrepancies	Useful if name changed after marriage or correction
Old damaged credential	Needed if the credential is damaged, not lost	TESDA expressly requires the original for damaged NC/COC replacement
Official receipt	Proof of payment	Keep it until release
Clearance	Confirms no pending school accountability	Common for colleges and private schools

For TESDA lost National Certificates or Certificates of Competency, TESDA’s published replacement process requires a Letter of Request, duly notarized Affidavit of Loss, and one colored passport-size picture, submitted to the TESDA issuing office. TESDA also states that certificates must be released directly to the applicant, or to a representative with a Special Power of Attorney, official receipt, and valid ID. (TESDA)

4. Execute a Proper Affidavit of Loss

An Affidavit of Loss is a sworn written statement explaining that a document was lost despite diligent search. It is usually notarized, which means a notary public verifies your identity and administers the oath.

A good Affidavit of Loss should state:

Your complete name, address, citizenship, and ID details
The exact credential lost, such as “Bachelor of Science in Nursing diploma issued by ___”
The school, campus, course, and year of graduation
When and where you last had the document, if known
How you discovered it was lost
That you made diligent efforts to find it
That it has not been sold, pledged, surrendered, or intentionally transferred
That you need the affidavit to request a replacement or certified copy

Under the 2004 Rules on Notarial Practice, notarization generally requires personal appearance and competent evidence of identity. (Lawphil) Do not sign the affidavit before appearing before the notary unless the notary specifically instructs you based on proper procedure.

Be truthful. A false Affidavit of Loss may expose a person to perjury under Article 183 of the Revised Penal Code, as amended by RA 11594, because the affidavit is a sworn statement on a material matter. (Lawphil) Fake diplomas, altered TORs, and fraudulent school records may also create exposure for falsification under Articles 171 and 172 of the Revised Penal Code. (Lawphil)

5. Submit the Request and Pay the Fee

Submit the requirements through the school’s official channel. Depending on the institution, this may be:

In person at the registrar’s office
Through an online document request portal
By email with later physical submission
Through courier
Through an authorized representative
Through the receiving school, especially for Form 137/SF10 transfers

Ask for an official receipt, claim slip, ticket number, or email confirmation. Save screenshots of online requests and proof of payment.

6. Claim the Replacement or Certified Copy

When claiming, bring:

Original valid ID
Official receipt
Claim stub or reference number
Authorization or SPA, if claiming for someone else
Photocopies of IDs, if required

Inspect the document before leaving. Check spelling, birth date, degree or grade level, graduation date, school name, signatures, seal, and remarks such as “duplicate copy.” If something is wrong, report it immediately and ask for the correction process.

Special Rules for College or University Diplomas

For higher education credentials, the school registrar is the key office. The registrar confirms whether the student graduated, whether the program had authority or recognition, and whether the school can issue a replacement diploma, TOR, or certification.

If the document will be used abroad, CHED’s CAV process may be needed. CHED’s eCAV requirements include certified true copies of the Official Transcript of Records and Diploma or Certificate of Graduation signed by the current higher education institution registrar. (CHED eCAV)

CHED regional procedures commonly require the applicant to submit the diploma and TOR to the private higher education institution or local university/college first, after which the registrar certifies authenticity and endorses the documents to CHED. For foreign use, CHED releases the CAV in a sealed envelope for DFA processing. (CHED Caraga)

If the college or university has closed, contact the CHED Regional Office for the location where the school operated. CHED guidance for closed higher education institutions commonly directs requesters to the concerned CHED Regional Office for assistance because the original TOR is normally issued by the HEI, but CHED may guide applicants on available records and closure certification. (www.foi.gov.ph)

Special Rules for Elementary, High School, ALS, and PEPT Records

For basic education records, the common documents are:

Elementary or high school diploma
Form 137 or SF10
Form 138 or report card
Certificate of Enrollment, Completion, or Graduation
ALS or PEPT rating records

DepEd Order No. 48, s. 2017 provides policy and procedural guidelines for Certification, Authentication, and Verification of basic education school records. It was issued to create a standard and uniform policy for CAV transactions involving basic education records. (Department of Education)

DepEd regional CAV requirements commonly include school endorsement, certificate of completion or graduation, diploma, Form 137/SF10, PSA birth certificate, ID picture, and certified list of graduates. Additional requirements apply for ALS/PEPT and for representatives. (Deped MIMAROPA Region)

For Form 137/SF10, the process may be school-to-school, especially when the record is needed for transfer or enrollment. DepEd Order No. 54, s. 2016 established standard protocols for the request and release of Form 137 and Form 138, including use of the Learner Information System for transfers and protection of confidentiality. (TeacherPH)

If the school is closed, begin with the DepEd Schools Division Office where the school was located. The DepEd Central Office does not normally keep individual learner records, so local school and division records are usually the first places to check. (www.foi.gov.ph)

Special Rules for TESDA NC/COC

TESDA has a clearer published replacement process for lost National Certificates and Certificates of Competency:

Go to the TESDA issuing district or provincial office.
Submit a Letter of Request.
Submit a duly notarized Affidavit of Loss.
Submit one colored passport-size picture.
Claim the NC/COC on the scheduled release date.

For damaged certificates, TESDA requires the original NC/COC instead of an Affidavit of Loss. For correction of entries, TESDA may require the original certificate, picture, and certified photocopy of passport or birth certificate. (TESDA)

If You Are Abroad

If you are a Filipino or foreign graduate outside the Philippines, you can usually process through a representative, courier, or school online portal, but the requirements become stricter.

Common additional requirements include:

Special Power of Attorney authorizing a representative in the Philippines
Clear passport copy or government ID
Notarized or consularized Affidavit of Loss
Authorization letter, depending on the school
Courier authorization and return address
Proof of payment by bank deposit, online transfer, or school portal

For documents signed abroad and intended for use in the Philippines, Philippine embassies and consulates may provide consular notarization for private documents such as affidavits and SPAs, usually requiring appointment and personal appearance. (Philippine Embassy) In countries that are parties to the Apostille Convention, a common alternative is to sign before a local notary and have the document apostilled by the foreign competent authority before sending it to the Philippines. (Philippine Embassy)

If the Replacement Will Be Used Abroad: CAV and DFA Apostille

A replacement diploma may not be enough for foreign use. Many foreign employers, embassies, credential evaluators, and schools require a chain of verification:

School-issued document – diploma, TOR, Form 137/SF10, certificate, or TESDA NC/COC.
CAV – Certification, Authentication, and Verification by CHED, DepEd, TESDA, or another proper authority.
DFA Apostille – authentication by the Department of Foreign Affairs.

The DFA Apostille site lists school documents among documents that may be processed for apostille, and its results refer to CAV for CHED, DepEd, and school documents. ([Apostille

]18) DFA’s published fee schedule states regular Apostille processing is ₱100 after five working days, expedited processing is ₱200 after two working days, and e-Apostille processing is after one working day. ([Apostille

]19)

The old “red ribbon” system has been replaced by Apostille for countries that are parties to the Apostille Convention. The Philippine Apostille system began after the Philippines joined the Apostille Convention, with the Convention entering into force for the Philippines on May 14, 2019. (Philippine Embassy in New Delhi)

If the destination country is not an Apostille Convention country, the receiving foreign embassy or consulate may still require additional legalization or attestation after DFA authentication. Always check the exact rule of the foreign school, employer, licensing body, or immigration authority before spending on multiple copies.

Typical Timelines and Fees

Timelines vary widely because schools have different systems, old records may be archived, and signatories may be unavailable. Still, these are common practical ranges:

Step	Typical timeline	Fee range or note
School replacement diploma or certification	Same day to 30 days	School-dependent
TOR or certified true copy	3 to 15 working days; longer for archived records	School-dependent
Basic education Form 137/SF10	Often school-to-school; follow-up after 30 days is common in transfer situations	Public school fees may be limited; private school policies vary
CHED CAV	Often several working days; regional procedures vary	CHED Caraga lists ₱80 for CAV and ₱30 per certified true copy of CAV security paper under CAO No. 04, s. 2014 (CHED Caraga)
TESDA replacement NC/COC	Based on issuing office schedule	Requirements are published; fees may vary by office
TESDA CAV	Based on issuing office schedule	TESDA lists a ₱50 authentication fee for CAV of TESDA-issued COC/NC documents (TESDA)
DFA Apostille	5 working days regular, 2 working days expedited, 1 working day e-Apostille	₱100 regular, ₱200 expedited, e-Apostille fee per DFA schedule ([Apostille

]19) |

The legal right under BP 232 mentions issuance of official school documents within 30 days from request, but delays still happen when records are archived, names do not match, the school has closed, the applicant has no ID, the request is incomplete, or the document needs multiple agency endorsements. (Lawphil)

Common Problems and How to Handle Them

The school says it cannot issue another “original” diploma

Ask for a duplicate diploma, certified true copy, or Certificate of Graduation. Many institutions avoid calling a second copy an “original” because the first diploma was already released.

Your name changed after marriage

Bring a PSA marriage certificate, valid ID using your current name, and proof of the name used when enrolled. Ask the registrar whether the new document will show your maiden name, married name, or both. Schools usually follow the name in the academic record unless a formal correction or annotation is allowed.

Your birth certificate has a corrected name

Bring your PSA birth certificate with annotation, court order or administrative correction documents if applicable, and valid IDs. Request a school procedure for correction of entries before asking for a replacement credential.

You still have unpaid tuition or clearance issues

Schools commonly require clearance before releasing certain credentials. Ask for a written statement of the exact hold, amount, or missing clearance. If the issue is with a private school, the dispute may be contractual or administrative. If the issue is with a public school or government agency processing, ask for the citizen’s charter procedure or escalate to the proper office.

Your school closed or changed name

For colleges and universities, contact the CHED Regional Office. For basic education schools, contact the DepEd Schools Division Office. For TESDA certificates, contact the TESDA issuing office or regional/provincial office. Bring any old evidence you have: photocopy of diploma, old ID, yearbook page, enrollment receipt, report card, transcript copy, or employment file containing the school record.

The document is for a foreign employer or immigration office

Do not send only a scanned diploma unless the receiving office expressly accepts it. Foreign use often requires CAV and DFA Apostille. For some countries, additional embassy attestation may still be required after DFA.

A fixer offers a “replacement diploma”

Avoid it. A legitimate replacement comes from the school registrar or authorized government agency. Fake academic documents can create criminal, employment, immigration, and professional licensing consequences.

What to Do if the School or Office Will Not Act on Your Request

Use a written trail. A polite written request is easier to escalate than repeated verbal follow-ups.

Send a formal request to the registrar, principal, or records office.
Attach complete requirements and proof of payment, if any.
Ask for the reason if the request is denied or delayed.
Ask for the school’s document request policy or citizen’s charter, if applicable.
Escalate to the school head or registrar supervisor.
For basic education concerns, contact the appropriate DepEd Schools Division Office or Regional Office.
For higher education concerns, contact the CHED Regional Office.
For TESDA certificates, contact the TESDA district, provincial, or regional office.
For unauthorized disclosure, refusal to correct inaccurate personal data, or improper handling of sensitive records, consider the school’s Data Protection Officer and the National Privacy Commission process.

Keep copies of all emails, receipts, claim stubs, screenshots, and names of personnel you spoke with.

Frequently Asked Questions

Can I get a new original diploma if I lost mine?

Usually, you can request a replacement, duplicate, certified true copy, or Certificate of Graduation. Whether the school prints a new diploma depends on its policy, availability of records, and authorized signatories. Some schools mark the new copy as “Duplicate” or “Replacement.”

Is an Affidavit of Loss always required for a lost diploma?

Not always, but it is commonly required. TESDA expressly requires a duly notarized Affidavit of Loss for lost NC/COC replacement. Schools also often require it for lost diplomas, TOR copies, or other credentials to protect against duplicate misuse. (TESDA)

Do I need a police report for a lost diploma?

Usually, no. A notarized Affidavit of Loss is normally enough. A police report may help if the documents were stolen together with a bag, passport, IDs, or other valuables, but most schools do not require it unless their internal policy says so.

Can my parent, sibling, or friend claim my replacement diploma?

Yes, if the school allows representatives and you provide the required authorization. For simple requests, an authorization letter may be accepted. For sensitive, high-value, or foreign-use records, a Special Power of Attorney is safer and often required. TESDA states that if an NC/COC is claimed by a representative, an SPA, official receipt, and valid ID should be presented. (TESDA)

Can I replace a Philippine diploma while I am abroad?

Yes. Many graduates abroad use a representative in the Philippines. You may need a notarized or consularized Affidavit of Loss, SPA, passport copy, school request form, and payment proof. Philippine embassies and consulates may notarize private documents for use in the Philippines, generally requiring personal appearance. (Philippine Embassy)

What if my school has closed?

For a closed college or university, contact the CHED Regional Office for the school’s location. For a closed elementary or high school, contact the DepEd Schools Division Office. For TESDA certificates, contact the TESDA issuing office or the relevant TESDA regional/provincial office. Bring any old proof of study because archived records may be incomplete.

What is CAV, and do I need it?

CAV means Certification, Authentication, and Verification. It is a government or authorized agency process confirming the genuineness of school records. You usually need CAV when your academic documents will be submitted abroad, especially before DFA Apostille. DepEd’s CAV process covers basic education records, while CHED handles higher education records and TESDA handles technical-vocational certificates. (Department of Education)

Can DFA Apostille my diploma directly?

For many school documents, DFA expects the proper CAV or agency authentication first. College records usually go through CHED CAV, basic education records through DepEd CAV, and TESDA certificates through TESDA CAV before DFA Apostille. Check the DFA Apostille requirements and the specific receiving country’s rules before submitting. ([Apostille

]18)

Is a scanned diploma enough for employment?

For local initial screening, sometimes yes. For final hiring, government employment, foreign employment, licensing, immigration, or credential evaluation, the employer or agency may require certified copies, TOR, CAV, Apostille, or direct verification from the school.

What if my school record has a wrong spelling or wrong birth date?

Do not request only a duplicate copy. Ask first for the school’s correction-of-record procedure. Prepare your PSA birth certificate, valid IDs, marriage certificate if relevant, and any court or administrative correction documents. Once the record is corrected or annotated, request the replacement credential.

Key Takeaways

A lost diploma is usually replaced through the school registrar or issuing office, not through a court case.
Under BP 232, students have a right to access school records and receive official academic documents, but schools may require proper verification, fees, and procedures.
A notarized Affidavit of Loss is commonly required, especially for TESDA certificates and many school-issued replacements.
For college records, start with the registrar; for closed colleges, coordinate with the CHED Regional Office.
For elementary and high school records, start with the school or DepEd Schools Division Office.
For TESDA NC/COC replacement, go to the TESDA issuing office with a request letter, Affidavit of Loss, and required photo.
For foreign use, expect CAV first, then DFA Apostille, and possibly additional embassy attestation if the destination country does not accept Apostille alone.
Do not use fixers or fake credentials; false affidavits and falsified school documents can create serious criminal and immigration consequences.