Losing a high school diploma can be stressful, especially when an employer, college, embassy, visa officer, or foreign credential evaluator suddenly asks for it. In the Philippines, the practical solution is usually not a “new original” diploma in the same sense as the first one. Depending on your purpose, you may need a certified true copy, a certificate of graduation/completion, a Form 137/SF10, or a reconstructed diploma issued through your school and processed through DepEd for Certification, Authentication, and Verification or CAV. This guide explains what to request, where to go, what documents to prepare, what to do if the school closed, and how to handle requests from abroad.

What a Duplicate High School Diploma Means in the Philippines

A Philippine high school diploma is an academic record issued by the school after the student completes the prescribed secondary education requirements. When people search for a “duplicate high school diploma,” they usually mean one of these:

What you need	Best document to request	Common purpose
You lost the original diploma but need proof of graduation	Certified true copy of diploma, certificate of graduation, or reconstructed diploma	Job application, college admission, local records
You need detailed grades	Form 137 or SF10 Permanent Learner Record	College admission, transfer, credential evaluation
You need the document for abroad	School-certified records plus DepEd CAV, then DFA Apostille if required	Visa, migration, foreign study, employment abroad
Your school can no longer print another diploma	Certificate of graduation/completion or reconstructed diploma for CAV purposes	Replacement proof when original diploma is unavailable

A certified true copy means the school compares a photocopy with the original or records on file and certifies that the copy is faithful and authentic. A reconstructed diploma is used when the original diploma was lost, damaged, or destroyed and the school or DepEd has enough proof to reconstruct the academic record. For CAV purposes, DepEd guidance recognizes that a reconstructed diploma may be issued when the original diploma is lost, subject to supporting proof.

Legal Basis for Requesting School Records

The main rules come from DepEd policies and general Philippine laws on records, privacy, public service, and document authenticity.

DepEd’s authority over basic education records

Under Republic Act No. 9155, or the Governance of Basic Education Act of 2001, DepEd is the government agency responsible for the governance of basic education. This includes public elementary and secondary schools and the supervision of private basic education institutions.

For school records, the most relevant DepEd issuances are:

DepEd Order No. 54, s. 2016, which provides guidelines on the request and transfer of learner’s school records, including Form 137 and Form 138.
DepEd Order No. 48, s. 2017 on the Certification, Authentication, and Verification (CAV) of Basic Education School Records, which is reiterated in several DepEd regional and division issuances, including this official DepEd Catanduanes reiteration of DO 48, s. 2017.

DepEd Order No. 54, s. 2016 explains that Form 137 is the learner’s permanent record and Form 138 is the report card. It also emphasizes timely release, accessibility, and confidentiality of learner records.

Data privacy and identity verification

School records contain personal and educational information. Under Republic Act No. 10173, or the Data Privacy Act of 2012, educational information is sensitive personal information. This is why schools usually require:

valid government ID;
authorization letter or Special Power of Attorney if a representative will request the record;
proof of relationship or authority for parents, guardians, or heirs;
signed request forms; and
sometimes a notarized affidavit if the original document was lost.

The school is not being difficult when it refuses to release records to a random relative or messenger without authorization. It is protecting the learner’s record.

Government processing standards

For public schools, Schools Division Offices, and DepEd Regional Offices, processing should also be viewed together with Republic Act No. 11032, the Ease of Doing Business and Efficient Government Service Delivery Act of 2018. This law requires government offices to simplify procedures, publish Citizen’s Charters, and process transactions within prescribed periods depending on whether the transaction is simple, complex, or highly technical.

In practice, however, school record requests may take longer when old records must be searched manually, records were damaged by fire or flood, the school changed location, the private school closed, or the request requires CAV and DFA Apostille.

Falsification warning

Never buy a fake diploma or ask someone to “edit” a scanned diploma. Falsifying school records or knowingly using falsified documents can create criminal exposure under the Revised Penal Code, including Articles 171 and 172 on falsification of documents. Employers, schools, embassies, and foreign credential evaluators often verify records directly with the school, DepEd, or issuing office.

Step-by-Step Guide to Request a Duplicate High School Diploma

1. Identify the exact document you need

Before going to the school, ask the requesting institution what it will accept. The phrase “high school diploma” may mean different things depending on the purpose.

For local employment, the employer may accept:

photocopy of the diploma certified by the school;
certificate of graduation;
Form 137/SF10; or
school certification stating that you graduated.

For college admission, the school will usually ask for:

Form 137/SF10;
Form 138/report card, if applicable;
certificate of good moral character; and
sometimes a copy of the diploma.

For foreign use, you may need:

certified true copies from the school;
DepEd CAV;
DFA Apostille; and
sometimes certified English translation if the document is not in English.

2. Contact the school registrar or records custodian

Start with the school where you graduated, not DepEd Central Office. In most cases, DepEd Central Office does not keep individual learner records. The records are with the school, and if needed, the school coordinates with the Schools Division Office or DepEd Regional Office.

Ask for the office that handles:

registrar records;
student records;
Form 137/SF10;
diploma reissuance;
certificate of graduation; or
CAV processing.

When contacting the school, prepare these details:

full name used during high school;
present legal name, if different;
date of birth;
school year graduated;
section or adviser, if remembered;
Learner Reference Number (LRN), if known;
copy of old diploma or report card, if available;
purpose of the request; and
whether the document will be used locally or abroad.

3. Prepare the usual requirements

Requirements vary by school, but the following are commonly requested:

Requirement	Why it is needed
Valid government ID or passport	Confirms the identity of the record owner
Written request or school request form	Creates a record of the request and purpose
Notarized Affidavit of Loss	Explains how the original diploma was lost and prevents duplicate misuse
Photocopy or scanned copy of old diploma, if available	Helps the school verify details and format
PSA birth certificate	Used to verify name, date of birth, and place of birth
Authorization letter or SPA	Required if someone else will request or claim the document
Representative’s valid ID	Confirms identity of the authorized person
Recent ID photo	Sometimes required for CAV or school forms
Payment receipt, if applicable	Some private schools charge records or certification fees

A notarized Affidavit of Loss is a sworn statement explaining the lost document, the circumstances of loss, and your request for replacement or certification. Under the 2004 Rules on Notarial Practice, notarization generally requires personal appearance before the notary public and competent evidence of identity. Avoid pre-notarized forms where you never appeared before the notary.

4. Submit the request to the school

For most schools, the process is:

Fill out the request form.
Submit your ID and supporting documents.
Pay the applicable records fee, if any.
Wait for records verification.
Claim the certified true copy, certificate of graduation, Form 137/SF10, or reconstructed diploma.

Ask the school to state clearly on the document:

your full name;
school year of graduation;
level completed;
school name and address;
school ID, if used;
signature of the school head or registrar;
dry seal or official seal, if available;
date of issuance; and
purpose, if the school includes purpose-specific wording.

For private secondary schools, the school may also need to verify the Special Order (SO) number, especially for older graduates. DepEd CAV procedures require the SO number to be indicated in the diploma and certificate of graduation for private secondary school graduates when applicable.

5. Request CAV if the diploma will be used abroad

CAV means Certification, Authentication, and Verification. It is DepEd’s process of verifying basic education school records for purposes such as employment abroad, student visa, migration, seaman’s book, fiancé visa, tourist visa, descendant’s visa, and other purposes required by the DFA.

For high school or elementary graduates, DepEd regional CAV requirements commonly include:

CAV requirement	Where to get it
School indorsement or transmittal, often CAV Form 5	School attended
Certification of enrollment/completion/graduation, often CAV Form 4	School attended
Diploma and certified true copies	School attended
Form 137/SF10 and certified true copies	School attended
PSA birth certificate	PSA
Latest ID picture	Applicant
List of graduates or Special Order, especially for private school graduates	School attended

Some DepEd regional offices have online appointment systems or local procedures. Always check the DepEd Regional Office or Schools Division Office that has jurisdiction over the school.

DepEd’s CAV guidance also states that no service fees should be charged for CAV. However, you may still spend for notarization, photocopies, ID photos, courier, transportation, school certification fees charged by private schools, and DFA Apostille if needed.

6. Get a DFA Apostille if required by a foreign office

If the document will be submitted abroad, ask whether the receiving country requires an Apostille. The DFA Apostille authenticates the Philippine public document or certification for use in countries that are parties to the Apostille Convention.

For elementary and high school records, the DFA’s Apostille documentary requirements generally require certified true copies from the school and CAV. Check the DFA’s official Apostille documentary requirements and Apostille fees before booking.

As of the DFA schedule, regular processing is commonly listed at ₱100 after 5 working days, and expedited processing at ₱200 after 2 working days. Availability, appointment rules, and e-Apostille coverage may change, so check the official DFA Apostille portal before relying on a timeline.

What If the Original Diploma Was Lost, Damaged, or Destroyed?

If your original diploma is gone, tell the school honestly. Do not say you still have it if you do not. Schools usually distinguish between:

certifying a photocopy of an existing original;
issuing a new certificate of graduation;
issuing a certified true copy based on records;
reconstructing a diploma; and
processing documents for CAV.

For lost, damaged, or destroyed academic school records, DepEd CAV procedures recognize supporting proof such as:

sworn statements of classmates, principals, or teachers;
graduation photos, souvenir program, or graduation program;
certified copy of Form 137 or Form 138 on file with a college or university;
diploma or transcript on file with a current or previous employer; or
other incontestable proof that the learner completed the academic requirements.

For a lost diploma, a reconstructed diploma may be issued for CAV purposes only upon presentation of supporting requirements. The reconstruction must be based on clear proof of completion and must follow the DepEd-prescribed format.

What If the School Closed?

A closed private school is one of the hardest situations. Do not panic, but expect extra verification.

Try this sequence:

Search for the school’s last known office, owner, principal, or records custodian. Some closed schools turn over records to a successor school, owner, or storage location.
Contact the Schools Division Office (SDO) where the school was located. Ask for the Records Unit or Private Schools Unit.
Ask whether the school’s records were turned over to DepEd. Some records may be with the SDO or archived through a division office.
Prepare secondary proof. This may include old report cards, school ID, graduation program, class pictures, college admission records, or employment records showing your diploma was previously submitted.
Ask for a certification of available records or non-availability of records if the record cannot be found.

If the school record is incomplete, the SDO may require additional proof before endorsing the matter. For private schools, the absence of the Special Order number can also slow down CAV processing.

If You Are Abroad or Cannot Appear Personally

Many OFWs, migrants, and former students abroad request Philippine school records through relatives. This is allowed in practice, but the representative must be properly authorized.

Prepare:

authorization letter or Special Power of Attorney;
photocopy of your valid passport or government ID;
representative’s valid ID;
your contact details abroad;
clear instructions on what to request;
Affidavit of Loss, if needed;
courier arrangement, if the school allows mailing; and
payment method for school fees, courier, notarization, or Apostille.

If you are outside the Philippines, the safest document is usually a Special Power of Attorney acknowledged at the Philippine Embassy or Consulate. Some schools may accept a foreign-notarized and apostilled authorization, but acceptance varies. For DepEd CAV, some regional guidance specifically mentions an SPA issued by the Philippine Embassy if the applicant resides outside the country.

Foreigners who graduated from a Philippine high school generally follow the same process. The school may ask for a passport, old student records, alien certificate records if applicable, or proof of name used while enrolled.

Common Problems and Practical Fixes

The school says it cannot issue another original diploma

Ask whether it can issue:

certified true copy of diploma;
certificate of graduation;
Form 137/SF10;
reconstructed diploma for CAV;
certification that the original diploma was issued; or
school records package for DepEd CAV.

Many institutions only need official proof of graduation, not necessarily a second ceremonial diploma.

Your name is different now

This is common for married women, people with corrected birth certificates, or former students whose school records contain spelling errors.

Bring:

PSA birth certificate;
PSA marriage certificate, if the change is due to marriage;
court order or civil registry correction documents, if applicable;
valid ID using your current name; and
affidavit explaining the discrepancy, if requested.

Schools generally cannot casually “edit” old records without legal basis. If the issue is a clerical error in the school record, the school may require a correction process. If the issue is in the civil registry, correct the PSA record first.

The employer wants the diploma urgently

Ask the employer if it will temporarily accept:

certificate of graduation;
school certification that diploma replacement is being processed;
Form 137/SF10 request receipt;
scanned certified true copy; or
CAV claim stub.

Many delays happen because applicants assume only a diploma is acceptable when the employer is willing to accept an official school certification.

The school refuses to release records because of unpaid tuition

This happens mostly in private schools. The legal and regulatory treatment of withholding school credentials can depend on the type of record, school policy, DepEd regulations, and the reason for withholding. In practice, ask the school for a written statement of the balance, the specific document being withheld, and whether it can issue a limited certification for employment or further studies while the account is being settled.

For public schools, requests should follow DepEd procedures and the school’s Citizen’s Charter. If the issue is delay or unclear requirements, ask for the written checklist, processing time, and receiving copy of your request.

Typical Timelines and Costs

Timelines vary widely because old records may be manual, archived, damaged, or incomplete.

Transaction	Usual practical timeline	Notes
Certificate of graduation from school	Same day to 7 working days	Faster if records are digitized
Certified true copy of diploma	Same day to 7 working days	Requires original or record verification
Form 137/SF10	3 to 15 working days	May be longer for old records
Reconstructed diploma	1 to 4 weeks or more	Depends on proof and approvals
DepEd CAV	Several working days to a few weeks	Depends on school, SDO, and regional procedure
DFA Apostille	Usually 2 to 5 working days depending on service type	Check DFA appointment availability

Possible costs include:

school certification or records fee, especially in private schools;
photocopying and printing;
notarization of Affidavit of Loss or SPA;
PSA birth certificate;
ID photos;
courier or delivery fees;
DFA Apostille fee, if needed.

For first-time Filipino jobseekers, Republic Act No. 11261, or the First Time Jobseekers Assistance Act, may waive certain government fees for pre-employment documents when the applicant presents the required barangay certification. This does not automatically erase every private school fee, so ask the issuing office how it applies to your specific request.

Sample Request Letter

You can use a simple letter like this:

Dear Registrar/Records Officer:

I respectfully request a certified true copy/replacement certification of my high school diploma and/or certificate of graduation for employment/college admission/CAV and Apostille purposes.

My details are as follows:

Name used during enrollment:

Current legal name:

Date of birth:

School year graduated:

Grade/Year level completed:

Section/adviser, if known:

LRN, if known:

Contact number and email:

My original diploma was lost, and I am submitting my Affidavit of Loss, valid ID, and other supporting documents for verification.

Thank you.

Keep a receiving copy, email confirmation, claim stub, or tracking number.

Frequently Asked Questions

Can I get a duplicate high school diploma from DepEd Central Office?

Usually, no. Start with the school where you graduated. If the school is closed, unresponsive, or records are unavailable, contact the Schools Division Office that has jurisdiction over the school. DepEd Central Office generally does not hold individual learner records.

Is Form 137 the same as a diploma?

No. The diploma proves completion or graduation. Form 137, now often referred to as SF10, is the permanent learner record showing academic history and grades. Colleges, foreign evaluators, and DepEd CAV often ask for Form 137/SF10 because it contains more detailed information than the diploma.

Do I need an Affidavit of Loss for a lost high school diploma?

Most schools require it if you are requesting a replacement, reconstruction, or certification because the original diploma was lost. The affidavit should be notarized and should clearly describe the lost document, the circumstances of loss, and your request for replacement or certification.

Can my parent or sibling request my diploma for me?

Yes, if the school accepts representatives, but they will usually need your authorization letter or Special Power of Attorney, your ID, their ID, and sometimes proof of relationship. If you are abroad, a consularized SPA from the Philippine Embassy or Consulate is often the safest option.

What if my high school closed years ago?

Contact the Schools Division Office where the school was located. Ask whether the records were turned over, whether the school had a recognized successor, and what secondary proof you can submit. Prepare old report cards, college records, employment records, class photos, graduation programs, or statements from former teachers or classmates.

Can I use a reconstructed diploma abroad?

Possibly, but it depends on the receiving institution. For foreign use, the safer route is to request the reconstructed diploma or certificate through the school, process DepEd CAV, and then obtain DFA Apostille if required. Ask the foreign institution whether it accepts a reconstructed diploma, certificate of graduation, Form 137/SF10, or CAV package.

How long does it take to get a replacement high school diploma?

A simple school certification may take a few days. A reconstructed diploma, old Form 137, closed-school verification, CAV, and Apostille can take several weeks. Start early if the document is for a visa, overseas employment, credential evaluation, or school admission deadline.

Can the school correct my name on the diploma?

Only if there is a proper basis. Bring your PSA birth certificate and legal documents showing the correct name. If the error is in the civil registry, you may need to correct the PSA record first. If the error is only in the school record, the school may require its own correction process and supporting documents.

Is a scanned copy enough?

For informal screening, some employers may accept a scanned copy. For official use, schools, embassies, foreign agencies, and colleges usually require certified true copies, original certifications, CAV, or Apostille. Always ask the receiving institution what format it requires.

Key Takeaways

Start with the school where you graduated, not DepEd Central Office.
Ask what document is actually needed: diploma copy, certificate of graduation, Form 137/SF10, reconstructed diploma, CAV, or Apostille.
Prepare valid ID, written request, Affidavit of Loss, PSA birth certificate, and authorization or SPA if using a representative.
For foreign use, expect to process school-certified records through DepEd CAV and possibly DFA Apostille.
If the school closed, go to the Schools Division Office and prepare secondary proof of graduation.
Never use a fake or edited diploma; falsified school records can create serious legal and immigration consequences.