Losing your original diploma can feel alarming, especially when an employer, school, immigration office, or foreign credential evaluator suddenly asks for it. In the Philippines, the usual solution is not to go to the PSA, DFA, or CHED first. The request normally starts with the school registrar or records office that issued the diploma. Depending on the school’s policy and the purpose of your request, you may receive a duplicate diploma, a re-issued diploma, a certified true copy, a certification of graduation, or a reconstructed diploma for CAV and apostille purposes.

What a Replacement Diploma Means in the Philippines

A diploma is an official school document showing that you completed a particular level, course, or degree. It is usually issued by the school, college, university, or technical-vocational institution after graduation.

When the original diploma is lost, schools do not always issue an exact “new original.” Many schools treat the original diploma as a one-time document and instead issue one of the following:

Document you may receive	What it means	Common use
Duplicate or re-issued diploma	A new diploma issued after loss, usually marked “Duplicate,” “Re-issued,” or similar	Employment, personal records, local use
Certified true copy of diploma	A photocopy or reproduced copy certified by the registrar as faithful to school records	CAV, DFA apostille, employment, credential evaluation
Certification of graduation/completion	A school certificate confirming that you graduated or completed the program	When the school no longer reprints old diplomas
Reconstructed diploma	A diploma reconstructed from school records or secondary proof	Often used for DepEd CAV when the original was lost, damaged, or destroyed
CAV package	Certification, Authentication, and Verification from CHED, DepEd, or TESDA	Overseas employment, visa, foreign school admission, apostille

The important point is this: your legal proof of graduation comes from the school records, not only from the physical diploma paper. If the school can verify your graduation in its official records, it can usually issue a substitute document or certification.

Legal Basis: Who Has Authority Over School Records?

For college and university diplomas

For college, graduate school, and other higher education credentials, the primary agency is the Commission on Higher Education (CHED). CHED was created under Republic Act No. 7722, the Higher Education Act of 1994, and its coverage includes public and private higher education institutions and degree-granting programs in post-secondary institutions. (Supreme Court E-Library)

In practice, however, CHED usually does not issue your diploma. The school registrar issues or certifies the diploma and transcript. CHED becomes involved when you need CAV or when the school has closed. CHED has stated in an official FOI response that TOR and diploma records are generally requested directly from the school, and that CHED does not have copies unless the school has closed down. (www.foi.gov.ph)

CHED’s eCAV requirements also show that academic documents such as the Transcript of Records and diploma or certificate of graduation must be certified true copies signed by the current HEI registrar. (CHED eCAV)

For elementary, junior high school, and senior high school diplomas

For basic education records, the responsible agency is the Department of Education (DepEd). Republic Act No. 9155, the Governance of Basic Education Act of 2001, established the framework for basic education governance and authority within DepEd. (Lawphil)

For basic education CAV, DepEd procedures cover academic school records such as elementary or secondary diplomas, Form 137, Form 138, ALS ratings, and PEPT records. DepEd’s CAV guidelines also recognize situations where documents are lost, damaged, or destroyed, and allow reconstruction based on acceptable proof.

For TESDA and technical-vocational credentials

For technical-vocational courses, the relevant agency is usually TESDA. The issuing technical-vocational institution or TESDA office may handle certifications, training records, National Certificates, Certificates of Competency, or CAV-related authentication. DFA’s school-record apostille guidance recognizes that CAV may come from CHED, DepEd, or TESDA depending on the type of school record. (Australian Embassy in the Philippines)

Why Schools Ask for an Affidavit of Loss

Most Philippine schools require an Affidavit of Loss before issuing a duplicate, certified copy, or reconstructed diploma. An Affidavit of Loss is a sworn written statement explaining what document was lost, how it was lost, and that the original can no longer be found despite diligent search.

This affidavit matters because it protects the school from issuing multiple credentials without a formal explanation. It also creates a sworn record that the original document was lost, not sold, transferred, altered, or used for fraud.

Under the 2004 Rules on Notarial Practice, a person signing a notarized affidavit must personally appear before the notary public and be identified through competent evidence of identity. (Supreme Court of the Philippines) The Supreme Court has repeatedly held that notarization is not an empty formality because it converts a private document into a public document and gives it evidentiary weight. (Supreme Court E-Library)

Be truthful in the affidavit. Making a false sworn statement may expose a person to perjury liability under Article 183 of the Revised Penal Code, as amended by Republic Act No. 11594. (Supreme Court E-Library)

Step-by-Step Guide to Requesting a Replacement Diploma

1. Identify the correct issuing office

Start with the school that issued the original diploma.

For college or graduate school, contact the:

Office of the University Registrar;
Records Office;
Alumni records unit; or
Registrar of the campus where you graduated.

For high school or elementary records, contact the:

School registrar or records custodian;
School principal or school head;
Schools Division Office, if the school no longer has the record; or
DepEd Regional Office, especially for CAV.

For technical-vocational programs, contact the:

TESDA-accredited training institution;
TESDA Provincial Office; or
TESDA Regional Office.

2. Ask what the school actually issues for lost diplomas

Do not assume that the school will print a fresh original diploma. Ask the registrar:

“Do you issue a duplicate diploma for lost originals?”
“Will it be marked duplicate or re-issued?”
“If not, can you issue a certification of graduation?”
“Can you certify a true copy for CAV or apostille?”
“Do I need clearance before release?”
“Can a representative file and claim it for me?”

This prevents wasted trips. Some older schools no longer have the same diploma template, signatories, dry seal, or graduation format. Others issue only a certification of graduation if the diploma is decades old.

3. Prepare the usual documents

Requirements vary by school, but these are commonly requested:

Requirement	Purpose
Valid government-issued ID	Confirms your identity
Student number, course, year graduated	Helps the registrar locate your record
Affidavit of Loss	Explains the loss under oath
Written request letter or school form	States what document you need and why
Recent ID photo	Sometimes required for reconstructed records
Clearance	Confirms no pending school accountability
Payment receipt	Covers school processing or printing fees
Authorization letter or SPA	Needed if someone else will process or claim
Representative’s valid ID	Confirms the identity of the authorized person
Proof of name change	Needed if your current name differs from school records

If your name changed due to marriage, correction of entry, naturalization, or foreign legal process, bring supporting documents such as a PSA marriage certificate, annotated PSA birth certificate, court order, or foreign document with apostille if applicable.

4. Execute a clear Affidavit of Loss

A good Affidavit of Loss for a diploma should include:

Your full name, age, citizenship, civil status, and address;
The school name;
Degree, course, strand, or level completed;
Year of graduation;
Date of issuance of the diploma, if known;
Circumstances of loss;
Statement that diligent search was made but the diploma cannot be found;
Statement that the affidavit is executed to request a replacement, duplicate, certified true copy, or certification; and
Your signature before a notary public.

Avoid vague language such as “I lost some documents.” State specifically that the lost document is your original diploma.

5. File the request with the registrar

Submit the documents through the school’s official process. Many schools now use online document request portals, but some still require in-person filing.

Ask for a claim stub, tracking number, email confirmation, or official receipt. This is useful if you need to follow up later.

For government schools or agencies, Republic Act No. 11032, the Ease of Doing Business and Efficient Government Service Delivery Act of 2018, requires government offices to act within prescribed processing periods for simple, complex, and highly technical transactions. The IRR refers to the familiar 3-7-20 working-day framework for covered government transactions. (Supreme Court E-Library) This applies to government offices, not automatically to private schools, but it is still useful when dealing with state universities, DepEd, CHED, TESDA, or other public offices.

6. Review the replacement before leaving

Before accepting the document, check:

spelling of your full name;
date and place of birth, if shown;
degree, course, major, strand, or level;
graduation date;
honors, if applicable;
school name and campus;
registrar’s signature;
school seal or dry seal;
notation such as “Duplicate,” “Re-issued,” or “Certified True Copy”;
Special Order number, if required and applicable.

Do this immediately. Corrections are much easier before the document is sealed for CAV or apostille.

7. If the document will be used abroad, ask about CAV and apostille

For foreign employment, migration, school admission, licensing, or credential evaluation, a simple replacement diploma may not be enough. The foreign recipient may require:

Certified true copy from the school;
CAV from CHED, DepEd, or TESDA;
DFA apostille; and sometimes
Certified translation.

For private or local colleges and universities, DFA apostille requirements include certified true copies from the school and CAV from CHED. (Apostille Philippines) CHED has also stated that CAV processing at CHED Central Office requires certified true copies of the TOR and diploma, with a PHP 80 per set processing fee and a 7-working-day timeline under its Citizen’s Charter, although actual time may be longer depending on volume and circumstances. (www.foi.gov.ph)

For CHED eCAV and some apostille services, DFA’s apostille system now recognizes electronic processing routes. DFA’s official apostille information lists e-Apostille and CHED eCAV fees and points applicants to the appropriate apostille process. (Apostille Philippines)

If You Are Abroad and Cannot Go to the School Personally

Many Filipinos and foreign graduates need replacement diplomas while already overseas. This is common for nurses, engineers, teachers, seafarers, caregivers, international students, and immigrants.

You can usually authorize someone in the Philippines to process the request. The school may require:

authorization letter;
notarized Special Power of Attorney;
photocopy of your valid passport or government ID;
representative’s valid ID;
your Affidavit of Loss;
proof of relationship, in some cases;
signed request form; and
courier details.

Under the Civil Code concept of agency, one person may act on behalf of another with authority from the principal. For school records, the safest document is usually a Special Power of Attorney that specifically authorizes the representative to request, process, sign, pay for, and claim the replacement diploma, certified true copies, TOR, CAV papers, and related school records.

If you execute the document abroad, check what the school will accept. Some require consular notarization by a Philippine Embassy or Consulate. Others accept a foreign notarized document with apostille, if executed in a country that is part of the Apostille Convention. Philippine consular posts commonly notarize private documents such as affidavits and Special Powers of Attorney for use in the Philippines, and personal appearance is normally required. (Philippine Embassy)

What If the School Has Closed?

If your school has closed, do not panic. The process is slower, but there may still be a way to reconstruct or verify your records.

If a college or university closed

Contact the CHED Regional Office that covered the school. CHED has stated that its regional office may assist with diploma and TOR requests for colleges that have ceased operations. (www.foi.gov.ph) CHED’s CAV guidance for closed HEIs may require a notarized request letter, diploma, TOR, certification of units earned if applicable, proof of payment, and authorization documents if a representative is applying. (CHED Caraga)

Prepare any secondary proof you still have, such as:

old photocopy or scan of diploma;
TOR or grades;
graduation program;
yearbook;
school ID;
old enrollment forms;
board exam documents;
PRC records;
employment records showing the degree;
emails from the school;
photos from graduation; or
affidavits from classmates or teachers.

If an elementary or high school closed

Start with the school’s last known division office. For public schools, this is usually the Schools Division Office. For private basic education schools, DepEd may still have reports, lists of graduates, Special Order information, or other archived records.

DepEd CAV procedures recognize that if lost, damaged, or destroyed documents must be reconstructed, the applicant may be required to submit secondary proof, such as sworn statements of classmates, principals, or teachers, supported by graduation photos, souvenir programs, or other proof.

If records were destroyed by fire, flood, typhoon, or war

Older records may be incomplete, especially if the school was hit by calamity or closure. In these cases, the goal is often not a perfect “replacement original,” but a credible official certification based on available records and secondary evidence.

Be ready for a longer process and more documentary proof.

Common Problems and Practical Solutions

The school refuses to issue a new diploma

Some schools have a strict “one original diploma only” policy. Ask for a certification of graduation or certified true copy instead. Many employers, agencies, and foreign evaluators accept these if properly certified, authenticated, and apostilled when required.

The registrar asks for clearance or unpaid balances

Schools commonly require clearance before releasing records. If the amount is disputed, ask for a written breakdown and the school policy basis. For public institutions, ask for the applicable Citizen’s Charter or records-release procedure.

Your name in the school record is different from your current name

This happens after marriage, annulment, correction of birth record, gender marker issues abroad, naturalization, or use of a foreign surname. Do not ask the registrar to “just change it” informally. Schools usually need official proof before correcting or annotating records.

Bring the correct supporting document, such as a PSA record, court order, annotated civil registry document, or apostilled foreign document.

The diploma is needed urgently for abroad

Ask whether the school can issue a certification of graduation first while the duplicate diploma or CAV is pending. For CHED CAV, some regional procedures allow urgent handling only with proof such as flight details, visa appointment, employer deadline, or agency request.

Your representative is rejected

This usually happens because the authorization is too general. The letter or SPA should specifically mention the authority to request and receive school records, including the replacement diploma, TOR, certified true copies, CAV, apostille-related documents, and sealed envelopes.

The foreign agency asks for “red ribbon”

The old “red ribbon” authentication has been replaced by the apostille system for countries that accept apostilles. The current process usually requires the school-certified record plus CAV, then DFA apostille. DFA apostille fees are listed by DFA according to regular, expedited, and e-Apostille processing options. (Apostille Philippines)

Typical Timeline and Fees

Actual timelines depend heavily on the school, age of record, whether the school is operating, and whether CAV or apostille is needed.

Process	Typical timeline	Notes
School duplicate or certification	3–15 working days	Can be longer for old records or manual archives
Certified true copy	Same day to 7 working days	Faster if the registrar has accessible records
CHED CAV	Around 7 working days under cited CHED guidance	May take longer during peak periods or if documents are deficient
DepEd CAV or reconstruction	Several days to several weeks	Longer if records are incomplete or need division/regional verification
DFA apostille	Depends on regular, expedited, or e-Apostille processing	Appointment and document type affect timing
Closed school record request	2–8 weeks or more	Depends on archived records and CHED/DepEd availability

School fees vary. Private schools may charge for duplicate printing, certification, documentary stamps, archival search, courier, and CAV endorsement. Public schools may have lower fees, but agency processing and courier costs can still apply. DepEd CAV guidance states that no service fees shall be charged for CAV, but separate school-level document reproduction or certification costs may still arise depending on the request.

Frequently Asked Questions

Can I get another original diploma if I lost mine?

Sometimes, but not always. Some schools issue a duplicate or re-issued diploma. Others issue only a certification of graduation or certified true copy. The school registrar’s policy controls the format.

Is an Affidavit of Loss always required?

Most schools require it, especially for diplomas. Even if not listed online, it is wise to prepare one because it is the standard proof that the original document was lost and not merely withheld, altered, or transferred.

Can CHED give me a copy of my college diploma?

Usually no. CHED generally does not issue your diploma. The school does. CHED may assist with CAV or closed-school records, but the registrar is the first office to contact if the school is still operating. (www.foi.gov.ph)

What if I only need proof that I graduated?

Ask for a certification of graduation or certificate of completion. This is often faster than a duplicate diploma and may be enough for employment, local applications, or temporary proof while waiting for the replacement.

Can a certified true copy replace the original diploma?

For many practical purposes, yes, especially if the recipient accepts certified school records. For foreign use, the certified true copy may still need CAV and DFA apostille.

Can someone else request my replacement diploma for me?

Yes, if the school allows representatives and your authorization is sufficient. Because school records contain personal information, schools commonly require an authorization letter or notarized SPA, copies of valid IDs, and sometimes a consularized or apostilled document if you are abroad.

What if my school closed many years ago?

For colleges, contact the appropriate CHED Regional Office. For basic education, contact the Schools Division Office or DepEd Regional Office. Bring secondary proof such as old photocopies, transcript, yearbook, graduation program, employment records, or affidavits from classmates or teachers.

Do foreigners who studied in the Philippines follow the same process?

Yes. A foreign graduate of a Philippine school generally requests records from the same registrar. The main difference is identity proof: a passport, ACR I-Card if available, old student number, and consistent name records are important. If documents are signed abroad, the school may require consular notarization or apostille.

Do I need DFA apostille for a replacement diploma?

Only if the document will be used abroad and the receiving country, employer, school, licensing body, or immigration office requires it. For purely local use, school certification is often enough.

What should I do if the registrar cannot find my record?

Ask whether records exist at another campus, archive office, division office, CHED Regional Office, DepEd office, or successor institution. Provide secondary evidence. For old or damaged archives, reconstruction may be possible, but it usually takes longer and requires stronger proof.

Key Takeaways

Start with the school registrar, not PSA, DFA, or CHED.
A lost diploma may be replaced by a duplicate, re-issued diploma, certified true copy, certification of graduation, or reconstructed diploma.
Most schools require a notarized Affidavit of Loss and valid ID.
CHED handles higher education CAV and may assist if a college or university has closed.
DepEd handles basic education records and allows reconstruction of lost, damaged, or destroyed records for CAV based on proof.
If documents will be used abroad, ask early about CAV and DFA apostille.
If you are overseas, prepare a specific authorization or SPA and check whether it must be consularized or apostilled.
Always check the replacement document for spelling, course, graduation date, seal, signatures, and Special Order details before using it.