How to Request a Replacement High School Diploma or School Records (Philippines)

I. Overview

In the Philippines, “school records” for high school (Junior High School and, where applicable, Senior High School) are maintained primarily by the school last attended and, secondarily, by the Department of Education (DepEd) through its Schools Division Offices (SDOs) for regulatory and archival purposes. When a diploma, report card, or permanent record is lost, damaged, or needs correction, the usual remedy is not to “recreate” academic history but to request certified copies, re-issuance, or official certifications derived from the school’s permanent files.

This article explains the common documents involved, who has custody, the usual requirements (including affidavits), special cases (closed schools, corrections, overseas use), and practical legal considerations.

II. Common High School Documents and What They Prove

A. High School Diploma

A diploma is ceremonial proof of completion/graduation. Many institutions treat the permanent record and certifications as the legally weightier proof of academic history.

Replacement practice: Schools may (1) re-issue a duplicate diploma, (2) issue a certification of graduation/completion, or (3) issue a certified true copy of the original diploma on file (if retained or if there is a diploma register). Policies vary by school.

B. Form 137 / Permanent Record (Junior High / Senior High)

Often called “Form 137” in common usage, this is the student’s permanent academic record kept by the school. It is typically required for transfers, employment verification, and credential evaluation.

Replacement practice: The school issues a certified true copy or an official transcript/permanent record extract.

C. Form 138 / Report Card

Often called “Form 138,” this reflects grades per year/level and is commonly requested for scholarships or as supporting evidence.

D. Certificate of Graduation / Completion / Enrollment / Ranking

When diploma re-issuance is restricted, a school may provide a certificate stating completion, school year of graduation, track/strand (for SHS), and sometimes the date of graduation rites.

E. Good Moral Certificate

Not an academic record, but frequently requested for college admission/employment. Issued by the last school attended, subject to the school’s rules and availability of disciplinary records.

III. Who Has Custody of Records

A. Public Schools (DepEd)

Records are kept by the school registrar and school head. DepEd’s SDO may assist when:

  • the school has closed/merged,
  • records were transferred to division custody,
  • the requesting party cannot identify the custodian school due to reorganizations.

B. Private Schools (Still Basic Education Under DepEd Regulation)

Private schools keep records similarly, but if a private school closes, records may be turned over to DepEd (division/regional) or another designated custodian, depending on closure arrangements.

C. If You Transferred Schools

Your permanent record is usually with the last school where you completed/graduated. If you transferred during high school and finished elsewhere, request from the graduating school.

IV. General Rule: What You Request Depends on the Purpose

Because “diploma replacement” may be discretionary or limited, many requestors should consider asking for one or more of the following, depending on need:

  1. Certified True Copy of Diploma (if available), and/or
  2. Certification of Graduation/Completion, plus
  3. Certified True Copy of Permanent Record (Form 137), plus
  4. Certified True Copy of Report Card (Form 138) (if needed).

For most legal/official purposes, the certified true copy or certification signed by the registrar/school head and sealed is what matters.

V. Standard Requirements for Requesting Replacement Records

Schools set their own documentary requirements, but these are commonly requested:

A. Proof of Identity

  • Government-issued ID (e.g., passport, driver’s license, UMID, PhilSys ID), or
  • If no government ID: multiple supporting IDs plus birth certificate (school discretion).

B. Request Letter / Accomplished School Form

A written request usually includes:

  • Full name used in school (include spelling variations)
  • Date of birth
  • School year(s) attended and year graduated
  • Grade level(s), section (if known)
  • Learner Reference Number (LRN) (if known)
  • Purpose of request
  • Specific documents requested (diploma/certification/Form 137, etc.)
  • Contact details

C. Affidavit of Loss (When Records Are Lost)

If the diploma or original document was lost, schools often require an Affidavit of Loss notarized by a notary public. This affidavit typically states:

  • what document was lost,
  • when and where it was last seen,
  • efforts to locate it,
  • that it has not been pledged/sold/used for unlawful purpose,
  • a request for replacement/duplicate.

Some schools may also ask for a police blotter for certain cases, but many accept an affidavit alone.

D. Authorization (If Someone Else Will Process)

If you cannot appear personally, the representative may be asked to present:

  • authorization letter or special power of attorney (SPA),
  • photocopies of your ID and the representative’s ID,
  • the representative’s original ID for verification.

E. Fees

  • Public schools often charge minimal reproduction/certification fees (or none), but may charge for special paper, printing, or notarial services if arranged externally.
  • Private schools may charge for administrative processing, certification, and special printing.

VI. Step-by-Step: Requesting From an Operating School (Most Common Scenario)

  1. Identify the Records Office/Registrar

    • For basic education, this is typically the school registrar or records custodian.

  2. Prepare the Requirements

    • IDs, request letter/form, affidavit of loss (if applicable), authorization documents (if applicable).

  3. Specify Exactly What You Need Examples:

    • “Certification of Graduation (with school year and date of graduation)”
    • “Certified True Copy of Permanent Record (Form 137)”
    • “Certified True Copy of Diploma” or “Duplicate Diploma” (if school re-issues diplomas)

  4. Pay Applicable Fees / Secure Official Receipt (If Any)

  5. Verify the Details Before Release

    • Name spelling, birthdate, LRN (if reflected), year graduated, track/strand (for SHS), school name.

  6. Request Proper Authentication Marks A “certified true copy” typically bears:

    • signature of registrar/school head,
    • designation/title,
    • school dry seal or stamp/seal,
    • date of issuance,
    • notation that it is a true copy of the record on file.

VII. Special Scenario: The School Has Closed, Moved, Merged, or Records Are Not On-Site

When a school is no longer operating or records cannot be located at the campus:

A. Start With the Last Known School Details

Gather:

  • exact school name (including old names),
  • address/municipality,
  • approximate years attended/graduated,
  • any document copies you still have (old ID, report card, yearbook info).

B. Approach the DepEd Schools Division Office (SDO)

The SDO that has jurisdiction over the area where the school operated is usually the first DepEd office to assist. Possible outcomes:

  • the SDO has custody of the records,
  • the records were transferred to another school as custodian,
  • the school’s corporate/operator retained records (common in some private closures, depending on arrangements).

C. Ask for a “Records Verification/Certification”

If a diploma cannot be duplicated, a DepEd-assisted verification may still allow issuance of:

  • certification that you completed/graduated based on division-held archives, or
  • direction to the lawful custodian for certified copies.

Practical tip: Provide as many identifiers as possible (full name at the time, DOB, parent/guardian name, graduation year, section adviser if remembered).

VIII. Corrections and Changes: Name, Birthdate, Sex, and Other Entries

Requests often involve not just replacement but correction due to typographical errors or changes in civil status.

A. Simple Clerical Errors (Typographical)

If the school record differs from your civil registry documents due to obvious typographical mistakes, schools may require:

  • birth certificate (PSA),
  • affidavit of discrepancy or affidavit of one and the same person,
  • school forms showing consistent usage,
  • approval route (may involve the school head and division office depending on the change and DepEd rules in force).

B. Change of Name Due to Marriage

Some schools will not “change historical records” but may annotate or issue a certification linking:

  • maiden name (school record) and married name (current identity), supported by marriage certificate and valid ID.

C. Legal Change of Name / Correction Under Court or Law

If your name/birthdate/sex was changed through a judicial process or applicable law, you may need:

  • court order or legal document proving the change,
  • updated PSA birth certificate/annotations,
  • request for annotation or updated certifications.

Important concept: Schools generally preserve the integrity of contemporaneous records; many will issue certifications/annotations rather than rewrite every historical entry without legal basis.

IX. Lost vs. Damaged Diplomas: What Schools Typically Do

A. Lost Diploma

Common outcomes:

  • issue a duplicate diploma marked “Duplicate” or “Re-issued,” or
  • issue a certification of graduation (often preferred by schools), or
  • issue a certified true copy of the diploma record/register entry (if they keep such a register).

B. Damaged Diploma

Schools may require surrender of the damaged diploma (if available) plus a written request. The school may then re-issue or certify.

C. If the Diploma Was Never Released to You

If you never claimed the diploma, request a release/issuance and be ready to prove identity.

X. If You Need Records for Use Abroad

For overseas employment, immigration, or foreign credential evaluation, requirements differ by destination. Common expectations:

  • documents must be certified by the issuing school,
  • some may require notarization of a certification/affidavit,
  • some require further government processing (varies).

Practical approach (without assuming a single universal path):

  1. Obtain school-issued certified true copies/certifications with seal and signatures.
  2. Ask the receiving institution/embassy what form of legalization they accept (some accept school certification alone; others want notarization; others want additional government authentication depending on document type and issuing body).

Because school records are not always treated as “civil registry documents,” authentication paths can be destination- and document-specific.

XI. Data Privacy and Record Release Rules (Philippine Context)

Educational records contain personal information. As a rule:

  • Schools should release student records to the student (or authorized representative) upon proper identification.
  • Release to third parties (employers, agencies, relatives) typically requires written consent/authorization, unless a lawful exception applies (e.g., legal process).

Expect schools to:

  • verify identity,
  • limit disclosure to what was requested,
  • retain a log or receiving copy.

XII. Common Obstacles and Practical Remedies

A. You Don’t Remember Your Graduation Year or Section

Provide approximate years and supporting clues (teachers, classmates, school IDs, yearbook photos). The registrar may search by cohort lists.

B. Records Were Destroyed (Fire, Flood, Calamity)

Possible remedies include:

  • reconstruction from available registers, class records, division archives,
  • certifications based on remaining secondary sources,
  • sworn statements and corroborative documents (school discretion, often with DepEd guidance when public).

C. The School Requires Personal Appearance

If you are abroad or far away:

  • use an authorization letter or SPA,
  • send certified copies of IDs,
  • coordinate for courier release procedures (school policy).

D. Disputes About Withholding Records (Private School Issues)

Private schools sometimes link release to administrative clearance or unsettled obligations. Public schools generally operate under stricter public service norms. If you believe withholding is improper or excessive, escalation options may include:

  • written request to the school head/administrator,
  • written complaint to the DepEd Schools Division Office for basic education concerns,
  • mediation/conciliation routes depending on the circumstances.

(Outcomes depend heavily on facts, school type, and applicable DepEd guidance/policies.)

XIII. Sample Templates (Adapt as Needed)

A. Request Letter (Student)

Date: ________ To: The School Registrar / Records Custodian School: __________________________ Address: _________________________

Subject: Request for Replacement/Certified Copies of High School Records

I, [Full Name], born on [Date of Birth], formerly enrolled at [School Name] in [School Years Attended], and graduated/completed [JHS/SHS] in [Year Graduated], respectfully request the issuance of the following:

  1. [Certification of Graduation/Completion]
  2. [Certified True Copy of Permanent Record (Form 137)]
  3. [Certified True Copy of Report Card (Form 138)]
  4. [Duplicate Diploma / Certified True Copy of Diploma]

Purpose: [Employment/College Admission/Scholarship/Overseas Requirement/etc.]

My Learner Reference Number (LRN), if on record: [LRN]. Attached are copies of my valid ID(s) and other supporting documents. If the request involves a lost document, attached is my notarized Affidavit of Loss.

Respectfully, [Signature] [Printed Name] [Contact Number / Email] [Current Address]

B. Affidavit of Loss (Key Points to Include)

  • Full name, age, address, and identification
  • Description of the lost document (e.g., “Original High School Diploma”)
  • Circumstances of loss and approximate date/place
  • Diligent efforts to locate
  • Statement that it has not been used for unlawful purpose
  • Request for issuance of a duplicate/certification
  • Notarization

(Formatting and exact language should follow notarial practice.)

XIV. Best Practices to Avoid Future Problems

  • Keep scanned copies (front/back) of diploma and certifications.
  • Request multiple certified true copies when processing major life events (employment abroad, migration).
  • Verify spelling and personal details upon issuance; request correction promptly.
  • Store originals in a waterproof envelope; separate originals from everyday files.

XV. Key Takeaways

  1. The school last attended/graduating school is the primary custodian of high school records.
  2. A “replacement diploma” may not be the only or best remedy; certifications and certified true copies of the permanent record are often more useful and more consistently available.
  3. If the school is closed or records are unavailable, the DepEd Schools Division Office is the usual next step for locating the lawful custodian or obtaining record verification.
  4. Corrections to names and personal data often require civil registry documents and, for substantial changes, legal basis (annotation/court order), with many schools preferring annotation or linking certifications over rewriting history.
  5. Release of records is governed by identity verification and consent principles consistent with Philippine data privacy norms.

Disclaimer: This content is not legal advice and may involve AI assistance. Information may be inaccurate.

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