I. Overview

A diploma is an official academic credential issued by an educational institution certifying that a student has completed a degree, course, or program. In the Philippines, diplomas are commonly required for employment, professional licensure, immigration, further studies, government applications, and documentary evaluation abroad.

When a diploma is lost, damaged, destroyed, or stolen, the graduate generally cannot simply demand an identical original copy as a matter of right. Most Philippine schools issue either a replacement diploma, a duplicate diploma, a certification in lieu of diploma, or a certified true copy, depending on their internal policy.

The process is primarily governed by the issuing school’s rules, supplemented by general principles on public and private documents, notarial practice, affidavits, school record-keeping, and the authority of education regulators such as the Department of Education, Commission on Higher Education, and Technical Education and Skills Development Authority.

II. Nature of a Diploma Under Philippine Practice

A diploma is not the sole proof of graduation. It is an important ceremonial and evidentiary document, but Philippine institutions usually maintain separate official records such as:

Transcript of Records;
Form 137 or permanent student record for basic education;
Certification of Graduation;
Special Order number, where applicable;
Registrar’s records;
Board or academic council approval records;
Enrollment and completion records;
School seal and issuance logs.

For many official purposes, especially employment or further studies, a Transcript of Records and Certification of Graduation may be more important than the physical diploma itself.

A lost diploma does not mean the graduate has lost the degree. The degree or academic completion remains recorded in the school’s official records.

III. Can a Lost Diploma Be Replaced?

Yes, in most cases. Philippine schools generally allow replacement, but the form of replacement varies.

Some schools issue a new diploma marked:

“Duplicate Copy”;
“Replacement Copy”;
“Reissued”;
“Issued in lieu of lost original”;
“Second copy”;
or similar notation.

Other schools refuse to issue another diploma and instead provide:

Certification of Graduation;
Certificate of Completion;
Certified True Copy of available diploma record;
Registrar’s certification;
Transcript of Records bearing graduation details.

The reason is that a diploma is treated as a controlled academic document. Schools try to prevent multiple “originals” from circulating, which could create risks of fraud or misuse.

IV. Common Reasons for Replacement

A graduate may request replacement when the diploma is:

Lost;
Stolen;
Destroyed by fire, flood, typhoon, earthquake, or other calamity;
Damaged beyond use;
Mutilated;
Misplaced during relocation;
Withheld from use because the original is abroad or inaccessible;
Needed in corrected form after a legal change of name or clerical correction, subject to school policy.

Loss is the most common ground.

V. Who May Request Replacement?

The request is usually made by the graduate personally.

If the graduate cannot appear personally, a representative may often file the request, subject to school policy. The school may require:

Authorization letter;
Special Power of Attorney;
Valid IDs of the graduate and representative;
Proof of relationship, in some cases;
Notarized request or affidavit;
Payment of fees.

For deceased graduates, the school may require proof that the requester is a legal heir, spouse, parent, child, or authorized representative of the estate. Some schools may refuse replacement and issue only a certification.

VI. Basic Requirements

Although requirements differ by institution, the usual documents are:

Affidavit of Loss;
Written request addressed to the Registrar;
Valid government-issued ID;
Student number, if available;
Date of graduation;
Degree or program completed;
Proof of payment of replacement fee;
Police report, if the diploma was stolen;
Damaged original, if the request is due to mutilation or destruction;
Authorization or SPA, if filed through a representative;
Recent photo, if required by the school;
Documentary stamp, if required;
Marriage certificate, court order, or civil registry documents, if the request involves name issues.

The Affidavit of Loss is usually the central document.

VII. The Affidavit of Loss

An Affidavit of Loss is a sworn written statement explaining that the diploma was lost and describing the circumstances of the loss. It is executed before a notary public.

It usually contains:

The affiant’s full name, age, civil status, citizenship, and address;
The school attended;
The degree, course, or program completed;
The date or year of graduation;
A statement that the diploma was issued;
The facts surrounding the loss;
A statement that diligent efforts were made to locate it;
A statement that it has not been sold, pledged, transferred, or used for unlawful purposes;
A request that the school issue a replacement or certification;
An undertaking to surrender the original if later found.

Sample Affidavit of Loss

REPUBLIC OF THE PHILIPPINES CITY/MUNICIPALITY OF __________ ) S.S.

AFFIDAVIT OF LOSS

I, [Full Name], Filipino, of legal age, [civil status], and residing at [address], after having been duly sworn in accordance with law, state:

I am a graduate of [Name of School/University], having completed the course/degree of [Degree/Program] on or about [date/year of graduation].
I was issued a diploma by the said institution as proof of my graduation.
Sometime in [month/year or approximate date], I discovered that my diploma was missing. I last kept it at [place where it was kept].
Despite diligent efforts to locate the said diploma, I could no longer find it, and I believe that it has been lost.
The said diploma has not been sold, assigned, transferred, pledged, or used for any unlawful purpose.
I am executing this Affidavit of Loss to attest to the truth of the foregoing facts and to request [Name of School/University] to issue a replacement diploma, duplicate diploma, certification, or other appropriate document in accordance with its rules.
Should the original diploma later be found, I undertake to surrender it to the school or refrain from using it in a manner inconsistent with the replacement issued.

IN WITNESS WHEREOF, I have signed this Affidavit on this ___ day of __________ 20___ in __________, Philippines.

[Signature] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ in __________, Philippines, affiant exhibiting to me his/her competent evidence of identity: [ID details].

Notary Public

VIII. Is Publication Required?

Usually, no.

For a lost diploma, publication in a newspaper is generally not required unless the school specifically requires it. Some institutions may require publication for highly sensitive records, but this is not the ordinary practice for diplomas.

Publication is more commonly encountered in matters involving lost land titles, corporate documents, securities, or other legal instruments whose loss can affect third-party rights. A diploma is different because the school’s registrar records remain the controlling source of academic verification.

IX. Is a Police Report Required?

A police report is not always required for a lost diploma. However, it may be required or advisable when:

The diploma was stolen;
The loss occurred during robbery, burglary, or theft;
The diploma was inside a stolen bag, vehicle, or luggage;
The school specifically requires it;
The graduate wants a stronger paper trail to prevent misuse.

For simple misplacement, an Affidavit of Loss is usually enough.

X. Role of the School Registrar

The Registrar is usually the office responsible for diploma replacement. The Registrar verifies the graduate’s records and determines whether the applicant is entitled to a replacement, duplicate, certification, or other document.

The Registrar may check:

Student identity;
Enrollment history;
Graduation date;
Degree or program completed;
Honors, if any;
Special Order number, if applicable;
Clearance status;
Whether the diploma was already issued;
Whether there are outstanding obligations;
Whether the school’s governing body must approve reissuance.

Some institutions require clearance before releasing any school record. This may include library, accounting, department, alumni, or student affairs clearance.

XI. Public Schools, Private Schools, Colleges, and Universities

A. Basic Education

For elementary and high school diplomas, the request is usually made with the school where the student graduated. If the school has closed, the student may need to coordinate with the appropriate DepEd office, division office, or custodian of school records.

For basic education, Form 137, certification of graduation, and school records may be more readily issued than a replacement diploma.

B. Higher Education

For college and university diplomas, the request is filed with the Registrar of the higher education institution.

Colleges and universities generally maintain policies on duplicate diplomas. Some will reissue diplomas, while others will only issue certifications.

C. Technical-Vocational Institutions

For TESDA-related qualifications, the document involved may not always be a “diploma.” It may be a National Certificate, Certificate of Competency, Training Certificate, or school-issued certificate. Replacement procedures may involve the training institution, assessment center, or TESDA office, depending on the document.

XII. If the School Has Closed

A special issue arises when the school that issued the diploma no longer exists.

The graduate should determine who has custody of the school records. Depending on the level and type of institution, records may be held by:

A successor school;
A merged or renamed institution;
A central records office;
DepEd division or regional office;
CHED regional office;
TESDA office;
A designated custodian of records.

In these cases, the graduate may not receive a replacement diploma in the same format as the original. The available document may be a certification based on archived records.

The applicant should prepare identifying information, including:

Full name used during enrollment;
Date of birth;
Student number;
Course or grade level completed;
School year attended;
Graduation year;
Campus or branch;
Copies of old school documents, if available;
IDs and civil registry records.

XIII. If the School Changed Its Name

If the school changed its corporate or institutional name, the replacement may be issued under the current school name, the former school name, or with a notation explaining the name change.

For example, the certification may state that the graduate completed the program at the institution formerly known as a previous name. The exact wording depends on the school’s records and policies.

XIV. If the Graduate Changed Name

Name changes commonly arise because of:

Marriage;
Annulment or declaration of nullity;
Legitimation;
Adoption;
Court-ordered change of name;
Correction of clerical error;
Change in sex marker or first name under applicable law;
Use of a different name during school years.

The diploma is often issued in the name used by the student at the time of graduation. A school may refuse to change the name on the diploma unless there is sufficient legal basis.

Documents commonly required include:

PSA birth certificate;
PSA marriage certificate;
Court order;
Certificate of finality;
Annotated civil registry document;
Valid ID reflecting the current name;
Affidavit explaining identity;
School records showing the original student name.

Some schools issue the replacement in the original name but provide a certification linking the original name to the current legal name.

XV. If the Diploma Contains an Error

If the issue is not loss but an error in the diploma, the process is different. The graduate may request correction or reissuance.

Common errors include:

Misspelled name;
Wrong middle initial;
Wrong degree title;
Wrong graduation date;
Incorrect honors;
Wrong school name or campus;
Typographical mistakes.

The school will determine whether the error came from its records or from incorrect information supplied by the student. The school may require supporting documents such as a PSA birth certificate, transcript, or previous enrollment records.

If the school records themselves contain the error, correction of records may be required before a corrected diploma is issued.

XVI. Certified True Copy vs. Replacement Diploma

A Certified True Copy is a copy of an existing document certified by the proper custodian as a faithful reproduction of the original or record on file.

A Replacement Diploma is a newly issued diploma or duplicate based on official school records.

A Certification of Graduation is a separate document stating that the person graduated from the school on a particular date with a particular degree or program.

A certified true copy may not be possible if the graduate has lost the original and the school does not retain a scanned or file copy of the diploma. In that case, the school may issue a certification instead.

XVII. Authentication and Use Abroad

For use abroad, a replacement diploma or school certification may need further authentication. Depending on the destination country and purpose, the graduate may need:

School certification;
Certified true copy;
Transcript of Records;
CHED certification, authentication, or verification for higher education documents;
DepEd or TESDA verification, depending on the document;
Apostille from the Department of Foreign Affairs, where applicable;
Embassy or consular legalization, for countries not covered by apostille practice;
Translation, if required by the receiving institution.

A replacement diploma alone may not be sufficient for foreign evaluation. Many foreign schools, employers, and credential evaluators prefer transcripts sent directly by the school.

XVIII. Apostille Considerations

Philippine documents intended for use abroad may require an apostille if the destination country is a party to the Apostille Convention. For educational documents, the DFA generally requires proper certification or authentication from the relevant education authority before apostille.

The school-issued replacement diploma may therefore need to pass through institutional and government verification before it can be apostilled.

A graduate should not assume that a notarized Affidavit of Loss is enough for foreign use. The receiving country or institution usually wants the academic credential itself or an officially verified school record.

XIX. Employment and Professional Licensure

For local employment, employers may accept:

Replacement diploma;
Original or certified Transcript of Records;
Certificate of Graduation;
Certified school records;
Board exam records, if applicable.

For professional licensure, the Professional Regulation Commission usually relies on official educational records, transcript, school certifications, and degree information rather than merely the physical diploma. The applicable requirements depend on the profession.

A lost diploma usually does not prevent professional licensing if official academic records are available.

XX. Legal Effect of a Replacement Diploma

A replacement diploma is generally valid if issued by the authorized school official based on official school records. Its evidentiary value comes from the school’s authority to certify its own records.

However, it may be marked as a duplicate or replacement. Such notation does not ordinarily diminish the graduate’s academic status. It merely indicates that the document is not the first physical copy issued.

XXI. Fraud, Misrepresentation, and Criminal Liability

A person should never falsely claim loss of a diploma or use multiple copies for fraudulent purposes.

Possible legal risks may arise from:

False statements in an Affidavit of Loss;
Falsification of documents;
Use of fake diplomas;
Misrepresentation of educational attainment;
Submission of forged school records;
Identity fraud;
Unauthorized alteration of a diploma;
Use of another person’s diploma.

A notarized Affidavit of Loss is a sworn document. False statements in it may expose the affiant to legal consequences.

XXII. Data Privacy Considerations

Schools are expected to verify the identity and authority of the person requesting records. This is consistent with privacy and record-security practices.

A school may refuse to release a diploma or academic record to an unauthorized person. Representatives are commonly required to present written authority, valid IDs, and sometimes a notarized SPA.

The graduate should expect the school to be strict, especially when the request involves academic credentials.

XXIII. Fees and Processing Time

Fees vary widely. They may include:

Replacement diploma fee;
Certification fee;
Documentary stamp fee;
Mailing or courier fee;
Notarial fee for the Affidavit of Loss;
Authentication or verification fee;
Apostille-related fees, if for foreign use.

Processing time also varies. Some schools can issue certifications within a few days but require longer for replacement diplomas because of printing, signatures, seal, board approval, or batch processing.

XXIV. Practical Step-by-Step Process

Step 1: Contact the Registrar

Ask the Registrar whether the school issues replacement diplomas or only certifications. Confirm the requirements, fees, processing time, and whether personal appearance is required.

Step 2: Prepare Identification

Prepare at least one valid government ID. If the name on the ID differs from the school record, prepare civil registry documents explaining the difference.

Step 3: Execute an Affidavit of Loss

Have an Affidavit of Loss notarized. Make sure the affidavit accurately states the facts and the academic details.

Step 4: Prepare a Written Request

Address the request to the Registrar. Include:

Full name used while studying;
Student number;
Course or degree;
Graduation date;
Reason for request;
Contact details;
Type of document requested.

Step 5: Submit the Requirements

Submit the affidavit, request letter, valid ID, and school-specific requirements. Pay the required fees.

Step 6: Wait for Verification

The Registrar will verify the graduate’s records. Additional documents may be requested if records are incomplete, archived, inconsistent, or old.

Step 7: Claim the Replacement or Certification

Claim the document personally or through an authorized representative. Check the spelling, degree title, date, honors, and seal before leaving.

Step 8: Authenticate if Needed

For foreign use, inquire about CHED, DepEd, TESDA, DFA apostille, or embassy requirements.

XXV. Sample Request Letter

[Date]

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

Dear Registrar:

I respectfully request the issuance of a replacement or duplicate copy of my diploma, or such certification as may be allowed under the school’s rules, because my original diploma has been lost.

I graduated from [Name of School/University] with the degree/program of [Degree/Program] on [date/year of graduation]. My student number was [student number], if applicable.

Attached are my notarized Affidavit of Loss, valid identification, and other supporting documents.

I would appreciate your assistance in verifying my records and processing this request in accordance with the school’s policies.

Respectfully,

[Full Name] [Signature] [Contact Number / Email]

XXVI. Special Situations

A. Diploma Lost Abroad

If the diploma was lost abroad, the graduate may execute an affidavit before a Philippine Embassy or Consulate, or execute the equivalent sworn statement under the rules of the foreign country and have it properly acknowledged or authenticated as required. The school may still prefer a Philippine-notarized affidavit, depending on its policy.

B. Diploma Destroyed by Calamity

If destroyed by fire, flood, or typhoon, the affidavit should explain the calamity. Supporting documents such as barangay certification, fire report, photos, or insurance documents may help but are not always required.

C. Diploma Stolen

If stolen, a police report is advisable. The affidavit should state the circumstances of theft and refer to the police report.

D. Very Old Diplomas

For diplomas issued decades ago, the school may need more time to retrieve archived records. If records are incomplete, the school may issue only a certification based on available records.

E. Multiple Requests

A school may limit the number of times a replacement diploma may be issued. Repeated requests may be scrutinized more strictly.

XXVII. What If the School Refuses?

A school may refuse to issue a replacement diploma but may still issue a certification of graduation or transcript, assuming records exist and the graduate has complied with requirements.

If refusal appears unreasonable, the graduate may:

Ask for the school policy in writing;
Request a certification instead;
Ask whether a duplicate marked as replacement is allowed;
Escalate to the Registrar, Dean, school president, or records office;
Contact the appropriate regulator if the issue concerns access to legitimate school records;
Seek legal advice if the refusal affects employment, licensure, immigration, or other legal rights.

A school’s refusal to issue an identical “original” diploma is not automatically unlawful. Many institutions have policies against issuing multiple originals.

XXVIII. Best Evidence for Graduation

For legal, employment, and academic purposes, the strongest proof usually consists of a combination of:

Transcript of Records;
Certification of Graduation;
Replacement or duplicate diploma;
School seal and registrar certification;
Government authentication, if required;
Direct verification by the school.

A diploma is persuasive, but the school record is usually more authoritative.

XXIX. Common Mistakes to Avoid

Graduates should avoid:

Using online “diploma replacement” services not connected with the school;
Editing or digitally altering a scanned diploma;
Submitting fake affidavits;
Claiming loss when the diploma is merely unavailable;
Ignoring name discrepancies;
Assuming a notarized affidavit automatically compels the school to issue a new diploma;
Waiting until the deadline for employment, visa, or licensure applications;
Failing to ask whether a certification will be accepted instead;
Losing the replacement without keeping scanned copies;
Sending the only copy abroad without retaining certified copies.

XXX. Recommended Record-Keeping After Replacement

Once a replacement or certification is issued, the graduate should keep:

The original replacement in a safe place;
Scanned copy in secure digital storage;
Certified true copies, if available;
Transcript of Records;
Certification of Graduation;
Receipts and request documents;
Affidavit of Loss copy;
Authentication or apostille documents, if any.

The graduate should avoid laminating documents if future authentication, sealing, embossing, or certification may be required.

XXXI. Key Legal Principles

The main legal and practical principles are:

A diploma is evidence of academic completion, but the school’s official records are controlling.
Loss of a diploma does not extinguish the graduate’s academic qualification.
The issuing institution controls the replacement process.
An Affidavit of Loss is usually required.
Replacement may be marked as duplicate or reissued.
A school may issue a certification instead of a new diploma.
Name corrections require legal and civil registry support.
Foreign use may require education authority verification and DFA apostille.
False statements or forged credentials may create criminal and civil exposure.
The safest proof of graduation is a complete set of authenticated school records, not merely a diploma.

XXXII. Conclusion

Replacing a lost diploma in the Philippines is usually possible, but the graduate must follow the issuing school’s policies. The ordinary process involves contacting the Registrar, executing an Affidavit of Loss, presenting valid identification, paying the required fees, and waiting for record verification.

The replacement document may not always be an exact replica of the original diploma. It may be marked as a duplicate, issued as a replacement, or substituted by a certification of graduation. For most legal and practical purposes, this is acceptable because the graduate’s academic status is proven by official school records, especially the Transcript of Records and Registrar’s certification.

The essential point is that a lost diploma is a lost document, not a lost degree.