Quick answer

A School Form 137 is a certified true copy when the school that keeps the learner’s official permanent record compares the copy with that record and an authorized school official—usually the school head, registrar, or designated records custodian—formally certifies that the copy is faithful and complete.

A credible certified copy should:

come from the school or lawful custodian of the record;
reproduce the complete Form 137 or its current equivalent, School Form 10 (SF10);
contain a certification that it is a true copy or true record;
bear the actual signature, printed name, and official position of the authorized certifying officer;
carry the date of certification; and
contain the school’s official seal, dry seal, or other institutional authentication when the school or receiving office requires it.

A photocopy does not become a certified true copy merely because someone writes “certified true copy” on it. Certification must come from the issuing school or another office lawfully holding and authorized to certify the official record. Notarization alone does not establish that the contents match the school’s records.

What Form 137 means today

Form 137 is the learner’s permanent academic record. It records the learner’s identity and historical academic information across the applicable grade levels. Current Department of Education forms generally use the name School Form 10 or SF10, followed by the appropriate level, while still identifying it as the former Form 137.

The name used on an older record does not by itself determine validity. An authentic legacy Form 137 and a properly issued current SF10 can both serve as permanent school records. What matters is that the document comes from the lawful records custodian, matches the official record, and is properly certified for its intended use.

DepEd’s current templates include a certification portion in which the responsible school official certifies that the document is a true record of the identified learner. Official templates are available through the DepEd Learner Information System support page.

The essential elements of a certified true copy

1. It must be based on the official record

The certifying officer must have access to the school’s official permanent record. The certification means that the issued copy was checked against that record—not simply against another photocopy supplied by the learner.

This is why a barangay official, lawyer, notary public, employer, or unrelated school ordinarily cannot turn a personal photocopy into a certified true copy of Form 137. Those persons generally do not have custody of the underlying school record and cannot verify its contents.

2. The record must come from the proper custodian

The usual starting point is the school where the learner completed the relevant level or whose records office retains the permanent record.

Depending on the school’s organization and applicable DepEd procedure, the authorized signer may be the:

school head or principal;
school registrar; or
officially designated records custodian.

For records requiring DepEd Certification, Authentication and Verification (CAV), additional processing by the Schools Division Office and Regional Office may be necessary. That additional authentication is different from ordinary school-level certification.

3. The certification must be attributable to an authorized officer

The copy should identify who certified it and in what official capacity. A bare signature that cannot be connected to a name or position may be rejected or returned for verification.

Look for:

a certification statement such as “Certified True Copy” or the SF10 certification that it is a true record;
the certifying officer’s signature;
the officer’s printed name;
the officer’s position or designation; and
the date of certification.

Receiving institutions sometimes require each page to be signed or initialed, or require a certification stamp on every reproduced page. That is not necessarily a universal requirement for all uses, but it should be followed when expressly stated by the receiving institution.

4. The copy must be complete and legible

Certification does not cure an incomplete or unreadable reproduction. The learner’s name, Learner Reference Number where applicable, schools attended, subjects, grades, eligibility entries, remarks, dates, and certification portion should be clear.

The copy should include all pages, including the reverse side when it contains entries or instructions relevant to the record. Cropped margins, missing pages, obscured grades, and unreadable signatures can lead to rejection even if one page bears a certification stamp.

5. Alterations must be officially resolved

A certified copy should faithfully reproduce the official record. Handwritten changes made after release, correction fluid, overwritten grades, pasted entries, or unexplained erasures undermine reliability.

If the official school record itself contains an incorrect name, birth date, grade, or other entry, ask the school or the appropriate DepEd office about the formal correction process. Do not edit the copy yourself. The required evidence depends on the entry involved and may include a Philippine Statistics Authority record, affidavits, school certifications, or other supporting documents.

Is a school seal required?

An official school seal is an important authenticity feature and is commonly used. However, whether a particular dry seal, wet seal, stamp, security paper, envelope, QR code, or ribbon is mandatory depends on the applicable DepEd procedure and the requirements of the receiving institution.

A document should not be declared invalid solely because it lacks a feature that no applicable rule or receiving-office checklist requires. Conversely, a receiving office may legitimately require additional authentication for its particular transaction.

Before requesting copies, ask the receiving institution exactly what it accepts:

an original SF10;
a school-certified photocopy;
a copy in a sealed school envelope;
a record sent directly from school to school;
a DepEd-certified or CAV record; or
a document intended for apostille or use abroad.

Certified true copy, original record, and CAV are different

These terms should not be used interchangeably.

Document or process	What it generally establishes
Plain photocopy or scan	Only that a reproduction exists; it carries no certification by itself
School-certified true copy	The authorized school officer attests that the copy matches the record in the school’s custody
Original Form 137/SF10 issued for transfer	The official permanent record transferred under DepEd’s school-to-school procedure
DepEd CAV	DepEd checks and certifies the genuineness and veracity of covered basic-education records for recognized purposes, particularly where further government authentication is required
Notarized photocopy or affidavit	The notary acknowledges the signer or oath involved; this does not ordinarily prove that the grades and entries match the school’s official record
Apostille	A Department of Foreign Affairs process for eligible Philippine public documents intended for use abroad; it is not a substitute for the required school and DepEd processing

DepEd Order No. 48, s. 2017 governs the Certification, Authentication and Verification of Basic Education School Records. It covers records including Form 137 and establishes school-, division-, and regional-level procedures. DepEd reiterated that order in 2025, confirming its continuing application. See DepEd Order No. 48, s. 2017 and the 2025 DepEd Region VIII reiteration.

CAV is not automatically required every time someone asks for a certified copy. Confirm the required form with the employer, school, embassy, foreign authority, or government office that will receive the document.

How to request a properly certified copy

Step 1: Confirm the receiving office’s exact requirement

Ask whether it wants Form 137, SF10, an original record, a certified photocopy, a sealed copy, CAV, or an apostilled document. Request a written checklist if possible.

This prevents a common problem: obtaining an ordinary certified copy when the transaction actually requires direct school-to-school transfer or DepEd CAV.

Step 2: Contact the school that keeps the record

Approach the registrar, records office, or school head. Provide enough information to locate the record, such as:

complete name used while enrolled;
date of birth;
Learner Reference Number, if known;
grade level or year completed;
school year attended or graduated;
former name, if any; and
purpose of the request.

DepEd Central Office generally does not keep individual learners’ Form 137 records. DepEd’s official FOI guidance directs requesters first to the school and, when necessary, the relevant Schools Division Office. See the DepEd FOI guidance on Form 137.

Step 3: Submit the school’s documentary requirements

Requirements vary according to the requester, purpose, and condition of the record. A school may ask for valid identification, an authorization letter and IDs if a representative will claim the record, or proof supporting a name discrepancy.

For a minor, the school may require proof of the parent’s or guardian’s authority. Because Form 137 contains personal educational information, the school must protect its confidentiality and should verify the requester’s identity and authority.

Step 4: Ask the school to certify the complete copy

Do not merely ask the school to stamp a photocopy you brought. Request a copy

Quick answer

A School Form 137 is a certified true copy when the school or lawful records custodian:

retrieves or verifies the learner’s official permanent record;
reproduces the record completely and legibly;
compares the reproduction with the record in its custody;
certifies that the copy is a true and accurate reproduction; and
has the certification signed by the school head, registrar, records custodian, or other duly authorized official.

A photocopy, scan, or printout does not become a certified true copy merely because it looks official, bears a school logo, or has been notarized. The certification must come from the school or office that holds and can verify the official record. The document may now be labeled School Form 10 (SF10), Learner’s Permanent Academic Record, because SF10 is the current counterpart of the former Form 137.

A certified true copy is also different from a DepEd Certification, Authentication and Verification (CAV) document. Ordinary certification is generally done by the school or records custodian. CAV is a separate DepEd process commonly required when basic-education records will be used abroad or when the receiving authority specifically demands authentication.

What Form 137 records

Form 137 is the learner’s permanent basic-education record. It generally contains identifying information, the Learner Reference Number when applicable, schools attended, grade levels, subjects, grades, eligibility or promotion information, and other entries required by DepEd.

DepEd’s current elementary and junior-high templates call the document SF10 and include a certification that it is a true record of the named learner. Official templates are available through the DepEd Learner Information System support page.

Form 137 or SF10 should not be confused with:

Form 138 or SF9, which is the learner’s report card for a particular school year;
a diploma or certificate of graduation;
a transcript of records issued by a college or university; or
a CAV certificate issued through the appropriate DepEd office.

The essential features of a certified true copy

No single stamp design or wording governs every school and every purpose. Schools may use different layouts, seals, control numbers, or security practices. What matters is that the document can be traced to the lawful custodian and that the custodian actually attests to its accuracy.

A properly certified copy should ordinarily show the following.

A complete and legible copy

All relevant pages, entries, grades, remarks, and certifications should be readable. A certification cannot cure missing pages, cropped entries, blank portions that should contain information, or an altered image.

If the record is double-sided or consists of several pages, confirm that every required side and page is included. Ask whether the pages must be individually certified or may be covered by one certification.

A certification of truth or accuracy

The copy should bear language substantially stating that it is a true or faithful copy of the permanent record on file. The exact wording may vary. Common formulations such as “Certified True Copy,” “Certified Correct,” or the certification printed on the official SF10 may be acceptable if used and completed by the authorized custodian.

The words alone are insufficient if they were added by the learner, a photocopying shop, an unauthorized employee, or a notary who did not issue and does not keep the school record.

The signature of an authorized school official

The certification should be signed by the school head, registrar, designated records custodian, or another officer authorized by the school or DepEd rules to certify the record.

The signer’s printed name and official position should be clear. A recipient may reject a document if it cannot determine who signed it or whether that person had authority.

A scanned or electronic signature may be accepted in a particular official system, but it should not be assumed acceptable for every transaction. Ask the receiving institution whether it requires a wet signature, secure electronic copy, verification code, or sealed envelope.

Identification of the issuing school

The document should identify the school whose official records were checked. Relevant details may include the school name, address, school identification number, letterhead, and contact information.

These details help the receiving institution verify the document, but letterhead by itself does not constitute certification.

The date and other verification details

A certification date is important because it shows when the school compared and certified the copy. The school may also use a document number, reference number, official stamp, embossed or dry seal, or issuance log.

A seal is useful evidence of regular issuance, but there is no sound basis for treating a dry seal as the single universal test of validity. The receiving institution may nevertheless require one under its own documented submission rules.

What does not make a copy certified

The following are not, by themselves, sufficient:

a photocopy made from an original Form 137;
a PDF or photograph sent by the learner;
a copy carrying only a school logo or letterhead;
a rubber-stamped phrase without an authorized signature;
a signature whose signer and official position cannot be identified;
a notarized photocopy supplied by the learner;
a copy certified by a teacher or employee who is not authorized to maintain or certify the record; or
a document with visible alterations, inconsistent grades, missing pages, or unexplained erasures.

Notarization generally verifies an oath, acknowledgment, or the identity and act of the person appearing before the notary. It does not allow the notary to certify what is contained in a school’s official files. If an agency asks for both a certified true copy and a notarized affidavit, those are separate requirements.

Who should issue the certified copy?

Start with the school that maintains the learner’s permanent record. DepEd has stated that its Central Office does not ordinarily keep individual learners’ school records; requests should be directed to the school concerned or, when necessary, the appropriate Schools Division Office. See DepEd’s official Form 137 guidance through the eFOI portal.

The proper custodian may depend on what happened to the school:

Operating school: Apply to its registrar, records office, or school head.
Closed, merged, renamed, or transferred school: Ask the Schools Division Office where the school operated which office or successor institution now holds the records.
Records already transferred to another lawful repository: Obtain the certification from the office currently authorized to keep and certify them.
Missing or damaged school records: Do not create a replacement from memory or an old personal photocopy. Ask the school and Schools Division Office about verification, reconstruction, correction, or available substitute records.

The mere closure of a school does not authorize a former employee or private individual to certify copies unless that person has been formally made the custodian.

How to obtain a certified true copy

1. Ask the receiving institution exactly what it requires

Before applying, confirm whether it wants:

the original permanent record sent school-to-school;
a certified true copy for personal use;
an SF10 rather than an older Form 137 format;
a document in a sealed school envelope;
CAV for foreign use;
an apostille after CAV;
a recently issued copy;
a particular number of copies; or
additional documents such as a diploma, certification of graduation, or valid identification.

“Certified,” “authenticated,” “verified,” and “apostilled” are not interchangeable.

2. Contact the school’s registrar or records office

Give the learner’s complete name used while enrolled, date of birth, approximate years of attendance or graduation, grade level, Learner Reference Number if known, and the purpose of the request.

Ask for the school’s current requirements, release method, processing time, and authorized representative procedure. These operational details may vary by school and division and should be checked against the office’s current Citizen’s Charter.

3. Submit the required proof of identity and authority

The school may require a request form and valid identification. If someone else will act for the learner, the school may require written authorization, the representative’s identification, and copies of the learner’s identification.

For a minor, the school may require proof that the requester is the parent, guardian, or otherwise authorized person. These safeguards reflect the confidential nature of educational records.

4. Inspect the document before leaving

Check:

spelling and order of names;
date and place of birth, if shown;
Learner Reference Number;
schools and school years attended;
subjects and grades;
graduation, completion, promotion, or eligibility entries;
number of pages;
the certification statement;
signature, printed name, and position of the certifying official; and
date, stamp, seal, or control number used by the issuing office.

Do not alter the record yourself. If anything is wrong, request correction through the school or appropriate DepEd office.

5. Follow the required delivery method

For an active learner transferring between schools, the rules are stricter than an ordinary personal-copy request. Under DepEd Order No. 54, series of 2016, the transfer of the permanent record is intended to occur between the receiving and originating schools through the prescribed process. Learners and their parents or guardians should not hand-carry the official permanent record to the receiving school.

For other purposes, such as employment or a private application, the school may release a certified copy to the learner if its rules and the recipient’s requirements permit it.

Certified true copy versus CAV

DepEd Order No. 48, series of 2017 established the policy and procedures for Certification, Authentication and Verification of basic-education school records, including Form 137. The order describes CAV as an official process of checking and certifying the genuineness and veracity of available academic school records.

CAV may be required for purposes such as foreign employment, migration, a student or other visa, or another purpose identified in writing by the Department of Foreign Affairs. The applicant ordinarily begins with the school, after which the record proceeds through the appropriate DepEd offices under the prescribed process.

A school-certified Form 137 does not automatically prove that CAV has been completed. Conversely, CAV does not correct an inaccurate school record; discrepancies generally must be resolved with the school or appropriate Schools Division Office first.

Consult the official DepEd Order No. 48, series of 2017 and the current requirements of the relevant DepEd regional or division office. DepEd reiterated the continued use of this order in 2025, including through DepEd Region VIII Memorandum No. 1014, series of 2025.

For use outside the Philippines, also ask the foreign recipient and the Department of Foreign Affairs whether an apostille or another step is required. Do not pay a fixer to bypass school or DepEd verification.

Corrections and discrepancies

Certification means that the copy matches the official record in custody. It does not necessarily mean that every entry in the underlying record is factually correct.

If the learner’s name, birth date, grades, school year, or other entry is wrong, first ask the school for its correction procedure. Depending on the entry and circumstances, the school or DepEd office may require a PSA-issued civil-registry document, affidavit, school-head endorsement, or other supporting records.

Do not erase, overwrite, digitally edit, or annotate the certified copy. An altered copy may no longer correspond to the record certified by the school and can create serious questions about authenticity.

If a deadline is near, inform the receiving institution in writing that a correction request is pending and ask whether it will accept an official acknowledgment, provisional record, or later submission. Acceptance remains the receiving institution’s decision.

Evidence to preserve

Keep secure copies of:

the written request and school acknowledgment;
the receiving institution’s stated requirements;
official receipts;
claim slips, reference numbers, and release notices;
emails or letters from the school or DepEd office;
the authorization used by a representative;
the sealed envelope, if opening it is not required;
every page of the certified document; and
any correction application and supporting civil-registry records.

Because Form 137 contains personal and educational information, share it only with the intended recipient through a reasonably secure channel. The Data Privacy Act of 2012 requires personal information to be processed for legitimate purposes and protected by appropriate safeguards.

Common mistakes to avoid

Requesting “Form 137” without explaining whether it is for transfer, employment, CAV, or another purpose.
Assuming that any photocopy bearing a school logo is certified.
Having a personal photocopy notarized instead of obtaining certification from the records custodian.
Opening an envelope that the recipient requires to remain sealed.
Hand-carrying the official permanent record during a school transfer when the prescribed process is school-to-school.
Waiting until a visa, enrollment, examination, or employment deadline is imminent.
Ignoring inconsistencies between Form 137, a birth certificate, a diploma, and other records.
Submitting only one page of a multi-page permanent record.
Treating a school certification as equivalent to DepEd CAV or a DFA apostille.
Paying an unauthorized intermediary who promises instant records or authentication.

When help is urgent

Seek prompt assistance from the school and the Schools Division Office if:

the school has closed and no custodian can be located;
the school says the permanent record is missing or destroyed;
two schools claim that the other holds the record;
the record contains a material error affecting enrollment, graduation, a board examination, immigration, or employment;
the school refuses to identify a lawful basis or procedure for withholding the learner’s record;
someone appears to have altered, forged, or fraudulently issued the document;
an unauthorized person obtained or disclosed the learner’s record; or
a foreign-use deadline requires CAV or apostille processing.

For a privacy breach, the learner or lawful representative may also consult the National Privacy Commission. For a dispute with a private or public basic-education school, contact the DepEd Schools Division Office that supervises the school.

Frequently asked questions

Is a school seal mandatory?

A seal can support authenticity, and a receiving institution may require it. However, the decisive points are that the copy was verified against the official record and certified by an authorized custodian. Do not assume that the absence or presence of a dry seal alone settles validity.

Can a notary public certify my photocopy of Form 137?

Not in the sense of certifying the contents against the school’s official record, unless the notary is also lawfully acting as that record’s authorized custodian. Obtain the certified copy from the school or office holding the record.

Is SF10 the same as Form 137?

SF10 is the current learner’s permanent academic record and is commonly identified as the form formerly known as Form 137. The appropriate template depends on the learner’s educational level and the period covered by the record.

Can parents hand-carry Form 137 to a new school?

For the official transfer of a learner’s permanent record, DepEd Order No. 54, series of 2016 provides for school-to-school transmission and states that learners and their parents or guardians should not hand-carry the permanent record. A separately requested certified copy for another legitimate purpose is a different transaction.

Does a certified true copy expire?

Certification does not ordinarily change the historical contents of the permanent record. Nevertheless, a university, employer, embassy, licensing body, or other recipient may require a copy issued within a stated period. Follow the recipient’s current written rule.

Is a certified true copy automatically valid abroad?

No. The foreign recipient may require DepEd CAV, a DFA apostille, translation, or another form of verification. Confirm the complete chain of requirements before requesting multiple copies.

What if my school has closed?

Contact the Schools Division Office where the school was located. It can help identify the lawful custodian, successor school, or available division records. The result depends on which records were properly turned over and remain verifiable.

Can the school certify a copy supplied by the learner?

The school may choose to compare a learner-supplied copy against its official record, but it is not required to certify an incomplete, altered, or unverifiable document. The safer course is to let the custodian reproduce or generate the copy from the record it holds.

Official references

This article provides general legal information, not legal advice for a particular learner, school, or transaction. Requirements can vary according to the record’s purpose, the issuing school, the relevant DepEd office, and the receiving institution. Official sources and procedures were checked as of September 3, 2026.