How to Request Authentication/Verification of School Documents
Authentication and verification of school documents is the process of certifying that school records (diplomas, transcripts, Form 137/SF10) are genuine and legitimate. This is required for employment abroad, further studies overseas, visa applications, and other official purposes. DepEd handles the authentication of documents from basic education (K-12), while CHED handles college/university documents. For documents to be used abroad, DepEd authentication is often followed by DFA Apostille/authentication.
Authentication at a Glance
Estimated Cost
P100-200 per document at DepEd; additional P100 for DFA Apostille if needed for use abroad.
Timeline
3-7 working days at the DepEd Division Office or Regional Office, depending on the type of document and the office workload.
Key Fact
DepEd authenticates K-12 documents; CHED authenticates college documents; DFA Apostille is needed for documents to be used abroad.
What Documents Can Be Authenticated?
DepEd can authenticate or verify the following basic education (K-12) documents, provided they were issued by a DepEd-recognized school:
- High School Diploma / Senior High School Diploma -- The original diploma issued upon graduation from secondary or senior high school
- Form 137 / SF10 (Permanent Academic Record) -- The official scholastic record containing all grades and academic information
- Form 138 / SF9 (Report Card) -- The learner's progress report card issued each school year
- Certificate of Completion / Certificate of Graduation -- Certifying that the student has completed a particular level of education
- Transcript of Records (for basic education) -- A summary of academic records for basic education levels
- Special Order (for private school graduates) -- The government recognition number assigned to private school graduates
- Certificate of English as Medium of Instruction -- Certifying that English was the medium of instruction in the school
Authentication Chain for Documents Going Abroad
If your school documents will be used abroad (for employment, further studies, or visa applications), they must go through a chain of authentication. Each step verifies and certifies the document from the previous level.
School Issues Document
The school where you studied issues the original document (diploma, Form 137, etc.)
DepEd Division Office
The DepEd Division Office that has jurisdiction over the school verifies and authenticates the document
DepEd Regional Office
The DepEd Regional Office authenticates the document (if required by the receiving country or agency)
DFA Apostille
DFA Apostille (for Hague Convention countries) or DFA Authentication (for non-Hague countries) for use abroad
Requirements for Authentication
| Requirement | Details |
|---|---|
| Original Document to Be Authenticated | The original school document (diploma, Form 137/SF10, transcript, etc.) that you need authenticated. This must be the original copy issued by the school, not a photocopy. |
| Photocopy of the Document | A clear photocopy of the document to be authenticated. The DepEd office will keep this copy for their records. Some offices may require two photocopies. |
| Valid ID of the Requesting Party | At least one valid government-issued ID with photo and signature (e.g., passport, driver's license, PhilSys/National ID, UMID, SSS ID, postal ID). Bring the original and a photocopy. |
| Authorization Letter + Valid ID (if representative) | If someone other than the document owner is requesting authentication, an authorization letter signed by the owner must be presented, along with the valid IDs of both the owner and the representative. |
| School Certification or Endorsement | Some DepEd Division Offices require a certification or endorsement letter from the school confirming the authenticity of the document. Check with the Division Office beforehand. |
| Authentication Fee | P100-200 per document, depending on the DepEd Division or Regional Office. Payment is usually made at the cashier's office upon submission. An official receipt will be issued. |
Step-by-Step Authentication Process
Follow these steps to have your school documents authenticated by DepEd. This process applies to documents from basic education (K-12) issued by DepEd-recognized schools.
Obtain the Original School Document from Your School
Go to the school where you graduated and request the original document you need authenticated -- whether it's a Form 137/SF10, diploma, transcript, or other school record. If you already have the original document, make sure it is in good condition and has the school principal's signature and school seal.
Tip: If the school has closed or you cannot locate it, check with the DepEd Division Office as they may have the records on file. Schools are required to turn over records to DepEd when they close.
Go to the DepEd Division Office That Has Jurisdiction Over the School
Visit the DepEd Division Office (also called the Schools Division Office or SDO) that has jurisdiction over the school where you studied. For example, if you graduated from a school in Cebu City, go to the DepEd Cebu City Division Office. Bring all required documents and proceed to the Records Section or the designated authentication window.
Important: You cannot go to just any DepEd office. The Division Office must be the one that has authority over the school that issued your document. If you are unsure which Division Office to go to, call the DepEd hotline or check the DepEd website for a list of Division Offices.
Submit the Original Document and Photocopy with Your Valid ID
Present the original document to be authenticated, a photocopy of the document, and your valid government-issued ID. The DepEd staff will compare the original document against their records to verify its authenticity. If you are a representative, present the authorization letter and valid IDs of both the document owner and yourself.
Pay the Authentication Fee (P100-200)
Proceed to the cashier's office and pay the authentication fee of P100-200 per document. The exact amount varies depending on the Division Office. You will receive an official receipt. Keep this receipt as you will need it when claiming your authenticated document.
Wait for Processing (3-7 Working Days)
The DepEd Division Office will process your request within 3 to 7 working days. During this time, they will verify the document against their records, confirm the school's recognition status, and affix the authentication stamp or seal. Some offices may process the request faster, especially for straightforward documents like diplomas with existing records on file.
Tip: Ask the DepEd staff for a claim stub or tracking number so you can follow up on the status of your request. Some offices also offer SMS or phone notification when the document is ready.
Claim the Authenticated Document; Proceed to DFA if Needed
Return to the DepEd Division Office on the scheduled date and claim your authenticated document. Present your official receipt and valid ID. The document will now have the DepEd authentication stamp or seal. If your document is for use abroad, proceed to the Department of Foreign Affairs (DFA) for Apostille (for Hague Convention countries) or DFA Authentication (for non-Hague countries). The DFA Apostille fee is P100 per document.
Complete Example: Lisa's Document Authentication for Work in Canada
Lisa needs her high school diploma and Form 137 authenticated for a job application in Canada. She got her documents from her high school in Cebu, then went to the DepEd Cebu City Division Office for authentication. Here is how she completed the process:
Obtained Documents from Her School
Lisa visited her high school in Cebu City and requested her original high school diploma and Form 137 (Permanent Academic Record). The school issued the documents within 3 days. She also made photocopies of both documents.
Went to DepEd Cebu City Division Office
Lisa brought her original documents, photocopies, and valid ID to the DepEd Cebu City Division Office. She submitted both documents for authentication at the Records Section and paid P200 (P100 per document) at the cashier's office.
Claimed Authenticated Documents After 5 Working Days
After 5 working days, Lisa returned to the Division Office and claimed her authenticated documents. Both her diploma and Form 137 now had the DepEd authentication stamp and the Schools Division Superintendent's signature.
Proceeded to DFA for Apostille
Since Canada is a Hague Convention country, Lisa went to the DFA Consular Office to get an Apostille for both documents. She paid P200 (P100 per document) for the Apostille. The Apostille was processed within the same day.
Cost Summary for Lisa's Authentication
Total timeline: approximately 1 week for DepEd authentication plus 1 day for DFA Apostille. Actual costs and timelines may vary by location.
Frequently Asked Questions
Do I go to DepEd Central Office for authentication?
No. You do not need to go to the DepEd Central Office in Pasig City. Authentication of school documents is handled at the DepEd Division Office (Schools Division Office) that has jurisdiction over the school where you studied. For example, if your school is in Quezon City, go to the DepEd Quezon City Division Office. The Central Office handles policy-level matters, not individual document authentication.
Can I authenticate documents from a closed school?
Yes, provided that DepEd has the school's records on file. When a school closes, it is required to turn over all student records to the DepEd Division Office. Check with the Division Office that had jurisdiction over the closed school to confirm they have the records. If the records are available, the Division Office can issue a certification and authenticate the documents.
Is DepEd authentication enough for use abroad?
No. DepEd authentication alone is not sufficient for documents to be used abroad. After DepEd authentication, you must also obtain a DFA Apostille (if the receiving country is a member of the Hague Apostille Convention) or DFA Authentication (if the receiving country is not a Hague member). The DFA Apostille or Authentication is the final step that makes your document internationally recognized.
Can someone else authenticate documents for me?
Yes. You can authorize another person to request authentication on your behalf. The representative must bring an authorization letter signed by you (the document owner), along with a photocopy of your valid ID and the representative's own valid ID. If you are abroad, the authorization letter should ideally be notarized or authenticated by the Philippine Consulate.
What if my school is not recognized by DepEd?
If the school is not recognized by DepEd, the document cannot be authenticated. DepEd can only authenticate documents from schools that have government recognition or permit to operate. Check with the DepEd Division Office if your school is recognized. If it is not, you may need to explore other options such as taking equivalency tests (like the Philippine Educational Placement Test or ALS A&E) to obtain DepEd-recognized credentials.
What about college/university documents?
CHED (Commission on Higher Education) handles authentication of college and university documents, not DepEd. If you need to authenticate a college diploma, transcript of records, or other higher education documents, you must go to the CHED Regional Office that has jurisdiction over the school. DepEd only handles basic education (K-12) documents. After CHED authentication, you also need DFA Apostille or Authentication for use abroad.
Important Reminders
- Go to the correct DepEd Division Office: Authentication must be done at the Division Office that has jurisdiction over the school. Going to the wrong office will result in your request being denied or redirected.
- Bring original documents: DepEd will authenticate original documents only. Photocopies or scanned copies cannot be authenticated. Always bring the original plus a photocopy for the office to retain.
- Check school recognition status: Only documents from DepEd-recognized schools can be authenticated. If you are unsure, verify with the Division Office before visiting.
- DFA Apostille is a separate step: DepEd authentication and DFA Apostille are two different processes. If your document is for use abroad, you must complete both. Do not skip the DepEd step -- the DFA may reject documents that are not first authenticated by the appropriate agency (DepEd for K-12, CHED for college).
- Processing times may vary: While the standard processing time is 3-7 working days, some Division Offices may take longer during peak periods (graduation season, enrollment period). Plan ahead and allow extra time.
- Keep copies of all receipts: Retain your official receipts and any claim stubs issued by the DepEd office. These serve as proof of your transaction and are needed when claiming the authenticated documents.
- For OFWs and overseas Filipinos: If you are abroad, you can authorize a representative in the Philippines to process the authentication on your behalf. Prepare an authorization letter and have it authenticated by the nearest Philippine Embassy or Consulate.
Need Help?
Contact DepEd
- DepEd Central Office: DepEd Complex, Meralco Avenue, Pasig City
- DepEd Hotline: (02) 8631-6033 / (02) 8636-6542
- Email: action@deped.gov.ph
- Website: www.deped.gov.ph
- Office Hours: Monday to Friday, 8:00 AM to 5:00 PM
Disclaimer
This guide is provided for general informational purposes only. The requirements, steps, fees, and procedures mentioned here may vary depending on the DepEd you visit. We recommend visiting your nearest DepEd first to confirm the specific requirements and process before preparing your documents.