How to Request School Records / Form 137 (SF10)
School records, officially known as School Form 10 (SF10) or formerly Form 137, are the permanent academic records of a student. These documents are needed for transfer to another school, enrollment in college, employment, and other purposes. School records are maintained by the school last attended and can be requested by the student (or parent/guardian for minors).
School Records Request at a Glance
Cost
FREE at public schools. Private schools may charge a processing fee of P50 to P200 depending on the institution.
Timeline
3 to 7 working days for the current school. May take longer for closed schools or very old records that need to be retrieved from the DepEd Division Office.
Key Fact
Formerly called "Form 137," now officially "School Form 10" or SF10 under the K-12 curriculum. It is the permanent record of a student's academic performance.
Types of School Documents
DepEd schools maintain several types of student records and documents. Understanding which document you need will help you make the correct request.
Form 137 / SF10 (Permanent Record)
Most Commonly Requested
The complete academic record containing all grades, personal information, and enrollment history of the student. This is the official permanent record maintained by the school.
Form 138 / SF9 (Report Card)
Given Every School Year
The semester or quarterly grades summary given to students and parents at the end of each school year. This is typically the document presented during transfer or enrollment.
Certificate of Good Moral Character
Character Reference
A character reference issued by the school certifying that the student has demonstrated good moral character and conduct during their enrollment. Often required for employment and further studies.
Diploma / Certificate of Completion
Proof of Completion
Official proof that the student has completed a particular level of education (elementary, junior high school, or senior high school). Issued during graduation ceremonies.
Requirements for Requesting School Records
| Requirement | Details |
|---|---|
| Written Request Letter | A written request letter addressed to the School Principal or School Registrar, stating the purpose of the request (e.g., transfer, college enrollment, employment) and the specific document needed. |
| Valid ID of the Requesting Party | A valid government-issued ID or school ID of the student or parent/guardian who is making the request. Bring the original and a photocopy. |
| Authorization Letter + Valid ID (if representative) | If someone else is requesting on behalf of the student, an authorization letter signed by the student (or parent/guardian for minors) must be presented, along with valid IDs of both the student and the authorized representative. |
| School ID or Proof of Enrollment | A school ID, report card, or any proof that the student was previously enrolled at the school. This helps the registrar locate the student's records more quickly. |
| Clearance from the School | The student must have no pending obligations with the school (e.g., unpaid fees, unreturned books or equipment, library fines). A school clearance may be required before records are released. |
| Processing Fee | FREE for public schools. Private schools may charge a processing fee ranging from P50 to P200, depending on the institution. Always ask for an official receipt. |
Step-by-Step: How to Request School Records
Follow these steps to request your school records (Form 137 / SF10) or other academic documents from your school.
Go to the School Where You Last Attended
Visit the school where you were last enrolled or the school that holds your records. Proceed to the Registrar's Office or the Principal's Office and inform them that you wish to request your school records. If the school has multiple campuses, go to the campus where you were actually enrolled.
Tip: If you are unsure which school holds your records (especially for very old records or if the school has been renamed), contact the nearest DepEd Division Office for assistance in locating your records.
Submit a Written Request to the School Registrar or Principal's Office
Submit a written request letter addressed to the School Principal or Registrar. In the letter, clearly state your full name, the grade level and school year you attended, the specific document you are requesting (e.g., Form 137 / SF10, Form 138 / SF9, Certificate of Good Moral Character), and the purpose of the request (e.g., transfer, college enrollment, employment).
Important: Some schools provide a request form that you can fill out instead of writing a letter. Ask the registrar if they have a standard request form available.
Present Valid ID and Any Required Clearance
Present your valid ID (government-issued ID or school ID) to verify your identity. If the school requires a clearance before releasing records, make sure you have settled all pending obligations such as unpaid fees, unreturned books, or library fines. The school may ask you to secure a clearance form signed by the relevant departments (library, laboratory, finance, etc.) before processing your request.
Pay Processing Fee (If Private School) and Get a Claim Stub/Receipt
If you attended a private school, you may be required to pay a processing fee ranging from P50 to P200. Ask for an official receipt. Public schools do not charge any fee for the release of school records. The registrar will give you a claim stub or receipt indicating the expected release date of your documents.
Note: If the school asks you to pay an unusually high fee for public school records, you may report this to the DepEd Division Office, as public school records should be released free of charge.
Return on the Scheduled Release Date to Claim Your Records
Come back to the school on the scheduled release date (usually 3 to 7 working days after filing the request). Bring your claim stub or receipt and a valid ID. Verify the information on your records before leaving the school. If there are any errors, inform the registrar immediately so corrections can be made.
Tip: For transfer purposes, school records are often sent directly from the old school to the new school through official channels. Ask both schools about their policy on this.
What If the School Has Closed Down?
If the school you attended has permanently closed, your records have been transferred to the DepEd Division Office that has jurisdiction over the area where the school was located. Contact the nearest DepEd Division Office and provide your full name, the name of the school, the grade levels and school years you attended, and any supporting documents you may have (old report cards, school ID, etc.).
The Division Office will search their archives for your records and issue certified copies. This process may take longer than requesting from an active school -- allow 2 to 4 weeks or more for very old records. You may also contact the DepEd Regional Office if the Division Office is unable to locate your records.
Complete Example: Ana Requests Her Form 137 for College
Ana graduated from a public high school in Manila and needs her Form 137 (SF10) for college enrollment at a university. Here is how she requested her school records:
Visited Her High School
Ana went to her public high school in Manila and proceeded to the Registrar's Office. She submitted a written request letter addressed to the School Principal, stating that she needed her Form 137 (SF10) for college enrollment. She presented her school ID as proof of enrollment.
Secured Clearance and Filed Request
The registrar asked Ana to secure a school clearance first. Ana went around the school to get her clearance form signed by the library, laboratory, and finance office (she had no pending obligations). She returned to the registrar, submitted her clearance and request letter, and received a claim stub. Since it was a public school, there was no processing fee (FREE).
Claimed Her SF10
After 5 working days, Ana returned to the school with her claim stub and school ID. The registrar released her Form 137 (SF10). Ana checked the document to make sure all her personal information and grades were correct before leaving. She then submitted the SF10 to her university for enrollment.
Cost Summary for Ana's Request
Ana's request was processed in 5 working days and the SF10 was released for FREE since she attended a public school. Private school students may pay P50-P200 in processing fees.
Frequently Asked Questions
What is the difference between Form 137 and SF10?
They are the same document. Form 137 was the old name used before the K-12 curriculum was implemented. Under the K-12 system, the permanent academic record of a student is now officially called School Form 10 (SF10). Many schools and individuals still refer to it as "Form 137" out of habit, but when you request it, you will receive the SF10.
Can I request school records online?
Some schools may allow you to send your request via email or through the school's online portal, especially since the COVID-19 pandemic. However, this is not yet a universal practice across all schools. It is best to contact your school directly to ask if they accept online requests. Even if the request can be submitted online, you will likely still need to pick up the physical document in person or have it mailed to the receiving school.
What if I lost my school records?
The school maintains the original copy of your permanent record (SF10 / Form 137) in their files. If you lost your personal copy (such as the report card or SF9), you can request a certified true copy from the school. The school registrar can issue certified copies of your records as long as the original is still on file. Visit the school's Registrar's Office and follow the standard request process.
Can someone else request my school records for me?
Yes. If you cannot personally go to the school, you may authorize someone else to request your records on your behalf. The authorized representative must bring an authorization letter signed by you (or your parent/guardian if you are a minor), along with a photocopy of your valid ID and the representative's own valid ID. Some schools may also require the authorization letter to be notarized.
How long does it take to get school records?
The typical processing time is 3 to 7 working days for records requested from the school where you were enrolled. However, it may take longer for very old records (e.g., records from 20 or more years ago) that may need to be retrieved from storage or archives. If the school has closed and records were transferred to the DepEd Division Office, expect 2 to 4 weeks or more for processing.
What if the school has closed down?
If the school you attended has permanently closed, your records should have been turned over to the DepEd Division Office that has jurisdiction over the area where the school was located. Contact the nearest DepEd Division Office and provide your full name, the name of the closed school, the years you attended, and any supporting documents you may have. The Division Office will search their archives and issue certified copies of your records. If the Division Office cannot locate your records, you may escalate to the DepEd Regional Office.
Important Reminders
- Request your records as early as possible: Do not wait until the last minute before enrollment deadlines. Processing takes 3-7 working days and may take longer during peak enrollment season.
- Settle all school obligations first: Schools may withhold your records if you have pending obligations such as unpaid fees, unreturned books, or library fines. Secure your clearance before filing the request.
- Verify your records before leaving: Always check your school records for accuracy (correct spelling of name, correct grades, correct dates) before leaving the school. It is easier to correct errors while you are still at the school.
- Public school records are FREE: Public schools should not charge any fee for releasing school records. If a public school asks for payment, you may report this to the DepEd Division Office.
- Keep copies of your records: Always make photocopies of your school records for your personal files. You may need them for future employment, further studies, or other transactions.
- For transfer students, records may be sent school-to-school: When transferring to another school, your SF10 is often sent directly from the old school to the new school through official DepEd channels. Coordinate with both schools to ensure a smooth transfer.
- Closed school records go to DepEd Division Office: If your school has closed, do not panic. Records of closed schools are transferred to the DepEd Division Office. Contact them for assistance.
Need Help?
Contact DepEd
- DepEd Central Office: DepEd Complex, Meralco Avenue, Pasig City
- Hotline: (02) 8633-7208 / 8633-7228
- Email: action@deped.gov.ph
- Website: www.deped.gov.ph
- Learner Information System: lis.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.