Obtaining an Affidavit of School Credentials from Abroad (Philippine Context)
All You Need to Know

1. Introduction

An Affidavit of School Credentials is a sworn statement attesting to the authenticity and veracity of one’s educational records—such as diplomas, transcripts of records, certificates, and other academic documents. This affidavit is often required by Philippine schools, employers, or government agencies when an individual is unable to present the original documents or needs a formal declaration of their educational credentials. While obtaining this affidavit in the Philippines is relatively straightforward, special considerations arise when one must secure it from abroad. This article provides an overview of the purpose, requirements, procedure, and legal framework surrounding the issuance of an Affidavit of School Credentials when you are located outside of the Philippines.

2. Purpose and Use

Validation of Credentials: Government agencies, educational institutions, and professional licensing boards often require a sworn statement verifying that your submitted academic records are true and accurate.
Employment: Some employers in the Philippines (particularly in civil service or regulated professions) may require an affidavit to prove authenticity, especially if the original documents are not easily available for verification.
Continuing Education: Philippine universities or colleges may request additional proof of previous academic achievements (e.g., in applications for graduate programs) if the applicant’s documents appear incomplete or if there are inconsistencies in their records.

3. Applicable Legal Framework

2019 Apostille Convention Implementation (Hague Convention of 5 October 1961): The Philippines became a party to the Apostille Convention in 2019. This means that documents notarized and apostilled in another member country no longer require consular legalization for use in the Philippines. Instead, the affixation of an Apostille Certificate is typically sufficient proof of the document’s authenticity.
Vienna Convention on Consular Relations (1963): Philippine Embassies and Consulates abroad are authorized to perform notarial acts under certain circumstances, particularly for Philippine citizens or for documents intended for use in the Philippines.
The 2004 Rules on Notarial Practice (Philippines): While these rules primarily govern notaries in the Philippines, the principle behind notarization remains the same: an affidavit is valid if it is executed and sworn before a duly commissioned notary (or a consular official abroad with notarial authority) and meets local requirements for validity.

4. Who May Need One?

Filipinos Studying or Working Abroad: If you completed some of your education in the Philippines and need to prove the authenticity of your school credentials to foreign institutions (for further studies or employment) but will eventually submit these documents back home for official matters, you may need an Affidavit of School Credentials.
OFWs (Overseas Filipino Workers): They may encounter employers or authorities requiring a formal sworn statement verifying the accuracy of their academic documents.
Foreign Nationals Seeking to Study or Work in the Philippines: In some cases, a Philippine government agency or educational institution might request an affidavit from the applicant attesting to the validity of foreign-issued credentials, particularly if originals are not readily available.

5. Requirements for Securing the Affidavit from Abroad

Draft of the Affidavit: The affidavit should identify the affiant (the person making the sworn statement), clearly state the school credentials in question, and assert their authenticity.
Supporting Documents: This may include photocopies or certified true copies of your transcript, diploma, or certificate from the relevant institution. Make sure they are legible.
Proof of Identity: Present a valid government-issued ID (e.g., passport) when appearing before the notary public or consular official.
Notarial Officer or Philippine Consular Official: You must sign the affidavit in the presence of an official authorized to administer oaths.
Authentication or Apostille: Once notarized, the document will typically need to be authenticated or apostilled to be recognized in the Philippines.

6. Step-by-Step Procedure

Prepare the Affidavit:
- Draft a thorough affidavit (or secure a form from a Philippine Embassy/Consulate if available) detailing your complete name, current address, and the specific school credentials (e.g., “Bachelor of Science in Accountancy diploma from XYZ University, dated [month and year]”).
- Include a clear statement that the copies of the credentials attached are true and accurate reproductions of the originals.
Consult the Philippine Embassy/Consulate (or a Local Notary):
- Ideally, execute the affidavit before a Philippine consular officer if you want direct recognition in the Philippines. Embassies and Consulates can perform notarial acts akin to those done by Philippine notaries.
- If you cannot travel to a Philippine Embassy or Consulate, you can have the affidavit notarized by a local notary public in your host country.
Authentication or Apostille:
- If the Host Country is a Signatory to the Apostille Convention: After notarization by a local notary, bring or send the affidavit to the competent authority (often the Ministry of Foreign Affairs or equivalent) for the issuance of an Apostille.
- If the Host Country is NOT a Signatory to the Apostille Convention: Obtain a Certification from your host country’s Ministry of Foreign Affairs (or similar authority), then proceed to the Philippine Embassy/Consulate for a final “Consular Authentication” or “Legalization.”
Keep Copies and Originals:
- Retain at least one original copy of the notarized and authenticated affidavit for your records.
- Prepare additional certified copies if you need to submit it to multiple agencies or institutions in the Philippines.
Present to the Relevant Philippine Agency or Institution:
- Submit the authenticated or apostilled affidavit to the entity requiring it (e.g., a university registrar, CHED, PRC, or a future employer).
- Be prepared to show supporting documentation (e.g., a copy of your actual transcript or diploma) if requested.

7. Common Challenges and Tips

Avoiding Delays: Delays often occur if the Affidavit is incomplete or lacks the necessary attachments (e.g., copies of the credentials). Be thorough in compiling all supporting documents.
Costs: Fees vary depending on where you get your affidavit notarized, the number of copies, and the country’s apostille or consular fees. Budget accordingly.
Maintaining Consistency: Make sure that the personal details in your affidavit (name, birthdate, course title, etc.) exactly match the details in your credentials. Even minor discrepancies can prompt requests for correction or re-issuance.
Philippine Embassy Services: Some smaller or regional Embassies/Consulates may have limited consular services and might only accept applications by mail or appointment. Always contact them or check their official website ahead of time.

8. Practical Reminders

Execution in the Philippines vs. Abroad: If you happen to visit the Philippines before finalizing this affidavit, you may consider doing the notarization locally. This avoids the apostille/legalization step, though you will still need to present authentic school credentials.
Validity Period: Affidavits typically do not “expire,” but institutions or government agencies may require documents issued within a certain timeframe (e.g., within three or six months).
Electronic Submission: Some Philippine agencies now accept scanned or digital copies of notarized and apostilled documents. However, it is wise to confirm if a physical copy with an original seal is still mandatory.

9. Disclaimer

This article is intended for informational purposes only and does not constitute legal advice. Rules and requirements can change without prior notice. For personalized guidance, always consult a licensed attorney in the Philippines or contact the nearest Philippine Embassy/Consulate for the most up-to-date procedures and requirements.

10. Conclusion

Obtaining an Affidavit of School Credentials from abroad can seem daunting, but with thorough preparation—drafting a clear affidavit, collecting complete and consistent educational documents, and understanding the necessary authentication (apostille or consular legalization)—the process becomes more straightforward. Whether you are an Overseas Filipino Worker, a student needing your credentials recognized, or a foreign national planning to pursue opportunities in the Philippines, ensuring that your affidavit meets Philippine legal standards is critical. If any uncertainty arises, seek professional legal assistance or reach out to Philippine consular officials to ensure that your affidavit will be valid and recognized when presented to the relevant institutions in the Philippines.