Form 137 and Form 138 are the two school records almost every scholarship, transfer, and college enrolment will ask for — and the two most students confuse with each other. Requesting the wrong one wastes a trip and, during enrolment season, can cost you a deadline.
Here is exactly what each document is, when you need which, and how to request them without going back twice.
Form 137 vs. Form 138: The Difference
| Form 137 | Form 138 | |
|---|---|---|
| Official name | Permanent Record / Learner’s Permanent Academic Record | Report Card / Learner’s Progress Report Card |
| What it shows | Your complete academic history at that school, across all years | Your grades for one school year, by quarter |
| Who holds it | The school registrar — it stays in school custody | Issued to the student or parent each year |
| How it moves | Usually sent school to school, not handed to you | Given directly to you |
| Typical use | Transferring schools, college enrolment, official verification | Scholarship applications, proof of grades, honors verification |
The single most useful thing to know: Form 137 is a permanent record that normally travels between schools, while Form 138 is your report card. If a scholarship asks for "a copy of your grades," it almost always means Form 138 — and you may already have it at home.
How to Request Form 137
- Go to the registrar’s office of the school that holds your record — your last school attended, not your new one.
- Bring a valid ID. If a parent, guardian, or representative is requesting on your behalf, bring an authorization letter, their valid ID, and a photocopy of yours.
- Fill out the request form and state the purpose clearly — transfer, college enrolment, or scholarship.
- Name the receiving school if it is a transfer. Form 137 is typically transmitted directly to the receiving school’s registrar.
- Pay any fee. Public schools generally issue it free; private schools may charge a processing fee and may withhold records over unsettled accounts.
- Ask for the release date in writing and get a claim stub or reference number.
How long it takes
Commonly a few days to two weeks, depending on the school and how old the record is. Records from many years back may be archived and take longer to retrieve. If you graduated long ago or your school has closed or merged, expect a longer process — and see the section below.
How to Request Form 138
- Check at home first. Report cards are issued to students each year, so you may already hold the original.
- If you need a replacement, request a certified true copy from your school registrar or your former class adviser.
- Bring a valid ID and, if applicable, an authorization letter.
- Request certified photocopies — scholarship offices usually keep the copy you submit and want it stamped and signed by the registrar.
- Ask for two or three copies if you are applying to more than one program.
Which One Does Your Scholarship Need?
- Report card or certified grades — Form 138. This is what most provincial and LGU scholarships mean when they ask for grades. Cebu’s CP-GIFTS, for instance, asks for a certified true copy of the senior high school report card.
- Class rank certification — a separate document from the principal, not Form 137 or 138. Programs like Batangas province’s Scheme 1 require it.
- Permanent record for enrolment — Form 137, usually requested by the college directly from your school.
- College-level grades — a Transcript of Records from your university registrar, not Form 137.
Read the requirement sheet literally. If it says "Form 138", submitting a transcript will not satisfy it.
Common Problems and How to Solve Them
The school will not release it because of unpaid fees
Private schools may withhold records over outstanding balances. Ask the accounting office about a payment arrangement, and ask the registrar in writing whether a certification of enrolment or grades can be issued in the meantime so you do not miss a scholarship deadline.
Your school has closed or merged
Records are typically transferred to the DepEd Division Office with jurisdiction over that school. Contact the Schools Division Office of the city or province where the school operated.
Your name or birthdate is wrong on the record
Correct it before you submit anything. Bring your PSA birth certificate to the registrar and request a correction, because a mismatch between your school records and your PSA document will stall a scholarship application later.
You need it urgently
Ask whether the registrar can issue a certification of grades or certification of enrolment immediately while the full record is processed. Many scholarship offices accept this as an interim document — but confirm with them first rather than assuming.
You are abroad or in another region
Send an authorization letter, a photocopy of your ID, and your representative’s ID. Some schools accept emailed requests followed by courier release; call ahead and ask.
Practical Tips
- Request early. Registrar offices are overwhelmed during enrolment months, and processing slows sharply.
- Get multiple certified copies at once. Most offices keep what you submit.
- Scan everything. Many scholarships now accept uploads, and a clean scan saves a trip.
- Keep the original safe and submit certified copies wherever permitted.
- Never alter a record. Falsifying school documents is grounds for immediate disqualification, and several provincial programs state this explicitly.
Documents Usually Requested Alongside
- Certificate of indigency or income tax return
- Certificate of good moral character
- PSA birth certificate
- Barangay certificate of residency
- Certificate of enrolment or registration for the current term
Frequently Asked Questions
What is Form 137?
It is the Learner’s Permanent Academic Record — your complete academic history at a school. It is held by the registrar and normally transmitted school to school rather than handed to the student.
What is Form 138?
It is the Learner’s Progress Report Card, showing your grades for one school year by quarter. It is issued directly to students and parents.
Which do I need for a scholarship?
Usually Form 138, since most scholarships ask for a report card or certified copy of grades. Read the requirement sheet, as some ask specifically for Form 137.
Can someone else claim it for me?
Yes, with an authorization letter, their valid ID, and a photocopy of yours. Requirements vary by school, so confirm before sending someone.
How much does it cost?
Public schools generally issue these records free. Private schools may charge a processing fee and may require settled accounts first.
How long does it take?
Typically a few days to two weeks. Archived or older records take longer, and enrolment season slows everything down.
Can I get Form 137 myself instead of having it sent?
Practice varies. Many schools transmit it directly to the receiving school and will only release a certified copy to the student. Ask your registrar what their policy is.
What if my old school no longer exists?
Contact the DepEd Schools Division Office covering the area where the school operated, since closed schools’ records are generally turned over to the division.
Note: Fees, processing times, and release policies vary by school and division office. Confirm the current procedure with your school registrar before requesting.