How to Get Academic Transcripts and Certificates Reissued

Lost your O-Level certificate in a house move, or need an official transcript for a job or overseas application years after graduating? If you need to replace an academic certificate in Singapore, the good news is that most institutions keep records for a long time and have a set process for reissuing documents. The catch is that every body handles it differently, and some will only issue a copy or a statement of results rather than a brand new original.

This guide explains who to contact for each type of qualification, what you will usually be asked for, and how to avoid delays. It is general information only. Procedures, fees and processing times change, so always confirm the current requirements with the institution concerned.

Who Handles Which Certificate

The first step is working out which organisation actually holds your records. That is not always the school you attended.

Qualification	Who to contact	What you usually get
GCE N-Level, O-Level and A-Level, PSLE	Singapore Examinations and Assessment Board (SEAB)	Replacement or certified copies of national exam certificates and result slips, depending on what SEAB currently offers
Polytechnic and ITE diplomas or Nitec	The polytechnic’s or ITE’s student services or registry	Transcripts, certified copies, and in some cases a replacement certificate
University degrees (local autonomous universities)	The university’s registrar or student services office, usually through an alumni or online portal	Official transcripts, degree verification letters, digital certificates
WSQ and SkillsFuture courses	Skills and Workforce Development Agency (SWDA, formerly SkillsFuture Singapore) via the MySkillsFuture portal, or the training provider	Electronic statements of attainment or e-certificates
Private education institutions	The school itself; if it has closed, check with the Committee for Private Education (CPE)	Varies widely, from transcripts to confirmation letters

A few points worth knowing:

• National exams are separate from your school. Your secondary school or junior college generally cannot reissue a GCE certificate. SEAB holds those records.
• Universities often prefer verification to reissue. For a lost degree scroll, some universities will issue a replacement while others offer a certified statement or verification letter instead. Read the policy carefully before you pay.
• Many recent qualifications are already digital. Singapore institutions increasingly issue certificates through OpenCerts, a government-backed platform for tamper-proof digital certificates. If you graduated recently, check your email or student portal for an OpenCerts file before applying for a paper replacement.

What You Usually Need to Prepare

Requirements vary, but most applications ask for some combination of the following:

• Proof of identity. Your NRIC, passport or other ID, and for some online forms, Singpass login.
• Details of the qualification. Year of the exam or graduation, index number or student ID if you have it, and the full name you used at the time.
• Proof of name change, if any. If your name has changed since you studied, prepare the supporting document, such as a deed poll or marriage certificate. If you have misplaced that too, our guide to getting a copy of your marriage certificate can help.
• A declaration of loss. Some institutions ask for a statutory declaration or a police report for a lost original certificate. Others only need you to tick a declaration on the online form. Check before going to the trouble.
• Payment. Most bodies charge an administrative fee. Fees differ by institution and document type, so check the current amount on the official website.
• Delivery or collection preferences. Decide whether you need hard copies, sealed envelopes sent directly to a third party, or an electronic document.

Step by Step: Requesting a Reissue or Transcript

The general flow is similar across institutions.

1. Find the right page. Search the institution’s official website for “replacement certificate”, “transcript request” or “certified true copy”. Avoid third-party sites offering to “fast track” certificates.
2. Check what is available. Confirm whether you can get a replacement original, a certified copy, a transcript or a verification letter, and which one your employer or receiving school actually needs.
3. Submit the application. Most applications are online now. A few may still need an in-person visit or a mailed form.
4. Pay and keep the receipt. Note your application reference number.
5. Wait for processing. Timing varies a lot between institutions and busy periods, such as just before university intakes. Apply as early as you can.
6. Check the document on arrival. Make sure your name, NRIC or passport number and results are correct, and raise any errors immediately.

Sending Transcripts to Employers and Overseas Bodies

Often the reason you need a document is that someone else wants to see it. A few tips make this smoother.

• Ask the recipient what format they accept. Many employers in Singapore accept an OpenCerts file or a verification letter rather than paper. Overseas universities and licensing bodies sometimes require a sealed transcript sent directly from your institution.
• Work pass applications may need verification. For some work pass applications, the Ministry of Manpower (MOM) asks for proof that a qualification has been verified. Employers usually guide this, but check MOM’s current requirements early so the document request does not hold up the application.
• Certified true copies have rules. A “certified true copy” generally means a copy endorsed by the issuing institution or an authorised person, such as a lawyer or notary public. Confirm who is acceptable with whoever asked for it.
• Keep digital backups. Once you have your documents, scan them, store the files securely and keep the originals in one safe place.

If You Studied Outside Singapore

Many Sky Media readers, including newcomers from mainland China, hold qualifications from overseas. In that case, the Singapore bodies above cannot help: you need to approach the original institution or its national records service.

• Contact the issuing institution first. Most universities have a registry or alumni office that can reissue transcripts or certify copies, often by post or courier.
• Use the official verification service where one exists. For mainland Chinese higher education qualifications, verification reports are commonly obtained through the national education credentials service known as CHSI. Other countries have their own equivalents.
• Plan for translation. If your documents are not in English, Singapore employers and agencies may ask for a certified translation. Check what the receiving body accepts.
• Allow extra time. Overseas requests can take longer, especially across holidays such as Chinese New Year.

If you are gathering other documents for a work or residency application at the same time, our guides to getting a certificate of clearance and getting a China police clearance certificate for Singapore explain those processes.

Avoiding Common Delays and Pitfalls

• Do not wait for a deadline. Request documents as soon as you know you might need them.
• Use the name on your records. Applications under a different spelling or a later name are a common cause of delays.
• Beware of certificate “replacement” services. Only the issuing institution can produce a genuine certificate. Unofficial services selling replacement or “duplicate” certificates may be producing fakes, and using a forged certificate can have serious legal consequences.
• Keep track of closed schools. If your private school has shut down, act quickly and check with CPE for guidance on accessing student records.
• Store the new copy properly. A fireproof document folder and a digital scan save you from repeating the process.

Getting academic documents reissued is rarely difficult once you know which body holds your records. Identify the right institution, confirm exactly which document your recipient needs, and apply early.