How to Get a Copy of Your College Diploma

If you need a copy of your original college diploma to further your studies, apply for a job, or put it on display, you’re not alone. More than 1 million college diplomas are awarded each year. That’s a lot of diplomas floating around that can be destroyed, lost, stolen, or misplaced.

But there is no need to worry. No matter when you lost your bachelor’s, master’s, or Ph.D. diploma, you can obtain a replacement.

Let me walk you through the process!

Step 1: Contact the Registrar’s Office

Most colleges and universities have a website containing information on how to get a copy of your diploma (and transcript).

If you graduated recently, contact the Registrar’s Office at your college. They get requests like this all the time! The process is usually quick and easy. All accredited schools’ contact information can be found at the Council for Higher Education Accreditation.

However, some circumstances make it impossible to contact the registrar’s office. Here’s what you should do in these cases:

• If you moved away: If you moved to another location, you can find your school’s address and phone number on the online Directory of U.S. Colleges & Universities or the College Directory USA.
• Website not found: If you can’t find your school or district website, contact your College Registrar or visit the AACRAO (American Association of Collegiate Registrars and Admissions Officers) for help.
• School is absorbed or merged: The current school should be able to provide the records you need.

If your school has closed, you can also get your transcript:

• Read the guide: The U.S. Department of Education provides a guide to help you get your official transcripts.

• Search and connect: When U.S. colleges and universities close, the Department of Education in the state you attended college provides transcripts or assigns another school to manage all transcript requests.

Step 2: Send A Written Request to Get a Copy of Your Diploma

Now, it’s time to ask for your college diploma (or transcript).

Under FERPA regulations, a written request is required to eliminate fraud and identity theft. Be ready to provide:

• Your full name, as shown on your school records
• Any maiden name used during your schooling
• Dates of attendance or when you graduated
• Date of birth
• Current address and phone number

In your letter or email, be sure to provide the following:

• Official identification: You may be asked to provide a copy of your driver’s license, passport, or government-supplied photo identification.
• Notarized affidavit or original: Some schools may require you to present a notarized statement or an affidavit swearing that your diploma has been misplaced, lost, or stolen. Other schools may require you to provide the damaged original college diploma or a copy of an insurance claim for fire or flood loss.

The replacement fee is usually around $20 to $150 to cover the cost of replacing a college diploma.

Step 3: Speed It Up

Replacing your diploma is a process that can take from four to six weeks. With busy colleges, it can take longer.

Tip: Apply for a replacement as soon as you notice that your diploma is missing so that you will have it on hand if the need arises.

You can ask the school to help you meet a deadline. You can also ask how much it would cost to have your replacement diploma or sealed transcript delivered by couriers such as UPS Express, DHL, or FedEx.

Some schools, employers, or organizations may ask your school to send a sealed transcript (an official transcript) directly to them. The seal means that the document was not modified after it was prepared. It’s proof that the transcript comes from your school.

Takeaway: If you have a tight deadline, pay for courier service delivery.

Bonus: What You Must Avoid

• Never open a sealed transcript: If your college provides you with a sealed transcript for your own records, do not open it if you intend to submit it to a school or employer. Once opened, it’s no longer official.
• Never provide a fake diploma: While it may be tempting, do not buy a phony or forged college diploma. It’s never a good idea to lie on your resume or college application, as you may face legal consequences.
• Never lose your replacement diploma or transcript: When you receive a copy of your diploma/transcript, keep it safe. Print some copies, make digital copies, and save these in different places.

If You Apply for a Job, You Probably Need a Transcript, Not a Diploma

The transcript proves you completed a degree, not the diploma. Some colleges do not issue replacement diplomas, be must provide you with a transcript and/or letter of verification to confirm when you request it.

However, note that:

• Some colleges will issue duplicate diplomas upon request, but they may be clearly marked as “copy.”
• Some institutions of higher education refuse to issue a replacement copy of a college diploma. Instead, they provide you with letters documenting your graduation and the degree conferred or certified copies of your transcripts.

Now that these points are clear, here’s what you should do to get a copy of your diploma (or transcript).

The Bottom Line

You may need to replace a lost diploma to apply for a job, a scholarship, or further studies. So if you suddenly find your college diploma is missing, here’s a recap of key points:

• You can get a replacement for a lost diploma.
• It is the transcript that proves you completed college, not the diploma.
• Ask if you can submit a college transcript instead of a diploma.
• First, contact your school. There are many ways.
• Confirm and prepare all requirements before requesting replacements.
• If you have a tight deadline, ask if you can pay for courier service delivery.
• Don’t open a sealed transcript, don’t provide a fake diploma, don’t lie about graduating college, and don’t lose your replacement diploma.

About The Author

Nathan Brunner is a labor market expert.

He is the owner of Salarship, a job board where less-skilled candidates can find accessible employment opportunities.

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