Statutory declarations
Statutory Declaration of Lost Educational Document
Free template from Minute Notary, an Ontario notary office. A sworn statement explaining that your diploma, degree certificate or transcript is lost or cannot be replaced, for a credential assessor, employer, college or licensing body.
No charge until a notary signs it
Word files are editable. Review any changes carefully before signing or uploading.
Also known as
- Affidavit of lost diploma
- Lost degree certificate declaration
- Statutory declaration for a missing transcript
+2 more names
- Declaration of unavailable academic records
- Lost educational credential affidavit
The blanks fill themselves in as you type.
- Scope
- General template, not legal advice
- Formats
- PDF + editable Word downloads
- Builder
- Live preview as you type
Statutory Declaration of Lost Educational Document
A compact preview of this template
01About you
Your full legal name
Full name of the school, college or university
Which document is missing?
STATUTORY DECLARATION OF LOST EDUCATIONAL DOCUMENT
I, ______, of ______, in the Province of Ontario, DO SOLEMNLY DECLARE THAT:
I was born on ______. I studied at ______, in ______ (the “institution”). ______
I was enrolled in ______ from ______ to ______.
The institution awarded me ______, conferred in ______.
I no longer have my original ______, as a result of ______.
The circumstances were as follows: ______.
I have taken the following steps to obtain a replacement or an official copy: ______.
______
I have not sold, given away or pledged the original document or documents described above, and to my knowledge no one else holds or uses them.
I make this declaration for ______, to explain why I cannot provide the original. If I recover any original document described above, I will tell the organization that receives this declaration.
AND I make this solemn declaration conscientiously believing it to be true, and knowing that it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act.
Signed and sworn (or affirmed/declared) before me by videoconference in Ottawa, Ontario, while the Affiant(s)/Declarant(s) were located in ______________________, on ______________________, pursuant to O. Reg. 431/20, and Electronic Commerce Act, 2000.
______________________________ | ______________________________ |
- 01Work your wayGuided or All fieldsFinish one section at a time, or see every question in one form.
- 02See the resultLive document previewWatch this document update as you add each answer.
- 03Keep your placeSave and restore a draftSave progress in this browser, then restore it later on this device.
How it works
Prepare your document, one step at a time.
Answer the questions, choose the download you need, then continue with signing or booking.
Overview
About this document
- 01
What is a statutory declaration of lost educational document?
It is a solemn declaration, made before a notary or commissioner, that sets out your studies and the credential you earned, and explains why the original diploma, degree certificate or transcript cannot be produced.
It is evidence of the facts you declare. It is not a copy of your credential, and the organization that receives it decides how much weight to give it.
- 02
When you need one
People are usually asked for this declaration when:
- A credential assessment organization asks for a document you no longer have.
- The school has closed, merged or lost its records, so it cannot issue a replacement.
- A licensing body needs proof of a credential the institution cannot confirm in time.
- An employer or college asks why only a copy, or no document at all, is available.
- 03
What to include
Have these details ready:
- The institution's full name, city and country, and the name you studied under if it was different.
- The program, the dates you attended, and the credential awarded, with the date it was conferred.
- Which document is missing and what happened to it.
- Every step you took to get a replacement, with dates, and the answer you received.
- Who will receive the declaration.
- 04
Official source and who accepts it
For immigration, IRCC accepts an educational credential assessment only from an organization or professional body it has designated, and the organization you choose tells you how to send your documents. Their rules differ, so ask before your appointment whether a declaration is accepted and in what form.
Employers, colleges and licensing bodies set their own document rules too. This declaration helps where the original is gone, but the receiving organization decides whether it is enough.
- 05
Common mistakes
Avoid these:
- Making the declaration before asking the institution for a replacement. Most organizations want to see that you tried.
- Leaving out the name you studied under when it differs from your current name.
- Guessing dates. Use any record you still have, such as an old transcript copy or a student card.
- Expecting the declaration to replace a transcript the institution can still send directly.
- 06
How to get it notarized in Ontario
Fill in the form on this page and download a clean, ready-to-sign PDF. Do not sign it yet: an affidavit or statutory declaration is signed in front of a notary public or commissioner for taking affidavits, after the oath or affirmation.
When you are ready, book an appointment with Minute Notary. You can swear or affirm it before a notary by video from anywhere in Ontario, or in person on a mobile visit. Bring government-issued photo ID; the notary administers the oath or affirmation and applies the seal.
Good to know
Before you fill it in.
Short notes on this template. Worth a minute before you start.
- 01
Prepared for use in Ontario. A general template, not legal advice.
- 02
Notarize online by video across Ontario, or in person anywhere in Ontario.
- 03
Sign in front of the notary, who administers your oath or affirmation and applies the seal.
Frequently asked
Questions about the Statutory Declaration of Lost Educational Document
- Will a credential assessor accept this instead of my transcript?
- Not necessarily. Assessors usually want records that come from the school itself. Ask the organization first; many take a declaration only together with whatever documents you can still obtain.
- Can I use it for a degree from outside Canada?
- Yes. The declaration records the facts about any institution, in Canada or abroad. A record in another language that you send with it may need a certified translation.
- Does the notary check my education?
- No. The notary confirms your identity, administers the oath or affirmation and commissions the declaration. You are responsible for the truth of what it says.
- Can I swear it by video?
- Yes. A statutory declaration can be commissioned by video under Ontario's remote commissioning rules, from anywhere in Ontario, or in person on a mobile visit.
- What should I bring to the appointment?
- Government-issued photo ID, the completed declaration unsigned, and any record you mention in it, such as a copy of an old transcript or the institution's reply.
Keep exploring
Related templates
Other documents for students & osap.
- 01Statutory Declaration of Residence for School Registration
A sworn statement of where a student lives, for a school board, college or university, when the lease, deed or utility bills are in someone else's name.
Fill it out - 02Statutory Declaration of Volunteer or Work Experience Hours
A sworn declaration confirming volunteer or work experience hours you completed — for an organization that asks you for a sworn statement of your hours. Fill it in online, download a ready-to-sign PDF, and notarize in Ontario.
Fill it out - 03Statutory Declaration of Full-Time Student Status
A sworn declaration confirming that you are enrolled as a full-time student — for an insurer or plan that asks you to swear to your enrolment. Fill it in online, download a ready-to-sign PDF, and notarize in Ontario.
Fill it out - 04Statutory Declaration of Loss of a Receipt
A sworn declaration that a receipt has been lost — used to support a claim, reimbursement, warranty, or expense where the original receipt is unavailable. Fill it in online, download a ready-to-sign PDF, and notarize in Ontario.
Fill it out
Ready to sign?
Ready to create your Statutory Declaration of Lost Educational Document?
Fill it in online, then download a ready-to-sign PDF or an editable Word copy. Use the generated PDF to continue to booking. Not sure what the appointment involves? Read about the Affidavits service first.