Form 138 is the Department of Education’s Learner’s Progress Report Card, also known as School Form 9 (SF9), in the Philippines. It records a learner’s academic performance, quarterly grades, attendance, and other required school information for a school year. It may be requested for enrolment, transfers, scholarships, and academic verification.
What Is Form 138?
Form 138 is commonly known as the learner’s report card under the Philippine basic education system. DepEd’s school-record terminology also identifies the report card as School Form 9 (SF9).
It is different from Form 137, which refers to the learner’s permanent academic record. This distinction matters because students sometimes request the wrong document when an institution specifically asks for a report card or permanent record.
A Form 138 may be needed to demonstrate a learner’s academic history for a particular school year. The information can be relevant when moving to another school, applying for further education or presenting academic records for other legitimate purposes.
Form 138 vs Form 137
| Record | Common description | Typical purpose |
|---|---|---|
| Form 138 / SF9 | Learner’s Progress Report Card | Shows learner progress and report-card information |
| Form 137 | Permanent academic record | Used for official transfer and academic record purposes |
The two records should not be treated as interchangeable. If an institution specifically requests Form 138, confirm that it wants the report card rather than Form 137.
Can You Request Form 138 Through eFOI?
Yes, the eFOI Portal has published requests concerning Form 138, including requests made to the Department of Education. However, published DepEd responses show an important limitation: DepEd Central Office does not keep individual learners’ school records.
This is why the most appropriate first contact is generally the school where the learner’s records are held, rather than assuming the Central Office can issue a replacement report card.
For example, a published 2024 eFOI request asked DepEd for copies of Form 138 for Grades 7 and 8 because the requester had lost the original records and needed them for senior high school applications. DepEd responded that Central Office does not keep learners’ school records and referred the requester to the applicable learner-record guidelines and the school or Schools Division Office.
A similar published request involved a Form 138 needed for college enrolment. DepEd again explained that its Central Office does not keep individual school records.
The practical lesson
If you need a Form 138, start by identifying:
- The school that issued the report card
- The school year concerned
- The learner’s grade level
- The learner’s full name
- The LRN, if available
- Whether you need an original, replacement, certified copy or another form of record
- The reason the document is required
This information can make communication with the school’s registrar, records office or administration much easier.
Where Should You Request Form 138?
The school level is particularly important for learner records.
If you still have access to your former school, contact the appropriate school office and explain that you need a Form 138/SF9. Tell them which school year and grade level you need.
If the school cannot resolve the matter, the next point of contact may be the relevant Schools Division Office (SDO) or another appropriate DepEd office.
The eFOI system can still be useful when you need formal information from a participating government agency or need guidance concerning an administrative issue. But it should not be presented as a centralised database containing every learner’s report card.
DepEd’s published eFOI responses specifically direct people requesting individual school records to the school where they studied or the appropriate Schools Division Office.
Official websites to check
Always verify that you are using the official government domain before entering personal information or uploading identification documents.
What Information Should You Prepare for a Form 138 Request?
Whether you contact the school directly or use an applicable government request channel, having the relevant information ready can reduce delays.
1. Learner’s Full Name
Use the name appearing in the school’s records. If the learner’s name has legally changed, be prepared to explain the difference if necessary.
2. Learner Reference Number
The Learner Reference Number (LRN) can help identify the correct learner record. If you know it, include it in your request.
Do not invent an LRN if you do not know it. Ask the school what alternative information it needs.
3. Grade Level
Clearly identify the grade level associated with the requested Form 138.
For example:
- Grade 7
- Grade 8
- Grade 10
- Grade 12
If you require several report cards, list each grade separately.
4. School Year
Specify the exact school year whenever possible. A request saying only “my old Form 138” may require additional clarification.
A clearer request would identify the school year and grade level concerned.
5. Former School
Provide the complete official name of the school where the learner studied.
If the school has branches or multiple campuses, include the branch or campus when applicable.
6. Reason for the Request
Explain why you need the document.
Common examples include:
- School enrolment
- School transfer
- Senior high school application
- College admission
- Scholarship documentation
- Replacement of a lost report card
- Academic record verification
A clear explanation helps the receiving office understand what document you are seeking.
Documents You May Need
The exact requirements can vary according to the school, office and circumstances. Before travelling to an office, ask what documents are currently required.
A practical preparation checklist may include:
| Item | Why it may be useful |
|---|---|
| Valid government-issued ID | Helps establish the requester’s identity |
| School ID | May help identify the student |
| LRN | Helps locate the learner’s record |
| Authorization letter | Useful when someone else is making the request |
| Proof of relationship or authority | May be requested for representative requests |
| School information | Helps identify the correct record |
| School year and grade | Narrows the record search |
For requests involving another person’s educational records, privacy and identity-verification requirements may apply. Do not assume that a third party can automatically obtain another learner’s records.
How to Prepare a Form 138 Request
Before submitting a request, write down exactly what you need.
For example, instead of simply saying:
“I need my Form 138.”
provide enough information for the receiving office to identify the record.
A stronger request identifies the learner, school, grade level, school year and purpose.
Example request details
Document: Form 138 / SF9
Learner: [Full Name]
LRN: [LRN, if known]
Grade: [Grade Level]
School Year: [School Year]
Former School: [Official School Name]
Purpose: [Enrolment / transfer / scholarship / replacement]
This format is useful whether you are communicating with the school directly or explaining your request through an administrative channel.
What Happens If You Use the eFOI Portal?
The normal eFOI process is designed for submitting requests for information to participating government agencies.
Under the usual workflow, a requester would access the official portal, create or access an account, select an agency, describe the information being requested and submit the request.
However, the current portal advisory must be checked first. As of the current advisory displayed on the eFOI website, some features that save or change information—including registration and filing new requests—are temporarily disabled. The site says users can continue to browse existing requests and agencies and refers users to its standard-requests route while maintenance is underway.
So, don’t rely on an older screenshot or tutorial that assumes every eFOI button is currently active.
What Should You Write in the Request?
If the relevant eFOI submission facility is available, keep your description specific.
A useful subject could be:
Request for Form 138 / SF9 for School Year [Year]
The description can identify:
- The learner’s full name
- LRN, if known
- Grade level
- School year
- Former school
- Reason for requesting the record
- Whether the original record was lost or another copy is required
Keep personal information limited to what is necessary for the request and follow the portal’s current instructions for identity verification.
How Long Can an FOI Request Take?
The eFOI FAQ states that the standard processing time is 15 working days. In some circumstances, an agency can extend the processing period by up to 20 additional working days, with the requester informed of the extension.
This timeline should not be interpreted as a guarantee that you will receive a Form 138 within 15 working days.
Why? Because there is a difference between:
processing an FOI request and locating an individual learner’s school record.
DepEd Central Office’s published responses show that it does not keep individual learners’ school records. Therefore, if your objective is simply to obtain a replacement Form 138, contacting the school or appropriate Schools Division Office may be more relevant than waiting for a Central Office response.
Form 138: How to Request a DepEd Report Card in the Philippines
Step-by-Step Guide to Requesting Form 138
Once you have identified the school year and grade level of the report card you need, the next step is to contact the institution responsible for maintaining the learner’s records.
Although the eFOI Portal provides an official channel for requesting government information, individual student records are generally maintained at the school level. For this reason, requesting your Form 138 directly from your former school should normally be your first step.
The following instructions explain how to approach the process.
Step 1: Visit the Official eFOI Website
Check the homepage for announcements about registration, request submissions and maintenance.
Before entering any personal information, confirm that the address belongs to the official Philippine government portal.
Important: If registration or new-request submission is unavailable, follow the alternative instructions displayed on the official website. Do not assume that an inactive submission button means your Form 138 request has been rejected.
Step 2: Identify the Department of Education
If the portal allows you to create a request, look for the agency selection section.
Search for:
Department of Education (DepEd)
The agency selection matters because your request concerns an education-related government record.
However, selecting DepEd does not mean that the Central Office can automatically retrieve your individual Form 138. DepEd’s published responses explain that individual learner records are not maintained in a centralised national database at its Central Office.
You may therefore receive guidance directing you to the school concerned or the appropriate Schools Division Office.
Step 3: Create an Appropriate Request Title
Use a descriptive subject that tells the receiving agency exactly what information you need.
For example:
Request for a Copy of Form 138 (SF9) for School Year 2024–2025
You can adjust the school year according to your requirements.
Avoid general subjects such as “School Documents” or “Academic Information”. A specific title makes the purpose of your request easier to understand.
Step 4: Explain Your Form 138 Request
The description should contain enough information to identify the learner and the academic record.
Include the following details where relevant:
- Learner’s complete name
- Learner Reference Number (LRN), if available
- Grade level
- School year
- Name of the previous school
- School location
- Reason for requesting Form 138
You can also explain whether the original report card was misplaced, damaged or required by another educational institution.
Sample Form 138 Request Letter
The following sample can be adapted for an eFOI inquiry or a direct request to the school registrar.Writing
Subject: Request for a Copy of Form 138 (SF9)
Dear Sir/Madam,
I would like to request assistance in obtaining a copy of my Form 138 (School Form 9 – Learner’s Progress Report Card) for the school year [Insert School Year].
My details are provided below:
- Full Name: [Student’s Full Name]
- Learner Reference Number: [LRN, if available]
- Grade Level: [Grade Level]
- School Year: [School Year]
- Previous School: [School Name]
- Purpose of Request: [Enrolment / School Transfer / Scholarship / Replacement]
I need this academic document for [briefly explain your purpose]. I would appreciate your guidance on the correct procedure, applicable requirements and availability of the requested record.
If your office does not maintain individual learner records, kindly direct me to the appropriate school office or Schools Division Office that can assist with my request.
Thank you for your time and assistance.
Sincerely,
[Your Full Name]
[Contact Number]
[Email Address]
Step 5: Prepare and Submit Supporting Documents
If the receiving office requires supporting documents, prepare clear digital copies.
These may include:
- Government-issued identification
- School identification card
- Authorization letter, where applicable
- Learner Reference Number
- Other documents requested by the school or agency
Make sure that uploaded documents are readable. If the request concerns a minor, the parent or legal guardian should follow the school’s applicable identity-verification and authorisation requirements.
Never upload sensitive documents to unofficial websites or unknown email addresses.
Step 6: Review Your Information
Before submitting the request, check the details carefully.
Pay particular attention to:
- Correct spelling of the learner’s name
- Accurate school year
- Correct grade level
- Complete school name
- Correct contact information
- Appropriate supporting documents
An incorrect school year or incomplete learner information may make it difficult for the receiving office to identify the requested Form 138.
Step 7: Submit and Keep the Reference Number
If the eFOI submission facility is available, follow the portal’s instructions to submit your request.
Save the confirmation details and any reference or tracking number provided.
These details can help you follow up on the request through the appropriate official channel.
If you cannot submit through eFOI because of maintenance, use the alternative channel identified on the portal or contact the school directly.
How to Request Form 138 Directly From Your Former School
For many learners, this is the most relevant route.
The school where you studied is generally the first institution to contact because individual academic records are maintained through school-level recordkeeping arrangements.
Contact the School Registrar
Start by contacting the registrar, records office or principal’s office.
Explain that you need a copy of your Form 138 and provide the school year and grade level.
If the institution has an official email address, you may send your request electronically before visiting.
Explain Whether You Need an Original or Replacement
Different institutions may have different procedures for releasing report cards.
Clarify whether you need:
- A replacement report card
- A photocopy of the available record
- A certified true copy, if offered
- A document for school transfer
- An academic record for scholarship or enrolment
The receiving institution may have specific document-format requirements. Confirm these before paying any reproduction or certification charges.
Follow the School’s Verification Procedure
The school may ask you to present identification or establish your relationship with the learner.
If a parent or representative is requesting Form 138, ask whether an authorisation letter and additional identification are necessary.
Once verification is completed, follow the school’s instructions regarding collection or delivery.
What If Your Former School Is Closed?
Sometimes students need Form 138 from an institution that has closed, changed its name or stopped operating.
This situation requires additional assistance because the original school may no longer have an active registrar’s office.
Here are some practical steps.
Contact the Schools Division Office
Identify the Schools Division Office responsible for the former school’s location.
Explain that you need your Form 138 and that the original institution is no longer operating.
Provide as much information as possible, including:
- Former school name
- Previous school address
- School year attended
- Grade level
- Learner’s full name
- LRN, if known
The Schools Division Office can advise you on the appropriate records custodian or procedure.
Ask About Record Custody
If a school has permanently closed, ask the relevant DepEd office where its learner records were transferred or deposited.
Do not assume that all closed schools follow the same records-transfer arrangement.
Keep Evidence of Your Previous Enrolment
Old report cards, school identification cards, enrolment documents or other academic papers may help establish your connection with the institution.
These documents do not automatically replace Form 138, but they can support the identification process.
Form 138 Fees: Is the Request Free?
The cost depends on how and where you request the document.
Submitting an FOI request through the electronic platform does not carry a general portal filing fee. However, this does not automatically mean that every physical document, reproduction or certification service will be free.
A school or authorised office may have applicable administrative charges for certain services.
| Service | Possible cost |
|---|---|
| Submitting an eFOI request | No general portal filing fee |
| Asking for procedural guidance | Depends on the channel |
| Photocopying | Depends on school policy |
| Document certification | Depends on applicable fees |
| Courier delivery | Depends on delivery arrangements |
Tip: Contact the school before making payment. Ask for its official fee schedule and payment instructions, if charges apply.
Avoid transferring money to personal accounts or paying unofficial intermediaries who promise to obtain your Form 138.
Common Reasons a Form 138 Request May Be Delayed
Even when you provide the necessary information, there may be circumstances that affect processing.
Understanding these problems can help you prepare a more complete request.
Incorrect School Year
A request for the wrong academic year can make record identification difficult.
Always double-check the year printed on your previous report cards or enrolment documents.
Missing Learner Reference Number
An LRN can assist with identifying a learner, but not everyone requesting an older record will have it readily available.
If you do not know your LRN, provide your full name, grade level, school and school year, then ask what additional information is required.
Request Sent to the Wrong Office
Sending a Form 138 request to DepEd Central Office may not resolve the issue if the requested record is maintained by the former school.
Contact the institution responsible for the record or ask the relevant Schools Division Office for directions.
Incomplete Authorisation
If someone other than the learner or authorised parent is making the request, the receiving office may require additional proof of authority.
Prepare the necessary documents before visiting.
Portal Maintenance
An eFOI maintenance announcement may temporarily prevent new registrations or submissions.
Check the official website for updated instructions rather than repeatedly attempting to use unavailable features.
How to Track Your Form 138 Request
The follow-up process depends on where you submitted your request.
For eFOI requests:
- Keep the request reference number.
- Sign in when the portal is available.
- Check the request status.
- Review messages from the receiving agency.
- Respond if further clarification is requested.
For direct school requests:
- Keep a copy of your email or written application.
- Record the date you contacted the school.
- Ask for an acknowledgement or reference number.
- Follow up with the registrar if the expected response period passes.
When following up, mention the original request date and the learner’s details. This helps the receiving office identify the matter without requiring you to explain everything again.
When Do You Need Form 138?
A Form 138 can become important whenever a learner needs to demonstrate academic progress or provide school records to another institution. The exact document requested can differ depending on the purpose, so it is worth checking the receiving institution’s requirements before requesting anything.
Common situations include school transfers, enrolment, scholarship applications and academic verification.
Using Form 138 for School Transfers
A learner transferring from one school to another may be asked to provide academic records from the previous institution.
The receiving school may specify whether it requires Form 138/SF9, Form 137 or another document. Do not assume that one record can substitute for another.
If the school specifically requests Form 138, contact the previous school’s appropriate records office.
Before making the request, prepare:
- Learner’s full name
- LRN, if known
- Previous school
- Grade level
- School year
- Contact information
- Identification documents where required
If the learner has already transferred, ask the receiving school whether it will coordinate with the previous school regarding the required records.
Form 138 for Senior High School Enrolment
Students moving into Senior High School may need academic documentation from their previous level.
The exact requirements depend on the school and enrolment situation. Some institutions may request a report card, while others may ask for a different academic record.
For this reason, check the receiving school’s official admissions instructions before requesting a particular document.
If the admission office specifically lists Form 138, request the appropriate report card from the school that maintains the learner’s record.
Form 138 for College Applications
A college or university may ask applicants to submit academic documents as part of its admission process.
However, the requested document varies between institutions. Some may require a report card, while others may request Form 137, a certificate, transcript or another document.
If your college application specifically asks for Form 138, make sure the document you obtain matches the institution’s stated requirement.
A useful approach is to contact the admissions office and ask:
“Do you require Form 138/SF9, Form 137, or another academic record?”
This simple question can prevent you from requesting the wrong document.
Form 138 for Scholarship Applications
Scholarship providers may request academic records to verify eligibility.
A scholarship application may specify a minimum general average, particular grades or other academic requirements. If Form 138 is listed among the required documents, obtain the report card from the appropriate school office.
Before submitting it, check:
- The learner’s name
- School name
- School year
- Grade level
- Grades and other information
- Required signatures or certifications, if applicable
- Whether the scholarship provider requires an original, certified or digital copy
If the scholarship organisation has an official checklist, follow that checklist rather than relying on a generic Form 138 requirement.
What Foreign Residents and International Applicants Should Know
Students who have studied in the Philippines and later need academic records for an overseas application may encounter additional document requirements.
For example, a foreign school, university or organisation may ask for an authenticated, certified or otherwise verified academic document.
A standard Form 138 request and an international document-authentication process are not necessarily the same thing.
Before requesting your record, ask the overseas institution exactly what it needs.
It may specify:
- Original report card
- Certified copy
- School-issued verification
- Authentication
- Apostille
- Translation
- Academic transcript
Do not pay for additional certification or authentication until you know that the receiving institution requires it.
What If You Lost Your Form 138?
Losing a physical report card does not necessarily mean that you have no way to establish your academic record.
Start by contacting the school that issued the document.
Explain that the original Form 138 is no longer available and ask about the school’s replacement or records-request procedure.
Provide as much information as possible, such as your full name, LRN, school year and grade level.
If the school cannot assist because the record has been transferred, ask which DepEd office now handles the relevant records.
What If You Do Not Know Your LRN?
Not knowing your LRN should not prevent you from asking the school for guidance.
Give the school other identifying information, including:
- Full name
- Date or relevant identifying information requested by the school
- Previous school
- Grade level
- School year
- Section, if known
The school can tell you what information it needs to locate the correct learner record.
Do not guess your LRN. An incorrect number could cause confusion during record verification.
Form 138 Request Checklist
Before contacting the school or using an available government request channel, use this checklist.
Student Information
- Full legal name
- LRN, if available
- Grade level
- Section, if known
School Information
- Official school name
- School location
- School year
- Previous grade level
Request Details
- State that you need Form 138/SF9
- Explain the purpose
- Specify whether it is a replacement
- Confirm whether you need a certified copy
- Confirm the deadline
Identification
- Valid ID
- School ID, if available
- Authorisation letter, when applicable
- Other documents requested by the school
Follow-Up
- Keep your request reference number
- Save emails and confirmations
- Record the submission date
- Follow up through official channels
Common Form 138 Mistakes to Avoid
Requesting Form 137 Instead of Form 138
These are different school records. Read the receiving institution’s instructions carefully.
Going Directly to DepEd Central Office
Because individual learner records may be maintained at the school level, contacting the Central Office does not necessarily provide a direct route to obtaining your report card.
Start with the school concerned.
Using an Unofficial Website
Search results can contain third-party websites offering assistance with government documents.
For government information, verify the official domain before submitting personal details.
Use:
Giving Incomplete School Information
A request containing only a name may be difficult to process, particularly where records are old.
Include the school, school year and grade level whenever possible.
Waiting Without Checking the Deadline
If Form 138 is required for enrolment or a scholarship application, find out the receiving institution’s submission deadline first.
This gives you time to resolve record-location or verification issues.
Frequently Asked Questions About Form 138
Final Things to Remember Before Requesting Form 138
A Form 138 request is primarily a learner-record matter, so the school that maintains the record should usually be considered first. The eFOI Portal can provide a formal government information-request route, but it should not be treated as a nationwide repository containing every student’s report card.Start by confirming exactly what the receiving organisation wants. If it asks for Form 138/SF9, request that document rather than automatically asking for Form 137.Keep your learner information accurate, especially the school year, grade level, former school and LRN when available. If another person is making the request, check the school’s authorisation requirements before submitting documents.Finally, use official sources when dealing with government records. The Department of Education provides official education information, while the eFOI Portal provides information about the Philippine government’s Freedom of Information process and participating agencies.
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