Lost Your University Diploma? You May Need a Statutory Declaration
Losing your university diploma can be stressful, especially when you need an official replacement for employment, immigration, professional licensing, further education, or other purposes.
The good news is that many Canadian universities provide a process for obtaining a replacement diploma. However, you may be required to complete a statutory declaration and have it sworn or signed before a Notary Public or Commissioner for Taking Affidavits.
One important thing to know is that there is no single universal statutory declaration form for replacing a university diploma. Each university has its own requirements and form. At the bottom of this article are two different screenshots showing the statutory declarations for the University of Toronto and the University of Waterloo.
What Does a Diploma Replacement Statutory Declaration Usually Say?
Although every university's form can be different, a typical declaration may ask you to confirm:
Your legal name
Your previous name, if applicable
The university you attended
Your degree, diploma, or certificate
That you graduated from the university
That your original diploma has been lost, damaged, or destroyed
Why you are unable to return the original diploma
That you understand you cannot possess two official diplomas
What you will do if the original diploma is later found
For example, the University of Waterloo's form specifically requires the graduate to confirm that if the original diploma is later found, they will notify the university or destroy the original.
Do I Need a Notary Public?
If your university's instructions require a statutory declaration to be notarized or commissioned, yes, you will need to sign the document in the presence of the appropriate authorized official.
For example, the University of Waterloo states that its replacement diploma statutory declaration must be signed in the presence of a Commissioner for Taking Affidavits and indicates that a Notary Public can also provide the service.
The University of Toronto similarly requires a statutory declaration to be signed and sealed by a Notary Public for a lost or destroyed diploma.
Do not sign the declaration before your appointment unless your university specifically tells you that you may do so. In most cases, the person making the declaration must sign it in the presence of the Notary Public or Commissioner.
What If I Find My Original Diploma Later?
Your university's instructions may address this situation specifically.
For example, the University of Waterloo's statutory declaration states that a graduate cannot be in possession of two official diplomas and requires the graduate to notify the university or destroy the original if it is later found. This is one reason why it is important to read the entire declaration carefully before signing it.
Need a University Diploma Replacement Declaration Notarized?
If your university has provided you with a statutory declaration for a replacement diploma, Affordable Markham Notary Public can assist with commissioning/ notarizing the document.
Do not sign the declaration in advance — you will generally need to sign it in front of the Notary Public or Commissioner.
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