The matric is an important benchmark in the South African education system. Passing the matric proves that an individual completed grade 12 and signifies that they have achieved the NQF level 4.
The matric certificate that you receive on completing matric should be safely stored, as it is needed when applying for higher education, learnerships, and entry-level jobs. Also, it serves as a requirement for admission to the majority of degree, certificate, and diploma programmes. Likewise, if individuals decide to pursue a technical training programme a few years down the line, the matric certificate might be required.
Therefore, if your matric certificate is damaged, stolen, or lost, steps should be taken to have a new certificate reissued as soon as possible. In this article, we explore what steps to take if you need a matric certificate replacement, how to apply for a re-issue or replacement, the required documents and much more.
Table of Contents
Why Would You Need A Matric Certificate Replacement?
There are plenty of reasons why someone might need a matric replacement certificate. Since it is such a crucial document, the South African government has made it easy for individuals to apply for it.
The most common reason someone might need a replacement is that they have lost or damaged the certificate over the years. However, other provisions are available if individuals wish to seek a replacement.
The following are some of the most common reasons why people seek to replace their matric certificate:
- Lost, damaged, or stolen: An individual would want their matric certificate replaced if it was lost, damaged during a natural calamity, or stolen.
- Incorrect details: These relate to an administrative error on the certificate, such as incorrect scores or a mistake in the studentā€™s name.
- Combining scores: Students can resit for the matric if they are unsatisfied with their scores. This option allows them to combine the matric certificate to indicate their best scores from the exams.
Read more on What Should I Do in Case of a Lost Matric Certificate?
Types Of Replacements
Not all matric certificate replacements are the same. The type of replacement you apply for depends on why you need a new certificate. Some people only need another copy of the original certificate, while others need changes to the details printed on it.
Understanding the different types of replacements can help you apply correctly and avoid delays.
In most cases, a replacement is needed because the original certificate was lost, damaged, or stolen. However, there are also options for people who rewrote subjects, want to combine results, or need personal details corrected.
Each type of replacement requires specific supporting documents and payment of the applicable fee. Once a replacement is issued, the original certificate is cancelled and can no longer be used for official purposes.
The following are the two types of replacements:
- Re-issue: This is usually applied for when the original matric certificate gets lost, damaged, or stolen. No changes are made to the original details when applying for a reissue.
- Replacement: When individuals apply for a replacement with amendments, the original details, such as the applicantā€™s name and scores, are updated.
Read more on How Much Is It To Combine Matric Resultsā€‹? Costs, Application Process, and Benefits
How To Apply?
You can apply in person at any Department of Basic Education (DBE) office in South Africa or at the Provincial Departments of Education (PDE). This can be done irrespective of where you appeared for the exam. Additionally, individuals can download the application form and send it with all the required documents via post.
However, if the matric exam was conducted by the Independent Examinations Board (IEB) or the South African Comprehensive Assessment Institute (SACAI), only they can re-issue lost certificates.
Who Issues The Replacement?
The institution that issues the replacement depends on when the certificate was issued and which examination body conducted the exam. South Africa has different authorities that manage matric records, and each one is responsible for specific time periods or exam systems.
Some certificates are handled by national education bodies, while older certificates may be managed by provincial departments. In addition, learners who completed their matric through private examination boards must apply directly to those organisations.
Knowing who issued your original certificate is important, as applying to the wrong authority can delay the replacement process. If you are unsure which body is responsible for your certificate, you can contact the Department of Basic Education or your Provincial Education Department for guidance before submitting your application.
The authority responsible for issuing it depends on when and where you completed your qualification:
- Umalusi: Handles replacements for Senior Certificates (SC) and National Senior Certificates (NSC) issued from September 1992 onwards.
- Provincial Education Departments: Manage certificate replacements for qualifications obtained before November 1992.
- Independent Examinations Board (IEB) and South African Comprehensive Assessment Institute (SACAI): Are responsible for replacing certificates originally issued by their respective institutions.
Required Documents For Applying
The required documents vary depending on the type of matric replacement certificate an individual applies for. It is essential to include all required documents, as they help verify claims and identify a person.
Missing or incorrect documents may result in the replacement process being cancelled or delayed. In case of a cancellation, a new application will need to be submitted, which will make the entire process much longer.
Find below the necessary documents as per the reason for the application:
Lost Or Damaged
- Affidavit: This is a legal document that can be prepared in the presence of a Commissioner of Oaths at any police station in South Africa
- Certified identification documents with the original: The identification documents must be certified by an attorney or a Commissioner of Oaths.Ā
- National Senior Certificate (in case of damage): The original matric certificate in case of damage to the document.Ā
Update In Particulars
- Affidavit: A detailed sworn statement that lists the reasons for the change. This could be an update to a name, gender, or ID number. It should be done in the presence of a Commissioner of Oaths.
- Original National Senior Certificate: The original matric certificate needs to be handed over and is cancelled.
- Certified copies of the old and new ID: The copies of both the old and new IDs must be certified by an attorney or a Commissioner of Oaths.
- Letter from the Department of Home Affairs: The official letter confirms that the department has updated the gender description and/or the name of the person in accordance with the Births and Deaths Registration Act. In case of an ID number error, the letter must state the mistake made by the department and include the new number.
- Birth Certificate: The original birth certificate or a clinic card that states the individualā€™s name and birth date.
- Application Form: A correctly filled application form.
Combining Results
- Results of all the exams: Scores of all the matric exams the candidate has appeared for.
- Certified identification documents with the original: The old and new ID copies need to be certified by an attorney or a Commissioner of Oaths.
Administrative Errors
This is only considered when applied within a year of the issue of the original certificate.
- Original National Senior Certificate: The original matric certificate needs to be handed over and is cancelled.
- Certified identification documents with the original: The old and new ID copies need to be certified by an attorney or a Commissioner of Oaths.
- Affidavit: A detailed sworn statement that lists the reasons for the change. This could be a name, gender, or ID number update. It should be done in the presence of a Commissioner of Oaths.
Read more on How to Check the Certificate Number on the Matric Certificate?
How Long Does It Take To Get The Replacement?
On average, receiving a replacement certificate takes 4 to 6 weeks from when the application is submitted. It can take longer if the records are not available in the system and must be retrieved from the archives.
The DBE and PED cannot issue a matric replacement certificate on the same day, even if the application is submitted in person. All applicants are allotted a reference number that they can use to check the status of their application.
Applicants should ensure they enter the correct details, pay the fee, and attach all required documents. Failure to do so could result in the application being cancelled or delayed. Since the certificate replacement process can take time, individuals should apply immediately for a new certificate if it is lost or damaged.
What To Do If You Need Urgent Proof Of Your Matric Results?
Since replacing the matric certificate takes a few weeks, students and working professionals should apply for a replacement as soon as possible. However, an applicant can request a Statement of Results in the meantime.
This can be used as temporary proof that the applicant appeared for and passed the matric exams. The Statement of Results can be received immediately from any DBE or PED office. Individuals can apply for it at the same time as their replacement certificate.
Read more on Matric Statement of Results Explained: What It Means for You?
Can You Replace A Matric Certificate From Many Years Ago?
It is possible to replace the matric certificate even if a person appeared for the exam decades ago. However, if the records are not part of the system, the replacement might take longer. This just means that they need to be retrieved from the archives, which could take longer than 4 to 6 weeks. The matric certificate could be required in such a situation if a person opts for higher education after years of working or caring for their children.
Read more on How to Successfully Upgrade Your Matric Results Online? Get Details Here.
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Conclusion
The matric certificate is a significant achievement for any South African student and the first step toward higher education. However, people might sometimes lose it or need particulars updated to match other official documents.
Since it is such an important document, seeking a matric certificate replacement is possible. It is easy and convenient to request a replacement online or from any DBE or PED office, irrespective of where one appeared for the exam.
Visit the Regenesys Education website to explore the various available programmes after completing your matric.
Contact us today to speak with a career adviser and make an informed decision about your career path.
FAQs
Where to get a replacement matric certificate?
Applicants can receive a replacement by applying online at Umalusi or the South African e-Services Portal, in person at the DBE or PDE office, or by post.
Is a matric certificate replacement form available in PDF format?
A form is available on the DBE website and can be filled out to apply for a lost/damaged certificate replacement by post or at the nearest DBE or PED office.
What documents are required to replace a lost matric certificate?
Applicants need an affidavit and a certified copy of their ID when seeking a replacement if the certificate is lost.
What steps can be taken to replace a lost matric certificate?
The applicant must fill out the form, pay the fees, and submit all the required documents either in person or online.
What documents are required to update particulars on a matric certificate?
Applicants need an affidavit, a certified copy of the new and old ID, a letter from the Department of Home Affairs, and the original certificate.
What steps can be taken for replacing particulars on a matric certificate?
Applicant details, such as gender, ID number, etc., can only be changed by applying at a DBE or PDE office. This cannot be done online.
Can I use any document while the replacement of the matric certificate is being processed?
Applicants can request their Statement of Results, which can be available immediately. This can be used as proof that the individual passed their matric.
