Affidavit of Undertaking DepEd Free Download

Affidavit of Undertaking DepEd: Everything You Need to Know + Free Download (SY 2026–2027)

Every school year, thousands of Filipino parents find themselves in the same stressful situation: enrollment day arrives, and they realize they’re missing a crucial document — the Form 138 (Report Card), birth certificate, or transfer credentials from the previous school. The good news? You don’t have to delay your child’s enrollment because of missing paperwork.

That’s exactly what the Affidavit of Undertaking DepEd Free Download is for.

In this guide, we’ll walk you through everything you need to know about the DepEd Affidavit of Undertaking — what it is, when it’s required, how to properly fill it out, what the legal implications are, and where you can get the official template for free. Whether you’re a parent scrambling during enrollment or a teacher guiding families through the process, this is the only guide you’ll need.

What Is the DepEd Affidavit of Undertaking?

The DepEd Affidavit of Undertaking is a sworn legal document signed by a parent or guardian that acknowledges the absence of required enrollment documents and formally commits to submitting those missing documents by a specific deadline.

In simpler terms: it’s your written promise to the school — backed by law — that you will complete your child’s documentary requirements after enrollment has already begun.

“The Affidavit of Undertaking is not a loophole. It is a bridge — a temporary accommodation that allows learners to begin schooling while parents work to complete the necessary paperwork.”

This document is aligned with DepEd Order No. 3, Series of 2018, which governs the enrollment of learners who are unable to submit complete credentials during the registration period. It applies to both public and private schools under the DepEd system.

Who Needs to Use This Document?

According to DepEd Order No. 3, s. 2018, the Affidavit of Undertaking becomes necessary in two main situations: for learners transferring from another public or private school who are unable to provide their Learner’s Progress Report Card (Form 138) at the time of enrollment, and for learners who have not yet secured their birth certificate or other essential records during enrollment. Learning Pal

Here’s a more complete breakdown of situations that call for an Affidavit of Undertaking:

Situation	Missing Document	Affidavit Required?
Transferee from another public school	Form 138 / Report Card	Yes
Transferee from a private school	Transfer Credentials	Yes
Newly enrolled Kindergarten pupil	PSA Birth Certificate	Yes
Returning learner (out-of-school youth)	Previous school records	Yes
Learner whose previous school closed	Any official record	Yes
DepEd employee (DTR or credential-related)	Daily Time Records / Docs	Yes (separate form)

There are actually two types of DepEd Affidavit of Undertaking:

For Learners/Students — used by parents or guardians during enrollment
For DepEd Employees — used by teachers or non-teaching staff for employment-related commitments (e.g., delayed submission of Daily Time Records or credentials)

Both versions are available for free download below.

What Happens When You Sign This Affidavit?

Signing the Affidavit of Undertaking is not something to take lightly. When a parent or guardian signs it, they are making the following legally binding acknowledgments:

For the Learner:

Without the transfer credentials, the learner is only temporarily enrolled, cannot be officially promoted to a higher grade level, cannot officially graduate from the school, and — even if the learner attains the qualifying average and criteria for academic honors — will not be recognized.

For the Parent/Guardian:

The parent agrees to hold the school and DepEd personnel free from any liability — whether civil, criminal, or administrative — related to the acceptance and enrollment of the child, and the enforcement of any law, rule, or obligation provided in the document.

This is a significant legal commitment. Make sure you understand every clause before signing.

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What's Inside the Official DepEd Affidavit of Undertaking?

The standard template based on DepEd Order No. 3, s. 2018 (Annex 3) contains the following sections:

Personal Information of the Parent/Guardian

Full legal name
Age and civil status
Complete residential address

Information About the Learner

Full name of the child
Name of the new school where the child will be enrolled
Name of the previous school
Grade level previously passed

Reason for Missing Documents

A blank field where the parent explains why the transfer credentials cannot be submitted at the time of enrollment (e.g., previous school is in another province, documents are still being processed, etc.)

Undertaking (Commitments)

The parent formally commits to:

Submit the missing credentials to the school on or before a specified date
Accept that only a temporary report card (signed by the class adviser) will be issued
Understand that the official record will only be released once credentials are received

Hold Harmless Clause

The parent waives any civil, criminal, or administrative complaint against DepEd personnel involved in the temporary enrollment.

Notarization Section

Space for the notary public’s signature, seal, and the date and place of notarization.

Download here the file!

Step-by-Step: How to Fill Out the DepEd Affidavit of Undertaking

Follow these steps carefully to ensure your affidavit is complete and legally valid:

Step 1: Download the Template
Get the official DepEd Affidavit of Undertaking template (Word format) using the free download link provided on this page. Having an editable Word file makes it much easier to fill in accurately.

Step 2: Fill in the Parent/Guardian Details
Write your full legal name exactly as it appears on your government-issued ID. Include your complete address — barangay, city/municipality, and province.

Step 3: Enter the Learner’s Information
Provide your child’s complete name, the name of the new school they are enrolling in, the previous school they attended, and the grade level they completed.

Step 4: State the Reason for Missing Documents
Be honest and specific here. Examples of valid reasons:

“My child’s previous school is located in another region and mailing the documents will take time.”
“The PSA birth certificate is still being processed.”
“The previous school has not yet released the Form 138.”

Step 5: Set a Submission Deadline
Work with the school registrar to agree on a realistic deadline. Typically, schools give 30 to 60 days from the date of enrollment. Write this date clearly on the affidavit.

Step 6: Sign in the Presence of a Notary Public
Do not sign the affidavit before appearing before a notary public. Your signature must be made in the notary’s presence for the document to be legally valid. Notarization fees in the Philippines typically range from ₱100 to ₱300.

Step 7: Submit to the School
Hand the notarized original to the school registrar or enrollment officer, and keep a photocopy for your own records.

Disclaimer:

Some educational materials may be inspired by or aligned with DepEd curriculum standards.
However:

All materials uploaded or created are intended to support teachers and students.
If any copyrighted content is unintentionally shared, please contact us here depedlibre@gmail.com immediately for removal or proper attribution.

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What Happens If You Miss the Submission Deadline?

This is where many parents make a costly mistake: they sign the affidavit, get their child enrolled — and then forget about the deadline.

Missing the submission deadline has serious academic consequences:

Your child remains on temporary enrollment status indefinitely
The school may withhold the official report card (Form 138)
Your child cannot be officially promoted to the next grade level
Your child cannot graduate or receive academic recognition
Enrollment in the following school year may be complicated or refused

If you’re struggling to obtain the missing documents before the deadline, communicate with the school registrar immediately. Schools may grant an extension upon written request, especially if the delay is beyond your control (e.g., the previous school is unresponsive or has closed down).

Frequently Asked Questions

Q: Is the Affidavit of Undertaking the same as a waiver?
A: Not exactly. A waiver surrenders a right entirely, while an Affidavit of Undertaking is a sworn commitment to fulfill a specific obligation. However, it does contain a hold-harmless clause that functions similarly to a limited waiver of liability.

Q: Can a teacher or school staff accept the affidavit without notarization?
A: Technically, an un-notarized affidavit has no legal force. Schools should require notarization. However, in remote areas where access to a notary is limited, some schools may accept a “jurat” (sworn statement before the school principal) temporarily. Always confirm with your school’s registrar.

Q: Can I use this affidavit for both elementary and high school enrollment?
A: Yes. The DepEd Affidavit of Undertaking under DepEd Order No. 3, s. 2018 applies to all grade levels in basic education — from Kindergarten through Grade 12, including Senior High School.

Q: Does the Senior High School strand or track affect this requirement?
A: No. Whether your child is in the Academic Track (ABM, HUMSS, STEM, GAS) or the TVL, Sports, or Arts and Design tracks, the same affidavit template applies.

Q: Where can I get the affidavit template if my school doesn’t have one?
A: You can download the official template for free right here on this page. Both Word (.docx) and PDF versions are available.

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