Transcript of Records (TOR): What It Is & How to Get One
Your TOR is the official record of everything you studied — every subject, grade, unit and your GWA. What it contains, how it differs from a diploma, and how to request one in the Philippines.
What is a Transcript of Records?
A Transcript of Records (TOR) — often just called a TOR — is the official document that proves your academic history. It is issued by your school's registrar, printed on official paper with the school seal and the registrar's signature, and it lists every subject you enrolled in, the grade you earned, the units for each subject, and your GWA. Nothing else carries the same weight: a grade slip shows one semester, a diploma shows only that you finished, but the TOR is the complete record.
That is why it is the document employers ask for when they verify your education, why other schools ask for it when you transfer or apply for graduate studies, and why scholarship bodies and licensure exams ask for it too. If a form asks for proof of your grades, it almost always means your TOR. Your GWA itself lives on the TOR — the What is GWA? page explains how that number is computed from the subjects listed there.
What is inside a TOR?
A typical Philippine TOR contains your full name and student number, the degree program and the school years covered, then a semester-by-semester list of subjects with the grade and units for each, the GWA for each semester, and your cumulative GWA at the end. It also notes your degree conferred and date of graduation (for graduates), any honors such as Dean's Lister semesters or Latin honors, and remarks like transferred credits or subjects taken at another school.
| Semester | Subject | Grade | Units |
|---|---|---|---|
| 1st Sem, 2025–2026 | Mathematics in the Modern World | 1.50 | 3 |
| 1st Sem, 2025–2026 | Understanding the Self | 1.25 | 3 |
| 1st Sem, 2025–2026 | Physical Education 1 | 1.00 | 2 |
| Semester GWA | 1.28 | 8 |
Illustrative excerpt — not a real TOR. A real TOR is longer: it repeats this block for every semester you studied, and ends with your cumulative GWA and the registrar's seal. If you want to double-check the GWA printed on yours, the How to Compute GWA page walks through the same calculation.
TOR vs diploma vs grade slip
| Document | What it shows | Issued by |
|---|---|---|
| Transcript of Records | Every subject, grade, unit and GWA | Registrar |
| Diploma | That you completed the degree | School, at graduation |
| Grade slip / report card | One semester's grades | Registrar or portal |
| Certificate of graduation | That you graduated, with the date | Registrar |
Students mix these up most often when applying for jobs: a diploma proves you graduated, but an employer who wants to see your grades needs the TOR. For board and licensure exams, the Professional Regulation Commission (PRC) typically asks for the TOR as well. Keep both documents — they serve different purposes.
How to get a Transcript of Records in the Philippines
The process is similar at most schools, but the forms, fees and waiting time are set by each registrar, so treat the steps below as typical and confirm the details with your school:
- Get the request form from the registrar's office, or file the request through your school's online portal if it has one.
- Secure clearances — usually from the library, the accounting office and your department or college. Some schools bundle this into one clearance form.
- Present a valid ID. If a representative will claim the TOR for you, bring an authorization letter plus their valid ID as well.
- Pay the processing fee. The amount varies by school — ask the registrar for the current rate — and keep the receipt, because you will need it when claiming.
- Wait for processing. Release time varies by school, from a few working days to a few weeks, and it is usually slower during enrollment and graduation season.
- Claim with your receipt and ID, and check every entry on the spot before you leave the counter.
For use abroad, ask the registrar about authentication: a TOR for overseas use typically needs CHED authentication (CAV) and then a DFA apostille. Start that process early — it adds weeks to the timeline. Alumni request the same way as current students, through the registrar; your records stay with the school after you graduate.
How long does it take to get a TOR?
There is no standard processing time. Small schools with few requests can release a TOR in a few working days; large universities commonly take one to three weeks, and longer around graduation when hundreds of requests arrive at once. The only reliable answer comes from your registrar at the time you file — ask for the release date in writing, and file early if you have a job or school application deadline.
SHS Transcript of Records
Senior High School graduates also receive a TOR from their SHS registrar, listing the SHS subjects, grades and general average. For college admission, schools often ask for it together with your Form 137 (the permanent record) and your SHS diploma. If you are computing an SHS average before the TOR arrives, the How to Compute GWA in SHS guide shows the same weighted-average calculation your school uses.
What to check on your TOR before using it
Read the whole document before you submit it anywhere. Check your full name spelling first — a misspelled name is the most common problem, and it can delay a job or visa application. Then check every subject, grade and unit against your grade slips, the GWA per semester and your cumulative GWA, the degree name and date conferred, and the registrar's signature and dry seal. Report any error to the registrar immediately: a corrected TOR has to be reprinted and resealed, which takes time, and it is far better to catch the error at the counter than after you have already sent the document to an employer.