Affidavit of Grades / School Explanation: Meaning, Purpose, and Sample Form
An Affidavit of Grades / School Explanation is a sworn legal document executed by a student, parent, or guardian to formally explain issues related to academic performance. This affidavit is commonly required when a student has failing, incomplete, dropped, or irregular grades and needs to provide a written explanation to a school, scholarship committee, employer, or government institution.
The affidavit serves as an official explanation for circumstances such as illness, financial hardship, family emergencies, transfer of schools, personal difficulties, or other valid reasons that affected academic performance. Since it is executed under oath, all statements must be truthful and accurate.
When Is an Affidavit of Grades or School Explanation Required?
This affidavit is commonly required for the following purposes:
- Scholarship or financial aid applications
- School enrollment, re-admission, or clearance requirements
- Explanation of failing, dropped, or incomplete grades
- Transfer or academic appeals
- Submission to government or private institutions
Schools may also require supporting documents such as medical certificates, certificates of indigency, or letters from instructors.
What Should Be Included in an Affidavit of Grades / School Explanation?
A properly prepared affidavit should include:
- Complete details of the student and affiant
- Name of the school and academic program
- Specific subject(s) or grade(s) being explained
- Clear and honest explanation of circumstances
- Purpose of executing the affidavit
- Affiant’s signature and notarization
This affidavit helps institutions assess academic situations fairly and responsibly.
Sample Affidavit of Grades / School Explanation (Editable Template)
Replace all bracketed information below with the correct details before printing and notarization.
REPUBLIC OF THE PHILIPPINES
[CITY / MUNICIPALITY]
[PROVINCE]
AFFIDAVIT OF GRADES / SCHOOL EXPLANATION
I, [FULL NAME OF AFFIANT], of legal age, [citizenship], [civil status], and residing at [complete address], after having been duly sworn in accordance with law, hereby depose and state:
1. That I am a student of [NAME OF SCHOOL], currently enrolled in the program/course [course/program].
2. That I incurred [failing / incomplete / dropped / low] grades in the subject(s) [subject name(s)] during the [semester / school year].
3. That the reason for the said academic performance was due to [clearly explain the reason – illness, financial difficulty, family concern, etc.].
4. That I have since taken steps to address and improve my academic performance.
5. That I am executing this affidavit to explain my academic record for the purpose of [scholarship / enrollment / appeal / other purpose].
IN WITNESS WHEREOF, I have hereunto affixed my signature this [day] day of [month, year] at [place of execution].
_________________________________
[FULL NAME OF AFFIANT]
Affiant
SUBSCRIBED AND SWORN to before me this [day] day of [month, year] at [place], the affiant presenting the following competent proof of identity:
ID Type and Number: [ID Number]
Date & Place of Issuance: [details]
_________________________________
NOTARY PUBLIC
Doc. No. _____;
Page No. _____;
Book No. _____;
Series of _____.
Disclaimer: This template is for general guidance only. Schools and institutions may require additional documents or specific wording.