Duplicate Marksheet Delayed: How to Get It Moving

Reviewed on: 2026-06-12.

You lost your original marksheet, applied for a duplicate weeks ago, and the joining or counselling date is now close. This guide turns that stuck application into a clear sequence: lodge a loss report, apply to the right exam branch, get a gazette notification only if your university or board insists, and use an RTI to confirm your result and push the file.

Priya cleared her B.Com final year in 2021. In 2024 her flat flooded and her second-semester marksheet was destroyed. A new employer asked for all marksheets during background verification. She applied online for a duplicate, paid the fee, and heard nothing for six weeks. Calls to the college went unanswered, and the employer set a deadline.

What worked for her is the same path this guide lays out. She filed a police loss report, escalated the duplicate application in writing to the Controller of Examinations with her enrolment number, downloaded a NAD copy from DigiLocker to share with the employer in the meantime, and filed an RTI asking the status of her file. The RTI reply named the dealing clerk and the pending stage, and the duplicate issued within three weeks.

1. Lodge a loss report. Report the loss at the police station. For a lost or destroyed document, police usually record a non-traceable report or a general diary entry; a full FIR is normally needed only where theft is suspected. Many universities and boards also accept a self-declaration of loss. Keep the date and reference, and confirm your institution's exact requirement.
2. Apply to the correct exam branch. A duplicate marksheet is issued by the examination branch of the university, or the result section of the school board, that declared the result, on its own duplicate-statement-of-marks form. Quote your enrolment or roll number, year, semester or class, and programme. Pay the prescribed fee and keep the receipt.
3. Add a gazette notification only if asked. A gazette notification is for a change of name or particulars, not for a routine duplicate of the same record. Some universities ask for a newspaper loss advertisement or, in name-change cases, a gazette copy. Do not arrange one unless your institution's form specifically requires it.
4. Use DigiLocker and NAD to bridge the gap. Check your DigiLocker account for a marksheet issued through the National Academic Depository. A verified digital copy is widely accepted for verification and can hold a deadline while the paper duplicate is processed.
5. File an RTI if the file stalls. A State or central university and a school board are public authorities. Ask the Public Information Officer to confirm your result from the records and to state the status of your duplicate application.

• Duplicate-marksheet application form, filled and signed.
• Enrolment or roll number, year, semester or class, and programme.
• Loss report (police non-traceable report, general diary entry, or self-declaration).
• Any surviving photocopy or photo of the lost marksheet.
• Identity proof such as Aadhaar or passport.
• The prescribed duplicate fee, paid through the official channel, with the receipt.

Background verification and visa timelines are the most common deadline traps here. A duplicate marksheet can take a full result cycle if it needs manual register verification, which is slower than most employers expect. Two moves protect you. First, share a DigiLocker or NAD copy at once so the verifier is not blocked. Second, write to both the university and the verifier stating that the duplicate is under process, quoting your application reference, and asking the verifier to record this. That written trail stops a “documents pending” status from turning into a rejection.

1. First level: the examination branch or result section that received your duplicate application. Follow up in writing with your reference number.
2. Second level: the Controller of Examinations or the board's result officer, asking for the status, the pending stage, and the expected issue date.
3. Grievance level: the university or board grievance cell; CPGRAMS where the body is a central public authority.
4. RTI level: an RTI to the PIO to confirm your result and the file status, with a first appeal under Section 19 if there is no reply in 30 days.

To,
The Public Information Officer,
[Name of the University / School Board],
[Examination branch address]

Subject: Information under the Right to Information Act, 2005 - confirmation of result record and status of duplicate-marksheet application

Sir / Madam,

I request the following information held by your office:

1. Please confirm from your records the roll/enrolment number, year, [semester/class] and result of the candidate named [full name], who appeared for [examination] in the year [year].

2. Please provide the current status of my duplicate-marksheet application, reference number [reference], submitted on [date].

3. Please state the further steps and time required to issue the duplicate marksheet.

4. Please provide the name and designation of the official currently dealing with my application.

I enclose the prescribed fee in the manner accepted by your office. A copy of my loss report is enclosed.

Yours faithfully,
[Full name]
[Address, mobile, email]
[Date]

• Treating a routine duplicate as a name change and chasing a gazette notification you do not need.
• Applying to the affiliated college when the university examination branch prints the marksheet.
• Not sharing a DigiLocker or NAD copy with an employer or verifier while the paper duplicate is processed.
• Filing an RTI that asks the PIO to “order” issuance instead of asking for status and result confirmation.
• Losing the application reference, which weakens every follow-up.

• DigiLocker
• National Academic Depository (NAD)
• University Grants Commission (UGC)
• RTI Online
• CPGRAMS

• Practical Guides hub
• Duplicate degree not issued
• Duplicate school board certificate after a flood or fire
• Name or DOB wrong on an entrance exam scorecard
• How to file RTI online

For a simple loss or a flood or fire, a non-traceable report or a general diary entry is usually enough. A full FIR is normally expected only where theft is suspected. Confirm your institution's requirement.

No, not for a routine duplicate of the same record. A gazette notification is for changing your name or particulars. Some institutions ask for a newspaper loss advertisement instead; arrange one only if the form asks.

Usually yes. A marksheet issued through the National Academic Depository to DigiLocker is widely accepted for verification, and you can share it while the paper duplicate is processed.

There is no all-India deadline. It depends on the institution's service standard and whether manual register verification is needed, so it can run into a full result cycle. An RTI reply is generally due in 30 days.

File an RTI asking the university or board to confirm your roll number, year and result from its register. The permanent record almost always survives even when the college copy does not.

Many institutions allow it with a signed authorisation letter and the representative's ID. Check the duplicate form for the exact authorisation format.

Download the duplicate marksheet checklist (PDF)