2025 Hong Kong Polytechnic University Diploma Replacement & Reissue Full Guide: Lost Diploma, Poor Grades, Withdrawal, or Incomplete Study Solutions

Many graduates face document problems years after leaving university: a lost diploma during a move, transcripts with failed courses, or needing proof of study after withdrawal or incomplete enrollment. Online information is scattered, and official pages are often in English with dense administrative language—especially hard for those with moderate English skills. This article is a practical guide to Hong Kong Polytechnic University (PolyU) diploma replacement and certification document applications. I will break down the steps for different situations—lost diploma, poor grades, failed courses, withdrawal, and incomplete study—into clear phases, and give you a timeline you can follow directly. After reading, you will know which department to contact, what materials to prepare, how long each step takes, and how to avoid common mistakes.

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Foundation Phase: Confirm Your Academic Status and Eligibility (Weeks 1–2)

Many people rush to find “diploma replacement” channels, but Hong Kong Polytechnic University does not simply reissue an identical original certificate. According to the current regulations of the PolyU Academic Registry, if the original diploma is lost or damaged, the university will only issue an officially verified certifying letter or replacement diploma that has the same legal effect as the original but may look different. This must be clear first, otherwise you may be misled by intermediaries.

Task 1: Identify Which Situation You Are In

Review the list below to confirm your specific case.Service solutions for various issues related to graduation certificate, transcript, and academic degree authentication Different situations require different application materials and departments.

• Lost or damaged diploma
  You can apply for an official replacement diploma or certifying letter. You need to fill out an application form, provide identity proof, explain the loss, and in some cases provide a police report or declaration.

• Transcript with poor grades / failed courses
  If you only need a transcript, you can apply for an official transcript separately. Poor grades or failures do not prevent transcript issuance, but if you plan to apply for graduate school or jobs, you may need to explain them. The transcript will truthfully show all course results and cannot be altered.

• Withdrawal / did not finish the program
  If you did not complete your studies, you cannot get a replacement diploma, but you can apply for a certifying letter or attendance certificate stating your registration period and courses taken at PolyU. This document can also be used for job applications or further education.

• Need both diploma and transcript replacement
  You can apply for both at the same time, but it is recommended to submit them separately because the processing departments may differ.

Task 2: Check Official PolyU Policy and Material List

This is the most important step. Visit the PolyU Academic Registry website and search for “Certifying Letter” or “Transcript Application.” The official pages are available in English and Traditional Chinese. Even with moderate English, you can understand them with translation tools. According to official information, you generally need:

1. Copy of identity document (ID card / passport)

2. Graduation year, student ID number, program name

3. Application form (downloadable from the website, separate for undergraduate and postgraduate)

4. Fee: usually around HKD 50–150 per document, subject to official website

5. Delivery method: mailing or in-person pickup

When citing official information, note that PolyU does not process applications through third-party agents or offer expedited services. Service solutions for various issues related to graduation certificate, transcript, and academic degree authenticationAll applications go through the Academic Registry. Do not trust any “internal channel” for duplicating diplomas.

Task 3: Prepare Application Materials and Time Schedule

Use one week to prepare materials. Spend only 20–30 minutes per day to avoid procrastination.

• Day 1: Go to the PolyU Academic Registry website, find “Application for Certifying Letter / Transcript,” and download the correct form.

• Day 2–3: Fill in the form, take photo or scan of identity proof. If the diploma is lost, write a simple loss statement (English or Chinese, English recommended).

• Day 4: Check all materials for clarity and accuracy. Pay special attention to student ID number and graduation year—mistakes will cause rejection.

• Day 5–6: Email the Academic Registry to confirm the materials are complete and ask about current processing time.

• Day 7: Submit the application officially (by mail or online, depending on current instructions).

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Strengthening Phase: Official Submission and Follow-Up (Weeks 3–6)

After submission, don’t just wait passively. This phase requires proactive follow-up and handling possible additional requirements. Many applications get stuck because people don’t check their email.

Task 1: Complete Application Form and Payment

Online submission usually requires a credit card or Hong Kong bank transfer. Note:

• Save the payment receipt. You will need the application number for future inquiries.

• If you choose postal delivery, confirm the mailing address is correct. PolyU defaults to local Hong Kong regular mail. For mainland China addresses, choose registered or courier service, which costs extra.

• When filling in the form in English, the name order must match your ID/passport exactly. Do not use nicknames.

Task 2: Handle Transcript Issues, Poor Grades, and Withdrawal Explanations

This is a key part of this article. Many people worry that failed courses on the transcript will affect the replacement or certification. In fact, the transcript is an objective record and will not be withheld because of poor grades. However, if you need the university to issue an additional explanatory letter (e.g., explaining grading standards or reasons for withdrawal), you must apply separately and approval is not guaranteed.

• Poor grades on transcript: Issued as-is, no explanation needed. But if used for study abroad applications, prepare a personal statement explaining grade fluctuations.

• Failed courses on transcript: The transcript will show “F” or “Fail.” To remove a failed grade, you must retake the course, but only if you are still an enrolled student or meet retake eligibility. Graduates or withdrawn students cannot modify records.

• Withdrawal / did not finish: You can apply for a “Certifying Letter” stating your enrollment period, but no graduation certificate will be issued. This document is not equivalent to a degree and cannot be used for degree authentication.

Task 3: Weekly Follow-Up by Email or Phone After Submission

Set aside 15 minutes each week for follow-up:

• Day 3 after submission: Confirm receipt email.

• Week 2: If no news, send an email asking about progress.

• Week 4: If still no result, try calling the PolyU Academic Registry (contact hours on website).

• Week 6: If the official processing time is 4–6 weeks, you can formally inquire after that period.

Fictional Case Study (Please note: the following is a fictional case based on common situations)
Student C, a 2020 PolyU undergraduate, returned to mainland China and found the diploma lost. Following the steps above, he prepared materials in Week 1 and submitted. In Week 2 he received a request for supplementary documents (needed the endorsement page of his Hong Kong visa). In Week 5 he received confirmation email. In Week 6 he received the replacement diploma via SF Express cash-on-delivery. The whole process took about 6 weeks without using an agent.

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Final Sprint Phase: Document Collection and Degree Authentication (Weeks 7–8)

After receiving the documents, you still need to do authentication and backup, otherwise the effort may be wasted.

Task 1: Choose Collection Method (In-Person / Mail)

• In-person pickup: Bring original identity proof. You can authorize someone else to collect with a letter of authorization.

• Mail delivery: For mainland addresses, choose courier service. PolyU usually uses DHL or SF Express. Cost is on you, around HKD 100–200.

Task 2: Apply for Chinese Service Center for Scholarly Exchange (CSCSE) Authentication (if needed)

If you received a replacement diploma or certifying letter and plan to use it in mainland China, apply for authentication from the Chinese Service Center for Scholarly Exchange (CSCSE). Required documents include:

• Scanned copy of replacement diploma or certifying letter

• Official transcript

• Passport and visa records

• Authorization statement

Note: Certifying letters issued for withdrawal or incomplete study usually cannot be authenticated. Only those who formally graduated or obtained the corresponding qualification can be authenticated. The authentication period is typically 10–20 working days.

Task 3: Backup and Usage Tips

• Scan all documents and save PDFs plus cloud backup.

• Keep originals in a dry, fireproof place. Do not laminate them (lamination may damage security features).

• When applying for jobs or further education, employers may require official transcripts sent directly by the university. You can apply for the official electronic transcript sending service, which sends the transcript directly from the university to the specified email, avoiding doubts about authenticity.

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2025 PolyU Diploma Replacement Timeline (Text Version)

Below is an 8-week timeline suitable for working professionals or students using fragmented time.

This timeline is an ideal scenario. University holidays, supplementary materials, or postal delays may extend the process by 2–4 weeks. Start early—don’t wait until you urgently need the documents.

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FAQ and Risk Warnings

How long does PolyU diploma replacement take?

Officially 4–6 weeks, excluding mailing time. It may be slower during graduation season (May–July) or year-end holidays. Do not believe promises of “one-week delivery.”

Do failed courses on the transcript affect degree authentication?

As long as you eventually graduated, failed courses generally do not affect degree authentication. However, if the transcript shows incomplete courses or withdrawal, it cannot be authenticated as a complete degree. This is a reasonable limitation, not intentional obstruction by the university.

Can I get a degree certificate after withdrawal?

You can get a certifying letter or attendance certificate, but it is not equivalent to a diploma. Some employers may not accept it. Before applying, confirm which document the receiving party needs to avoid wasting money.

Avoid Overpromising

The procedures in this article are based on official public information. Specific processing times and requirements may change. I cannot guarantee that you will complete everything exactly according to this timeline, but following these steps will minimize delays. If your situation is complex (e.g., academic disputes, outstanding fees, academic misconduct records), consult the PolyU Academic Registry or a professional education advisor directly.

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Conclusion and Free Resources

Dealing with Hong Kong Polytechnic University diploma replacement, lost diploma, poor grades, failed courses, withdrawal, or incomplete study requires a clear approach: first confirm your status, then follow official procedures. Do not trust illegal “diploma duplication” channels. This way is safe and gives you legally valid documents.

If you want to learn more about long-tail topics such as PolyU lost diploma replacement process, do failed courses affect job hunting, or how to apply for a certifying letter after withdrawal, I have prepared a “PolyU Document Replacement FAQ Quick Reference” with official links, email templates, and a material checklist. Click the placeholder link below to get it free (internal link placeholder: /free-polyu-doc-checklist). I also recommend a course “English Official Email Writing Crash Course” to help you communicate more efficiently with the PolyU Academic Registry.

I hope this 2025 version guide helps you solve your problem smoothly and avoid unnecessary detours.