How To Replace Lost KCSE Certificate: Step-by-Step Guide

    Disclaimer: This blog is an independent informational resource. It is not affiliated with any government agency, including Kenya Revenue Authority (KRA).
  

Losing your KCSE certificate can be stressful, especially when it’s a critical document for your job applications, academic progression, or official registrations. Fortunately, the Kenya National Examinations Council (KNEC) has simplified the process of applying for a certification letter to replace your lost KCSE certificate.

This article provides a comprehensive and updated step-by-step guide on how to replace a lost KCSE certificate in Kenya using the KNEC Query Management Information System (QMIS).

What is KNEC Certification Letter?

A KNEC certification letter is an official document issued by the Kenya National Examinations Council (KNEC) to confirm the examination results of a candidate who has lost or damaged their original certificate. Since KNEC does not reprint certificates, this letter acts as a valid replacement, verifying that the individual sat for a particular national examination such as KCSE or KCPE, and listing their accurate results. It is recognized by academic institutions, employers, and government agencies both locally and internationally.

The certification letter serves the same purpose as the lost certificate. It includes key details such as the candidate’s name, index number, the year they sat the examination, the name of the school, and the specific grades or marks attained. This ensures that the document can be used in place of the original for job applications, further studies, or visa processing. Importantly, it carries the official KNEC stamp and signature, making it legally acceptable wherever an original certificate would be required.

Applicants must go through a formal application process to receive this letter, including providing personal identification, proof of loss (such as a police abstract), and verification documents from the Registrar of Persons. The certification letter is issued after careful review and confirmation by KNEC, which ensures the integrity and authenticity of the replacement document. Though it does not look exactly like the original certificate, it holds the same value in confirming academic credentials.

Why You Need a Replacement for a Lost KCSE Certificate

The KCSE certificate is one of the most important academic documents for anyone who completed secondary education in Kenya. It’s required when applying to universities, seeking employment, or even migrating abroad. Without it, you may face delays or disqualification in many application processes.

What You Get Instead: A KNEC Certification Letter

KNEC does not reissue lost KCSE certificates. Instead, you will receive a certification letter, which serves as an official confirmation of your exam results and is accepted in place of the original certificate.

Step-by-Step Process on How to Replace a Lost KCSE Certificate

To make the process more accessible and efficient, KNEC has automated the application via the QMIS portal. Follow these steps carefully:

Step 1: Register on the QMIS Portal

Visit https://qmis.knec.ac.ke and create an account. Make sure to use a valid email address because the login credentials will be sent there.

Step 2: Log In Using Your Credentials

Once you receive the login details via email, log into your account on the QMIS portal.

Step 3: Select the ‘Lost Certificate’ Option

After logging in, navigate to the menu and click on the Lost Certificate service. This will initiate the application for a certification letter to replace your lost KCSE certificate.

Step 4: Provide Your Examination Details

You’ll be required to fill in the following:

Index number
Type of examination (e.g., KCSE)
Year you sat the exam

After inputting the above details, click FIND to retrieve your results.

Step 5: Upload Mandatory Documents

You must scan and upload the following documents:
Copy of the lost certificate or result slip
Both sides of your National ID card
Passport-size photograph
Police abstract confirming the loss of the certificate
Confirmation documents from the Registrar of Persons, consisting of three pages:
A confirmation letter
Your fingerprint page
The back page with your personal information

Please note: You can obtain these confirmation documents at the NSSF Building, 7th Floor, Upper Hill, Nairobi or from any sub-county registrar of persons’ offices if you’re outside Nairobi.

Step 6: Submit Your Application

Once all the required documents are uploaded, click Submit.

Step 7: Wait for Verification

KNEC will verify the submitted documents. This may take a few days, so keep checking your email for updates.

Step 8: Make the Payment

After verification, you’ll receive an email (not SMS) prompting you to log in and pay for the service.

Step 9: Pay the Processing Fee

Pay the processing fee of Ksh 5,220. You can pay using mobile money or other available payment options provided on the QMIS portal.

Step 10: Track Your Application

Keep checking the status of your application via the QMIS portal. Once your certification letter is ready, you will receive an email notification to collect it from KNEC offices.

Important Contacts
If you need any assistance during the application process, you can contact KNEC using the following helpline numbers:

0720741004
0732333566

Replacing a lost KCSE certificate has never been easier, thanks to the KNEC QMIS portal. By following the above steps and ensuring that all required documents are correctly uploaded, you can obtain your certification letter with minimal hassle.

Whether you’re applying for a job, enrolling in college, or emigrating, this letter serves as your official proof of academic achievement. Don’t let a lost certificate derail your progress – start your application today at https://qmis.knec.ac.ke.