How to Apply for a Certification Letter for a Lost Certificate in Kenya

Losing an academic certificate can be stressful—especially when it’s needed for employment, further education, migration, or professional registration. Fortunately, the Kenya National Examinations Council (KNEC) provides an official process for applying for a Certification Letter to confirm examination details when a certificate is lost.

How to Apply for a Certification Letter for a Lost Certificate in Kenya (KNEC Step-by-Step Guide)

This comprehensive guide explains how to apply for a certification letter for a lost certificate in Kenya, using the official QMIS (Queries Management Information System), including requirements, fees, verification, and timelines.

What Is a KNEC Certification Letter?

A Certification Letter is an official document issued by KNEC confirming that a candidate sat and completed a specific examination. It is issued when the original certificate is lost and is widely accepted for verification purposes.

⚠️ Important:
A certification letter does not replace the original certificate, but it serves as an official confirmation from KNEC.

Who Can Apply for a Certification Letter?

You can apply if:

• You sat a KNEC examination (KCPE, KCSE, KPSEA, KILEA, or other KNEC exams)
• Your certificate is lost
• You have the correct candidate details and identification

Official Platform for Application: QMIS

All certification letter applications for lost certificates are submitted through the official KNEC portal:

👉 https://qmis.knec.ac.ke

QMIS allows candidates to submit queries and applications online, eliminating the need for physical visits unless collecting approved documents.

Step-by-Step Guide: How to Apply for a Certification Letter (Lost Certificate)

Step 1: Register an Account on QMIS

Visit https://qmis.knec.ac.ke and create an account using a valid email address.

Your login credentials will be sent to your email.

Step 2: Log In to the System

Use the credentials sent to your email to log in to your QMIS account.

Step 3: Select “Lost Certificate”

From the main menu, choose the Lost Certificate option. This directs you to the certification letter application process.

Step 4: Enter Examination Details

Provide accurate details including:

• Index number
• Type of examination (KCPE, KCSE, KPSEA, etc.)
• Year of examination

Click FIND to retrieve your examination record.

⚠️ Ensure all details match KNEC records exactly to avoid delays.

Step 5: Attach Mandatory Documents

You must upload all required documents for the application to proceed.

Mandatory Documents List:

1. Copy of the lost certificate or result slip (if available)
2. National ID (both sides)
   – For minors, a Birth Certificate may be used
3. Passport-size photograph
4. Police abstract
   – Confirms the certificate was officially reported lost
5. Confirmation from the Registrar of Persons
   This must include three (3) pages:
   • Confirmation letter
   • Fingerprint page
   • Back page with personal details

📍 This confirmation can be obtained from:

• NSSF Building, 7th Floor, Upperhill, Nairobi
• Or Sub-County Registrar of Persons offices for applicants outside Nairobi

Step 6: Submit the Application

Once all documents are uploaded correctly, submit your application through the system.

Step 7: Wait for Verification

KNEC will verify:

• Candidate identity
• Examination records
• Uploaded documents

This step is critical and may take time depending on accuracy and volume of applications.

Step 8: Receive Payment Notification

After successful verification, you will receive an email notification prompting you to log in and make payment.

Step 9: Pay the Required Fee

Pay KES 5,220 through the provided payment method on the system.

💡 Always keep proof of payment.

Step 10: Track Application Status

Log in regularly to QMIS to check the status of your application.

Once approved, you will receive an email notification informing you when and how to collect your certification letter from KNEC offices.

How Long Does Processing Take?

• Processing time varies based on verification
• Delays may occur if documents are missing or incorrect
• Accurate submissions are processed faster

Important Notes from KNEC

• QMIS allows candidates to submit queries fully online
• Physical visits to KNEC offices are not required unless collecting finalized documents
• Ensure your email is active for notifications

KNEC Helpline Contacts

📞 0720 741 004
📞 0732 333 566

Use these contacts for clarification or assistance during the application process.

Common Mistakes to Avoid

❌ Incorrect index number or exam year
❌ Missing Registrar of Persons confirmation pages
❌ Unclear scanned documents
❌ Failure to upload police abstract
❌ Ignoring email notifications

Avoiding these mistakes can significantly speed up processing.

Conclusion

Applying for a certification letter for a lost certificate in Kenya is a structured and transparent process when done through the official QMIS portal. By following the steps carefully and submitting all required documents, candidates can obtain official confirmation of their examination records without unnecessary delays.