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Losing your Kenya Certificate of Primary Education (KCPE) or Kenya Certificate of Secondary Education (KCSE) certificate can feel like a major setback. These documents are essential for advancing your education or securing job opportunities in Kenya. Thankfully, the Kenya National Examinations Council (KNEC) has a clear process to help you replace them. Whether you prefer an online application or a more traditional approach, here’s everything you need to know to get a replacement as of April 2025.
Understanding the Replacement Process
KNEC offers two ways to apply for a replacement: online through their Query Management Information System (QMIS) portal or manually by submitting physical forms. Both methods come with a fee of Ksh 5,220, and the end result isn’t a duplicate certificate but a results confirmation letter. This shift in policy ensures authenticity while still meeting your needs for official documentation.
Option 1: Applying Online
The online route is straightforward and convenient, especially if you’re comfortable with digital platforms. Start by visiting the QMIS portal at qmis.knec.ac.ke. You’ll need to create an account if you don’t already have one, then log in. Once inside, look for the “Lost Certificate” option. Here, you’ll enter details like your index number, the type of exam (KCPE or KCSE), and the year you sat for it.
Next, upload the required documents (more on those later) and submit your application. After that, you’ll receive a unique Paybill number via SMS to pay the Ksh 5,220 fee through Mpesa. The portal also lets you track your application’s progress, and you’ll get a notification when it’s ready for collection.
Option 2: Applying Manually
If online isn’t your preference, you can go the manual route. Download the application form from KNEC’s website at knec.ac.ke under the “Downloads” section, or pick one up from their Archives and Records Offices in Nairobi. Fill it out carefully, attach the necessary documents, and pay the Ksh 5,220 fee at a designated bank—options include Co-operative Bank, National Bank of Kenya, Equity Bank, or Kenya Commercial Bank. Make sure to use a KNEC deposit slip, available at these banks, and keep your bank slip as proof of payment.
Once everything’s ready, send your application to:
Council Secretary/CEO, KNEC, P.O Box 73598-00200, City Square, Nairobi.
Documents You’ll Need
Whether you apply online or manually, KNEC requires specific documents to process your request. Here’s what to gather:
- Copy of the Certificate or Result Slip: If you have a photocopy of the lost certificate, include it. For KCPE, online applications only accept result slips from 2013 onward.
- Police Abstract: Get this from your local police station to prove the certificate was lost.
- Legal Affidavit: A sworn statement confirming the loss, signed by a commissioner of oaths.
- ID or Passport: A copy of your national ID or passport. For minors, include the parent or guardian’s original birth certificate and ID.
- Recommendation Letter: This should come from your former head teacher or a Subcounty/County Director of Education. If your school closed, the education office can help.
- Passport-Size Photo: A recent color photo for identification.
- Proof of Name Change (if applicable): An original marriage certificate or gazette notice if your name has legally changed.
- Registrar Confirmation: A document from the Registrar of Persons (available at the NSSF building in Nairobi) to verify your identity.
Having these ready upfront will save you time and prevent delays.
Fees and Payment Details
The cost is Ksh 5,220, which includes a 16% VAT. Online applicants pay via Mpesa after submission, while manual applicants need to deposit the amount at one of the listed banks. Note that KNEC doesn’t accept cash, cheques, or money orders directly—stick to the official payment channels. For manual applications, ensure your bank slip is less than a year old when you submit it.
How Long It Takes and Where to Collect
Processing usually takes about 15 working days once KNEC receives your complete application and payment. If you don’t hear back, give it up to 60 days before following up. When your confirmation letter is ready, you’ll need to pick it up in person at KNEC’s offices at New Mitihani House, Popo Road, South C, Nairobi. Bring your ID or passport for verification.
One catch: you have two years to collect it. After that, KNEC disposes of unclaimed documents, so don’t delay once you’re notified.
Tips and Things to Know
The switch to a results confirmation letter instead of a duplicate certificate might surprise some applicants, but it’s just as valid for official purposes. If you’re applying online, the SMS notifications for payment and collection are handy—keep your phone close. For manual applications, double-check that your bank slip matches the current fee and is properly attached.
If you run into issues, KNEC’s contact options include their main office line (020 3317412), mobile numbers (0720741001 or 0732333860), or emails like
Final Thoughts
Replacing a lost KCPE or KCSE certificate doesn’t have to be a headache. With the online QMIS portal, the process is faster and more transparent, but the manual option ensures no one’s left out. Gather your documents, pay the fee, and follow through on collection—you’ll have your replacement in hand before you know it. For the latest updates, keep an eye on KNEC’s official website at knec.ac.ke.
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