A marks card or mark sheet is one of the most important academic documents for every student. It contains details of the subjects studied, marks secured, and the academic performance in each semester or year. For higher education, employment, competitive examinations, or overseas credential evaluations, the marks card is often mandatory. However, situations like loss, theft, misplacement, damage due to accidents, or even natural wear and tear may lead to the need for a duplicate marks card.
Annamalai University provides students the facility to obtain a duplicate marks card if the original is lost or damaged. While the process may seem formal and detailed, it is straightforward if approached correctly with all the required documents and procedures. This blog explains in detail the importance of a duplicate marks card, eligibility, documents required, step-by-step procedure, fee structure, and useful tips to ensure a smooth process.
Importance of a Duplicate Marks Card
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Proof of Academic Records – Without a marks card, proving educational qualifications becomes difficult. A duplicate serves as a valid replacement.
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Mandatory for Admissions – Colleges and universities require mark sheets for admission to higher courses.
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Required for Employment – Employers, especially government organizations and multinational companies, ask for verified mark sheets.
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Credential Evaluation Abroad – Agencies like WES, CES, IQAS, and immigration authorities require complete and authentic academic records.
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Replacement of Lost or Damaged Originals – In case of theft, fire, water damage, or accidental misplacement, the duplicate becomes the official alternative.
Eligibility to Apply
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Students who have completed or are pursuing a course under Annamalai University can apply for a duplicate marks card.
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Applicants must provide valid proof that the original marks card has been lost, misplaced, or damaged.
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If the original was damaged, the remains of the marks card (if available) must be submitted with the application.
Documents Required
To apply for a duplicate marks card, students must prepare the following documents:
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Application Form – Properly filled with accurate details such as name, register number, course, and year of passing.
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FIR or Police Complaint Copy – Mandatory if the marks card was lost or stolen.
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Affidavit on Stamp Paper – A sworn statement declaring the loss of the marks card.
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Identity Proof – Government-issued ID such as Aadhaar, Passport, PAN Card, or Driving License.
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Copy of Previous Mark Sheet (if available) – For easier reference and record tracing.
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Fee Payment Proof – Demand draft, challan, or receipt of prescribed fees.
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Damaged Original (if applicable) – In case the card was physically damaged but still retrievable.
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Passport-size Photographs – Recent photos if required by the university.
Step-by-Step Procedure to Apply
Step 1: Obtain the Application Form
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The application form for a duplicate marks card is available at the Controller of Examinations (COE) office of Annamalai University.
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Students can collect it in person, request it by post, or apply through authorized representatives.
Step 2: Fill in the Details Correctly
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Provide full name, register number, course details, academic year, and examination session.
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Ensure there are no spelling mistakes. The details should exactly match university records.
Step 3: Attach Required Documents
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Attach the FIR copy or affidavit if the original card is lost.
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Include proof of identity, photographs, and a copy of the old marks card if available.
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Attach fee payment details.
Step 4: Payment of Prescribed Fee
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The university charges a fee for issuing duplicate marks cards.
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Payment is usually accepted through demand draft drawn in favor of the Finance Officer, Annamalai University, payable at the university branch.
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Additional charges may apply for urgent processing or overseas dispatch.
Step 5: Submission of Application
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Submit the completed application to the Controller of Examinations office.
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The application may be submitted in person, by post, or through an authorized representative with proper authorization letters.
Step 6: Verification by the University
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The university will verify the student’s details, course records, and documents submitted.
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After successful verification, the duplicate marks card will be processed.
Step 7: Collection or Delivery
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Students can collect the duplicate marks card directly from the Controller of Examinations office.
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Alternatively, the document can be dispatched to the student’s registered address via post or courier.
Timeline for Issuance
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Normally, the duplicate marks card is issued within 4 to 8 weeks after submission.
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The timeline may vary depending on the completeness of documents, verification speed, and university workload.
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Students applying for foreign admissions or credential evaluations should plan ahead and apply early to avoid last-minute issues.
Fee Structure
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The fee for duplicate marks cards differs for undergraduate, postgraduate, diploma, and professional courses.
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Additional costs may apply if the student requires urgent service or international shipping.
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Payment methods and updated fee details should be checked directly with the university before applying.
Common Mistakes to Avoid
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Incomplete Documentation – Missing FIR, affidavit, or ID proof may cause rejection.
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Incorrect Details – Errors in name, register number, or course details can lead to delays.
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Improper Fee Payment – Wrongly addressed demand drafts or insufficient payment will not be accepted.
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Delayed Application – Waiting until admission or job deadlines to apply can cause serious problems.
Useful Tips for Students
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Keep multiple photocopies and digital scans of the duplicate marks card once received.
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Store both original and duplicate documents safely to avoid repeated applications.
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Apply as soon as the original is lost or damaged to prevent unnecessary hurdles.
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If applying for international use, also check whether you need attestation, transcript services, or apostille authentication along with the duplicate marks card.
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Always retain copies of FIR, affidavit, and fee receipts for future reference.
Conclusion
Obtaining a Duplicate Marks Card from Annamalai University is a well-defined process designed to support students who have lost or damaged their original documents. By submitting the right set of documents, including the police report and affidavit, along with the required fees, students can secure an authentic replacement that holds equal value as the original. Since academic records play a crucial role in shaping career paths, higher education opportunities, and global mobility, students must handle the application with care and accuracy.
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