Gap Certificate: Documents Required, Uses & Process

A gap certificate can come in handy if you are considering rejoining university or applying for a scholarship after a hiatus from your studies. It provides your gap year's reason(s) and duration. So, if you are concerned about a gap year affecting your education, read on to learn about the gap certificate process, its details, and benefits. 

What is Gap Certificate

A gap certificate is a self-declared document explaining why students took a break from their regular education. This certificate can be obtained from your educational institution or a court and is issued on a non-judicial stamp paper. Universities abroad may ask students to submit gap certificates and their degrees during the application process. It also acts as a legal document stating that you were not involved in any criminal activities during the gap period. 

Gap Certificate Details

The gap certificate process usually entails submitting several details. You must keep the following information handy when you visit the court:

1. Proof of name and current home address.
2. Your reason for the gap certificate.
3. Name of your last attended institution.
4. Recent academic qualification.
5. The timeline of your gap (beginning and ending date).
6. Name and address of the institution you are applying to.
7. Your age as per your birth certificate or passport.
8. The application date.

Reasons to Take Gap Certificate 

Students usually apply for a  gap certificate for different reasons. Some of these include: 

• Personal or health-related reasons
• Family issues
• For work or business
• To prepare for a competitive exam
• For overseas application
• Pandemic

Also Read: COVID-19 pandemic opportunities and challenges Essay Samples

Documents Required to Apply

When visiting the court to obtain your gap certificate, you must carry the originals or photocopies of several documents. These include: 

1. Address proof as per government-issued documents, like PAN, Aadhaar, voter ID, driver's license, or passport.
2. Your citizenship proof.
3. Identity proof as per government-issued documents.
4. Marksheets of your last attained examination.
5. The transfer certificate from your institution.
6. Documents supporting the reasons behind your gap.

You will need to follow the given formal gap certificate procedure when in court:

• Submit documents to your advocate.
• Fill out an application form (with or without a lawyer's help).
• Purchase a stamp and write relevant details.
• Submit the stamped document to an oath commissioner.
• You and the oath commissioner will then sign the affidavit to obtain the gap certificate.

If you want to get the certificate from your institution, write an application to the institution head requesting the same. 

Uses of Gap Affidavit

A gap certificate can be a valuable addition to your resume/ profile as it also acts as proof of your ongoing commitment to personal development. Some of the other uses of a gap certificate are:

• Smooth transition between educational institutions despite the gap.
• Being an aid to your further studies.
• Eliminates the complications related to your academic problems.
• Helps in your job search.
• Provides clarification behind your educational gap.

Gap Certificate Format

Having an understanding of the certificate’s format will help you in the process of obtaining the gap certificate.

A gap certificate has the following information:

• Name
• Guardian’s name (father/mother)
• Complete residential address (village/town, Mouza, PO, PS, District, State)
• Higher Secondary or 12th Standard pass-out date
• The date of issuing the certificate
• Signature
• The official seal from where you are obtaining it

Gap Certificate Sample

If you want to obtain a gap certificate from your institution, you will need to write an application to the head. You can follow the below sample to prepare the letter.

To,

The [HEAD OF THE INSTITUTION] 

[NAME OF THE COLLEGE]

[CITY, STATE]

Subject: Gap Certificate Issuance

Respected Sir/Madam,

I was a student at this [SCHOOL/COLLEGE] from [BEGINNING AND END YEAR] doing [DEGREE DETAILS] in [SUBJECT]. My roll number was [ROLL NUMBER]. I took a gap of [DURATION OF THE GAP] after successfully completing my [DEGREE] to [REASON FOR THE GAP]. Now, I have decided to resume my education. I would like to take an admission to a [COURSE DETAILS WITH SUBJECT].

I would be highly obliged if you could issue a gap certificate so I can continue my further studies.

I am enclosing the required documents herewith for your kind perusal:

• [MARKSHEET OF YOUR LAST OBTAINED COURSE]
• [PROOF OF THE GAP]
• [BIRTH CERTIFICATE]

Your kind cooperation will greatly help me in my future endeavors.

Thanking You

Yours Faithfully,

[NAME, ROLL NUMBER & BATCH]

You can also create your gap certificate. You can take the help of the following sample.

I, [YOUR NAME] [D/o or S/o] [YOUR FATHER’S OR MOTHER’S NAME], currently residing at [YOUR PRESENT COMPLETE RESIDENTIAL ADDRESS WITH PINCODE], do solemnly declare and affirm that:

• I presently live at the address above
• I have completed [COURSE DETAILS WITH PASSING YEAR, INSTITUTION NAME, AND AGGREGATE MARKS]
• I further state that I could not attend any [COLLEGE/UNIVERSITY] after completing my [DEGREE] because [REASON BEHIND THE GAP]
• I took a gap of [DURATION, MENTIONING THE BEGINNING AND ENDING YEAR]
• I was neither engaged in any criminal activities nor punished by the court of law, and no case is pending against me in any criminal court.

Declared on [DATE]

[APPLICANT’S SIGNATURE]

Verification:

[VERIFICATION DETAILS CONFIRMING THAT NO INFORMATION OR DOCUMENT IS FALSE]

[VERIFICATION DATE]

Signature

Solemn affirmation and signature in my presence on [DATE] after reading the contents of this affidavit.

Signature of Oath Commissioner

Some institutions may have their own gap certificate format. So, please check their official site. If they already have a structure, follow that.

Taking a break year shouldn’t stop you from pursuing your dreams. With a gap certificate, you can again kickstart your academic pursuits and obtain quality education abroad.