INFORMATION:
Civil registration is a continuous, permanent, and compulsory recording of vital events occurring in the life of an individual such as birth, marriage, and death, as well as court decrees, and legal instruments affecting his civil status in appropriate registers in the Philippines as mandated by Act No. 3753, the Civil Registry Law.
Report of birth presents many facts about an individual such as the person's name, date and place of birth, parents, religion, and citizenship, among others; The marriage certificate establishes a change in civil status and the legal spouse; and the death certificate records the passing away of an individual.
All reports of birth, marriage and death filed with the Embassy are forwarded to the Philippine Statistics Authority (PSA), formerly National Statistics Office (NSO), in the Philippines through the Department of Foreign Affairs.
These records are important in legal and personal transactions, applying for jobs, obtaining passports for travel, entrance to school, claiming insurance benefits, and others; and statistically, these records provide data on the number of births, deaths, marriages, fetal deaths, adoptions, and the like, which in turn are essential in development planning.
PSA / NSO copies of all submitted reports may be ordered online at psaserbilis.com.ph or in person at the PSA in the Philippines six (6) months after the filing of the Reports at the Embassy.
The Philippine Embassy in Ottawa processes the civil registration of vital events that occurred in Ontario (Ottawa-Gatineau and Eastern Ontario), New Brunswick, Newfoundland and Labrador, Nova Scotia, Nunavut, Prince Edward Island, Quebec, and the UK overseas territory of Bermuda only. For vital events that occurred in other Canadian Provinces, please check here which Philippine Consulate General has jurisdiction over the area.
REMINDERS:
All civil registration forms have to be type-written except for the signature. Please do not submit handwritten forms.
For documents that require photocopies, please prepare the photocopies before coming to the Embassy or before sending the documents. The Philippine Embassy does not provide photocopying services.
Please refer to each header (Report of Birth, Report of Marriage, Report of Death) for the fees associated with the documents.
For clients in Ottawa (or those who are able to pick up the document at a later date), please leave contact details to be used in coordinating the release of the document.
For clients who are unable to pick it up at a later date, please leave a prepaid self-addressed Xpresspost envelope with a signature sticker attached to it. The envelope will be used to mail the documents back to the client.
For Ontario and Quebec residents, please provide a Regional Xpresspost envelope; If a resident of other Canadian provinces/ territories please provide a National Xpresspost envelope; and For clients in Bermuda, the applicant may submit an envelope from an international courier of their choice with the airway bill number.
Always keep a personal copy of the reports filed.
REPORT OF BIRTH
The Report of Birth is a declaration of the birth of a child born outside the Philippines to parents at least one of whom is a citizen of the Philippines.
Under the 1986 Philippine Constitution, a child born of one or both parents who are citizens of the Philippines at the time of birth, REGARDLESS OF THE CHILD'S PLACE OF BIRTH, is a Filipino citizen.
As such, Filipino parent(s) must promptly register the birth of their child with the Embassy in order for such a birth to be registered with the Office of the Civil Registrar General of the Philippines.
Ideally, the birth must be reported within one (1) year after its occurrence to the Embassy or Consulate General that has jurisdiction over the place of birth.
When the parents failed to report the birth within one (1) year, the birth may still be recorded upon determination of the consular officer of satisfactory evidence of the authenticity of the report. In these cases, the person who executes the report shall furnish the Embassy or Consulate with an explanation surrounding the delay in reporting the birth (Affidavit of Delayed Registration of Birth), for which an additional fee of CAD 36.25 applies.
The Report of Birth must be accomplished by either of the child’s parents or guardian. The child need not be present unless the child is also applying for a new Philippine passport.
The Philippine Embassy in Ottawa accepts Reports of Birth of children born in the Canadian Provinces of Ontario (Ottawa-Gatineau and Eastern Ontario), Nova Scotia, Prince Edward Island, New Brunswick, Newfoundland and Labrador, Nunavut and Quebec; and Bermuda only.
WHO MAY FILE
- Parents, on behalf of a minor child born to Filipino parent/s;
- A person of majority age born to Filipino parent/s.
WHAT TO FILE
Important! All civil registration forms have to be type-written except for the signature. Please do not submit handwritten forms.
- Complete the FILLABLE form Report of Birth form in four (4) originals, TYPE-WRITTEN. The form must be notarized by a notary public in the area where the document is completed and signed, if submitted by mail;
- Completed Affidavit of Delayed Registration of Birth (if the child is one year old or more at the time of registration) in one (1) original and three (3) photocopies. The affidavit must be notarized by a notary public in the area where the document is completed and signed, if submitted by mail ;
- Original birth certificate showing the names of the parents of the child issued by the official vital records office/government registrar, plus four (4) photocopies;
- Four (4) Photocopies each of the passport of the child’s mother and father, if parents are married or the child will use the father’s surname;
- Four (4) Photocopies of the marriage certificate/contract of the child’s parents (if applicable).
- Four (4) Photocopies of Immigration status record of both parents (Canadian Citizenship Certificate/Card, PR Card, Work/Student Permit, or Visitor's Visa)
CONDITIONAL REQUIREMENTS
If the parents were not married at the time of child’s birth, and the mother had no prior subsisting marriage at the time of the child's birth, the child may adopt the surname of the biological father upon submission of the following:
- Affidavit of Admission of Paternity in four (4) originals executed by child’s father. The affidavit must be notarized by a notary public in the area where the document is completed and signed, if submitted by mail;
- Affidavit to Use the Surname of the Father in four (4) originals executed by the child’s mother. The affidavit must be notarized by a notary public in the area where the document is completed and signed, if submitted by mail;
- Certificate of Registration in four (4) originals to be accomplished by either parent.
PAYMENT OF FEES
The Embassy accepts cash or debit card if in person; or bank draft or postal money order (not personal cheque) in the exact amount payable to EMBASSY OF THE REPUBLIC OF THE PHILIPPINES, if by mail. The Embassy will not be able to return any excess amount in the bank draft or postal money order.
Report of Birth fee is CAD 36.25. An additional fee of CAD 36.25 each applies to Affidavits of Delayed Registration, Acknowledgement of Paternity, and Use of the Surname of the Father. Click here for the Schedule of Consular Fees.
WHERE/HOW TO SUBMIT YOUR DOCUMENTS
In-Person Submission
Civil registry documents may be submitted in person at the Embassy by appointment from Mondays through Fridays, except during Philippine and Canadian holidays. Please secure your appointment at https://appointment.ottawape.org/. The Embassy is located at 30 Murray St., Ottawa ON K1N 5M4. If the document will be picked up in person, please leave contact information to be used in coordinating the release of the document.
Submission by Mail
Civil registry documents may also be mailed to:
EMBASSY OF THE REPUBLIC OF THE PHILIPPINES
Attention: Consular Section - Civil Registry
30 Murray St., Ottawa ON K1N 5M4
A prepaid self-addressed courier envelope (preferably with tracking features) must be enclosed to ensure the safe return of the applicant's documents (e.g.FedEx/DHL/Canada Post Xpresspost with signature sticker, etc.)
For Ontario and Quebec residents, please provide a Regional Xpresspost envelope; If a resident of other Canadian provinces/territories please provide a National Xpresspost envelope; and For clients in Bermuda, the applicant may submit an envelope from an international courier of their choice with the airway bill number.
Please note requirements nos. 1 (notarized application form); 2 (notarized affidavit); and of a bank draft or postal money order in the exact payment payable to EMBASSY OF THE REPUBLIC OF THE PHILIPPINES in mailing your documents.
The Embassy is not liable for any delays or loss of documents in the mail, which is a service provided by third parties.
PROCESSING PERIOD
Processing period of civil registry documents is 2 to 3 business days from the day the applicant has completed the requirements.
REPORT OF MARRIAGE
Filipinos married outside the Philippines must register their marriage with the Philippine Embassy or Consulate General with jurisdiction over the place of marriage in order for such a marriage to be registered with the Office of the Civil Registrar General of the Philippines.
The Report of Marriage will then be issued and transmitted to the Consular Records Section of the Department of Foreign Affairs in Manila, which forwards them to the National Statistics Office/Philippine Statistics Authority (NSO/PSA) for registration and recording.
Ideally, the marriage must be reported within one (1) year after it takes place.
When the parties failed to report the marriage within one (1) year, the marriage may still be recorded but the person who executes the report shall furnish the Embassy or Consulate with an explanation surrounding the delay in reporting the marriage (Affidavit of Delayed Registration of Marriage), for which an additional fee of C$36.25 applies.
The Philippine Embassy in Ottawa processes the report of marriages between two Filipinos or a Filipino and a foreign national, that are solemnized in the Canadian Provinces of Ontario (Ottawa-Gatineau and Eastern Ontario), Nova Scotia, Prince Edward Island, New Brunswick, Newfoundland and Labrador, Nunavut and Quebec; and the UK overseas territory of Bermuda only.
WHO MAY FILE
- One or both contracting parties
WHAT TO FILE
Important! All civil registration forms have to be type-written except for the signature. Please do not submit handwritten forms.
- Complete the FILLABLE Report of Marriage form in four (4) originals, TYPE-WRITTEN ONLY. The form must be notarized by a notary public in the area where the document is completed and signed, if submitted by mail;
- Completed Affidavit of Delayed Registration of Marriage (if the registration is submitted one year or more from the date of marriage) in one original and three (3) photocopies. The affidavit must be notarized by a notary public in the area where the document is completed and signed, if submitted by mail;
- Original marriage certificate issued by the official vital records office/government registrar, plus four (4) photocopies;
- Original birth certificates issued by the Philippine Statistics Authority (for Filipinos/former Filipinos) or the official vital records office/government registrar (for non-Filipinos) of the contracting parties, plus four (4) photocopies each;
- Four (4) photocopies each of the bio-page of the passports of the contracting parties.
- Four (4) Photocopies of Immigration status record of contracting parties (Canadian Citizenship Certificate/Card, PR Card, Work/Student Permit, or Visitor's Visa)
CONDITIONAL REQUIREMENTS
If one or both of the contracting parties has/have been previously married, the following documents will also be required:
A. Where one or both of the contracting parties had a previous marriage annulled:
- If the contracting party who had a previous marriage annulled is the foreign spouse, original Court Order declaring the marriage annulled, plus four (4) photocopies.
- If the contracting party who had a previous marriage annulled is the Filipino spouse, original NSO/PSA Marriage Certificate with Annotation stating that the marriage has been declared null and void, plus four (4) photocopies.
B. Where one or both of the contracting parties is/are widowed:
- If the widowed contracting party is the foreign spouse, original death certificate of the deceased spouse, plus four (4) photocopies.
- If the widowed contracting party is the Filipino spouse, original NSO/PSA Death Certificate of deceased spouse, plus four (4) photocopies.
C. Where one or both of the contracting parties is divorced:
- If the divorced contracting party is the Filipino spouse, original Final Decree of Foreign Divorce and original Judicial Recognition of Foreign Divorce from the Philippines, plus four (4) photocopies.
- If the divorced contracting party is the foreign spouse, original Final Decree of Divorce, plus four (4) photocopies.
PAYMENT OF FEES
The Embassy accepts cash or debit card if in person; or bank draft or postal money order (not personal cheque) in the exact amount payable to EMBASSY OF THE REPUBLIC OF THE PHILIPPINES, if by mail. The Embassy will not be able to return any excess amount in the bank draft or postal money order.
Report of Marriage fee is CAD 36.25. An additional fee of CAD 36.25 applies to the Affidavit of Delayed Registration. Click here for the Schedule of Consular Fees.
WHERE/HOW TO SUBMIT YOUR DOCUMENTS
In-Person Submission
Civil registry documents may be submitted in person at the Embassy by appointment from Mondays thru Fridays, except during Philippine and Canadian holidays. Please secure your appointment at https://appointment.ottawape.org/. The Embassy is located at 30 Murray St., Ottawa ON K1N 5M4. If the document will be picked up in person, please leave contact information to be used in coordinating the release of the document.
Submission by Mail
Civil registry documents may also be mailed to:
EMBASSY OF THE REPUBLIC OF THE PHILIPPINES
Attention: Consular Section - Civil Registry
30 Murray St., Ottawa ON K1N 5M4
A prepaid self-addressed courier envelope (preferably with tracking features) must be enclosed to ensure the safe return of the applicant's documents (e.g.FedEx/DHL/Canada Post Xpresspost with signature sticker, etc.)
For Ontario and Quebec residents, please provide a Regional Xpresspost envelope; If a resident of other Canadian provinces/territories please provide a National Xpresspost envelope; and For clients in Bermuda, the applicant may submit an envelope from an international courier of their choice with the airway bill number.
Please note requirements nos. 1 (notarized application form); 2 (notarized affidavit); and of a bank draft or postal money order in the exact payment payable to EMBASSY OF THE REPUBLIC OF THE PHILIPPINES in mailing your documents.
The Embassy is not liable for any delays or loss of documents in the mail, which is a service provided by third parties.
PROCESSING PERIOD
Processing period of civil registry documents is 2 to 3 business days from the day the applicant has completed the requirements.
REPORT OF DEATH
The death of a Filipino citizen in Ontario (Ottawa-Gatineau and Eastern Ontario), Nova Scotia, Prince Edward Island, New Brunswick, Newfoundland and Labrador, Nunavut and Quebec; and the UK overseas territory of Bermuda should be reported to and registered with the Philippine Statistics Authority through the Philippine Embassy in Ottawa. If the deceased is no longer a Filipino at the time of death, there is no need to file a Report of Death.
WHO MAY FILE
- Next of Kin of the deceased
- Authorized Funeral Home
WHAT TO FILE:
Important! All civil registration forms have to be type-written except for the signature. Please do not submit handwritten forms.
- Duly-accomplished FILLABLE Report of Death form in four (4) originals, TYPE-WRITTEN ONLY. The form must be notarized by a notary public in the area where the document is completed and signed, if submitted by mail;
- One (1) Original and four (4) photocopies of the Certificate of Death issued by the Vital Statistics Office;
- One (1) original and four (4) photocopies of the identification page of the decedent’s Philippine passport;
- One (1) original and four (4) photocopies of the decedent’s Canadian immigration status document (PR card, work permit, visit visa, proof of dual citizenship).
PAYMENT OF FEES:
Report of Death fee is CAD 36.25 in cash or debit card payment only if to be paid in person or in a postal money order / bank draft of the exact amount payable to EMBASSY OF THE REPUBLIC OF THE PHILIPPINES if to be paid by mail.
If the human remains of the deceased will be shipped to the Philippines, please see below the requirements for the shipment of human remains.
WHERE/HOW TO SUBMIT YOUR DOCUMENTS
In-Person Submission
Civil registry documents may be submitted in person at the Embassy by appointment from Mondays through Fridays, except during Philippine and Canadian holidays. Please secure your appointment at https://appointment.ottawape.org/. The Embassy is located at 30 Murray St., Ottawa ON K1N 5M4. If the document will be picked up in person, please leave contact information to be used in coordinating the release of the document.
Submission by Mail
Civil registry documents may also be mailed to:
EMBASSY OF THE REPUBLIC OF THE PHILIPPINES
Attention: Consular Section - Civil Registry
30 Murray St., Ottawa ON K1N 5M4
A prepaid self-addressed courier envelope (preferably with tracking features) must be enclosed to ensure the safe return of the applicant's documents (e.g.FedEx/DHL/Canada Post Xpresspost with signature sticker, etc.)
For Ontario and Quebec residents, please provide a Regional Xpresspost envelope; If a resident of other Canadian provinces/territories please provide a National Xpresspost envelope; and For clients in Bermuda, the applicant may submit an envelope from an international courier of their choice with the airway bill number.
Please note the requirement of a bank draft or postal money order in the exact payment payable to EMBASSY OF THE REPUBLIC OF THE PHILIPPINES in mailing your documents.
The Embassy is not liable for any delays or loss of documents in the mail, which is a service provided by third parties.
PROCESSING PERIOD
Processing period of civil registry documents is 2 to 3 business days from the day the applicant has completed the requirements.