MENU

Important Update on CIVIL REGISTRATION of documents during the COVID-19 pandemic.

 

What is Civil Registration?

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 as mandated by Act No. 3753, the Civil Registry Law.

All reports of birth, marriage and death filed with the Embassy are forwarded to the National Statistics Office (NSO) in the Philippines through the Department of Foreign Affairs.

NSO-certified copies of all submitted reports may be retrieved in the Philippines three months after the filing of the Reports at the Embassy. It is important to always keep a personal copy of all Reports filed.

What are the uses of civil registry documents?

Legally, civil registry documents establish the occurrence of birth, death, or marriage and therefore provide prima facie evidence of facts surrounding these events.

Birth records present 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, while the death certificate records the passing away of an individual.

These records are important in legal and personal transactions, applying for jobs, obtaining passports for travel, entrance to school, claiming insurance benefits, and others.

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.

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 Philippine Constitution, a child born of one or both parents who are citizens of the Philippines, 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. The parent(s) may also opt to apply for a Philippine passport for the child at the time of filing of the Report of Birth.

Ideally, the birth must be reported within one year after its occurrence to the Embassy that has jurisdiction over the place of birth. When the parents neglect to report the birth within one 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 applies.

The Philippine Embassy in Ottawa accepts Reports of Birth of children born in Canada or Bermuda only.

Applicants submitting Civil Registration documents by mail should include a self-addressed return courier envelope (e.g. Canada Post Xpresspost, DHL, FedEx, etc.)

 

Requirements – Report of Birth:

The Report of Birth must be accomplished by either of the child’s parents or guardian.  The child need not be present unless a new Philippine passport is applied for.

  1. Completed Report of Birth form in four (4) originals;
  2. Completed Affidavit of Delayed Registration of Birth (if the child is one year old or more at the time of registration) in one original and three (3) photocopies;
  3. Original birth certificate of child issued by the official vital records office/government registrar, plus four (4) photocopies;
  4. Four 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);
  5. Four Photocopies of the marriage certificate/contract of the child’s parents (if applicable).

 

For unmarried parents, if a child uses the surname of the father:

  1. Affidavit of Admission of Paternity (4 originals) executed by child’s father;
  2. Affidavit to Use the Surname of the Father (4 originals) executed by the child’s mother;
  3. Certificate of Registration (4 originals) to be accomplished by either parent.
  1. Report of Birth fee: C$ 36.25. Additional fees apply for Affidavits of Delayed Registration, Acknowledgement of Paternity, and Use of the Surname of the Father (C$ 36.25 each).

NOTE: Consular fees should be paid in cash if the applicant comes personally, or in postal money order payable to PHILIPPINE EMBASSY if the applicant applies by mail.

 

Applicants submitting Civil Registration documents by mail should include a self-addressed return courier envelope (e.g. Canada Post Xpresspost, DHL, FedEx, etc.)

 

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 year after it takes place. When the parties neglect to report the marriage within one 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 applies.

The Philippine Embassy in Ottawa accepts Reports of Marriage of marriages of Filipinos – either to another Filipino or to a foreign national – for marriages solemnized in Canada or Bermuda only.

 

Applicants submitting Civil Registration documents by mail should include a self-addressed return courier envelope (e.g. Canada Post Xpresspost, DHL, FedEx, etc.)

 

Requirements – Report of Marriage:

  1. Completed Report of Marriage form in four (4) originals;
  2. 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;
  3. Original marriage certificate issued by the official vital records office/government registrar, plus four (4) photocopies;
  4.  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;

  5. Four (4) photocopies each of bio-page of the passports of the contracting parties;

  6. Payment of Report of Marriage fee: C$ 36.25.  Additional fee will apply for the Affidavit of Delayed Registration (C$ 36.25).

 

NOTE: Consular fees should be paid in cash if the applicant comes personally, or in postal money order payable to PHILIPPINE EMBASSY if the applicant applies by mail.

If one or both of the contracting parties has/have been previously married, the following requirements will also be needed:

Where one or both of the contracting parties had a previous marriage annulled:

  • Original Court Order declaring the marriage annulled, plus four (4) photocopies.
  • Original NSO/PSA Marriage Certificate with Annotation stating that the marriage has been declared null and void, plus four (4) photocopies.

Where one or both of the contracting parties is/are widowed:

  • Original NSO/PSA Death Certificate of deceased spouse, plus four (4) photocopies.

Where the non-Filipino contracting party is divorced:

  • Final Decree of Divorce, plus four (4) photocopies.
  • Filipino nationals divorced abroad must present Original Judicial Recognition of Divorce from the Philippines, plus four (4) photocopies.

Report of Death

For recording of deaths of Filipino nationals who died abroad, the following must be submitted when filing for a report of death:

  1. Duly-accomplished Report of Death form in four originals;
  2. Four photocopies of the Certificate of Death issued by the Vital Statistics Office;
  3. Four photocopies of the identification page of the decedent’s Philippine passport;
  4. Four photocopies of the decedent’s Canadian immigration status document (PR card, work permit, visit visa, proof of dual citizenship);
  5. Payment of processing fee of CAD 36.25. (paid in cash if the applicant comes personally, or in postal money order payable to PHILIPPINE EMBASSY if the applicant applies by mail)

Consular Mortuary Certificate is required for the shipment of human remains or cremated remains (in urns) to the Philippines. If the decedent (person who died) was a citizen of the Philippines at the time of death, a Report of Death should also be filed.

The following documents for the Shipment of Human Remains should be submitted, in one original and 2 photocopies:

1. Death Certificate issued by the Vital Statistics Office;
2. Embalmer’s Certificate stating that the body was duly embalmed and is in sanitary condition for shipment abroad;
3. Mortuary Certificate stating that the casket contains only the body of the deceased;
4. Certification from the attending physician stating the cause of death;
5. Burial or transit permit issued by the local provincial office;
6. Photocopy of the identification page of the decedent’s passport;
7. Flight itinerary of the remains, including the name, address and telephone number of the receiving funeral home or consignee in the Philippines, and name, address and phone number of the next of kin in Canada and in the Philippines; and
8. If the decedent was a Filipino citizen, duly accomplished Report of Death (ROD, entails separate set of requirements and fee)
9. Payment of processing fee of CAD 36.25. (paid in cash if the applicant comes personally, or in postal money order payable to PHILIPPINE EMBASSY if the applicant applies by mail)

Note that bodies of persons who died as a consequence of any communicable disease should be properly embalmed and placed in a hermetically sealed metallic casket, which should be enclosed in a wooden coffin or case and securely screwed or nailed and carefully disinfected.

The following documents for the Shipment of Cremated Human Remains should be submitted, in one original and 2 photocopies:

1. Death Certificate by the Vital Statistics Office;
2. Medical Certification of Death issued by an attending physician;
3. Cremation Certificate;
4. Certification from the crematorium stating that the urn contains only the ashes of the deceased;
5. Photocopy of the identification page of the decedent’s passport;
6. Name and flight itinerary of the person accompanying the cremated remains to the Philippines; and
7. If the decedent was a Filipino citizen, duly accomplished Report of Death (ROD, entails separate set of requirements and fee)
8. Payment of processing fee of CAD 36.25 (paid in cash if the applicant comes personally, or in postal money order payable to PHILIPPINE EMBASSY if the applicant applies by mail)

NOTE: Consular fees should be paid in cash if the applicant comes personally, or in postal money order payable to PHILIPPINE EMBASSY if the applicant applies by mail.

 

Applicants submitting Civil Registration documents by mail should include a self-addressed return courier envelope (e.g. Canada Post Xpresspost, DHL, FedEx, etc.)