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CONSULAR RECORDS DIVISION FREQUENTLY ASKED QUESTIONS
Registration of the Report of Birth/Report of Marriage/Report of Death
Q: How can I have a record of birth/marriage/death that happened abroad be made available in the database of Philippine Statistics Authority (PSA)?
A: Report of Birth/Marriage/Death must be registered in the Foreign Service Post (Embassy or Consulate) that has jurisdiction over the place where the vital event occurred.
Q: What are the requirements for the registration of the Report of Birth/Marriage/Death?
A: For details, kindly visit the DFA OCA homepage at https://consular.dfa.gov.ph/consular-records-corner.
Q: Where can I file the requirements for the registration of the Report of Birth/Marriage/Death?
A: If you are in the Philippines, you may submit the requirements at DFA-Office of Consular Affairs, Consular Records Division or at any DFA-Regional Consular Office nationwide.
If you are abroad, you may submit the requirements to the nearest Foreign Service Post.
Q: How much do I pay if I will file in DFA-Office of Consular Affairs or DFA-Regional Offices?
A: The Consular fee is USD 25.00 or its local currency equivalent.
Q: What is a notarized Affidavit of Two Disinterested Persons which is one of the requirements for the registration of the Report of Birth/Marriage?
A: It is an affidavit issued by a legitimate notary public stating that the two persons indicated, not related to the subject, can attest to the truthfulness and details of the vital event that happened abroad.
Registered Report of Birth/Report of Marriage/Report of Death
Q: What is a dispatch number, reference number and transmittal date that PSA is requiring when requesting for a record?
A: These details are the essential information that serves as PSA’s record locator to track the record of your Foreign Service civil registry report.
Q: How do I get the dispatch number, reference number and transmittal date for the registered Report of Birth/Marriage?
A: Contact DFA-Office of Consular Affairs, Consular Records Division through the following:
Direct Line: 836-7744; 836-7743
Or through any DFA RCOs (who will direct inquiry to OCA CRD)
Q: How do I get the dispatch number, reference number and transmittal date for the registered Report of Death?
A: As per DFA-Office of Consular Affairs, Consular Record Division’s policy, you need to claim the transmittal details personally in Consular Records Division Window and show the proof of relationship to the deceased.
Q: What are the details needed to provide to get the dispatch number, reference number and transmittal date from the DFA-Office of Consular Affairs, Consular Records Division?
A: The following information are needed to locate the record:
- Date of registration of the Report of Birth/Marriage/Death
- Foreign Service Post it was registered
- Name of the child/spouses/deceased
Q: I applied for the Report of Birth/Marriage/Death and provided the dispatch number, reference number and transmittal date. However, PSA issued a Negative Certificate instead of the copy I requested. What will I do?
A: For negative results despite the provided transmittal details, please visit PSA-Coordinating Section at Vibal Bldg., EDSA corner Times St., West Triangle, Quezon City.
Error or Missing Entry in the registered or Report of Birth/Marriage/Death
Q: Where can I file for a petition (RA 9048 or RA 10172) to correct a clerical error in the PSA-issued Report of Birth/Marriage/Date?
A: The petition shall be filed with the Foreign Service Posts where the record containing the clerical error to be corrected is kept.
If the petitioner is in the Philippines or outside the Philippines, other than the country of occurrence of civil registry event, the petition may file in the nearest Local Civil Registry Office or Foreign Service Post. The petition will be treated as migrant petition.
Q: Where can I file for a Supplemental Report to supply the information in the PSA-issued Report of Birth/Marriage/Death?
A: For births/marriage/death occurring abroad, supplemental report must be filed with the respective Foreign Service Post where the birth/marriage/death was reported.
Q: What do I need to provide to check the status of the Renunciation filed in MECO?
A: Dispatch number is needed to locate the status of the renunciation.
Q: Can I get the transmittal details over the phone or through email?
A: As per DFA-Office of Consular Affairs, Consular Record Division’s policy, you need to claim the transmittal details personally in Consular Records Division Window and present a Special Power of Attorney, your valid ID and other documents relative to the renunciation.
Q: I need a certification of non-issuance of Philippine passport in applying for a Chinese passport. I was born in the year 1993. What requirements do I need to submit?
A: Formal letter of request should be sent at DFA OCA CRD.
Q: My boss needs a certification for certified true copy of her passport. I already know the requirements. Can she just send a representative over?
A: One of the requirements for passport certification is personal appearance of the applicant itself. If applicant cannot appear in person upon application, due consideration can be given provided there is a written explanation why applicant cannot apply in person, but release of certification is only to the applicant himself / herself.