Accepted Identification Documents for Executing a Special Power of Attorney (SPA) in the Philippines
(Everything you need to know, updated to July 2025)
Quick take-away: Philippine notaries (and Philippine Embassies/Consulates abroad) will honor an SPA only if the principal’s identity is proved by competent evidence of identity under the 2004 Rules on Notarial Practice (RNP, as amended in 2020). In practice that means presenting at least one current, government-issued photo-and-signature ID, or (failing that) two credible witnesses who each present their own valid IDs. Anything else—expired ID, photocopy, or “digital-only” screenshot—will be refused.
1. Why IDs matter
An SPA is a public document: it is either notarized in the Philippines or acknowledged/consularized abroad. The Civil Code (Arts. 1318, 1878–1883) treats a duly notarized instrument as self-authenticating; the notary’s sole job is to be sure the signer is really the person named. That certainty comes from competent evidence of identity (CEI).
2. The legal yardstick: Rule II, § 12 of the 2004 RNP
| Mode of proving identity | Key requirements |
|---|---|
| (a) “Single-ID” route | One current official ID issued by an agency of the Philippine government (or a foreign government for foreign nationals) bearing both signature and photograph of the signatory. |
| (b) “Two-credible-witness” route | If the principal lacks an acceptable ID, two disinterested witnesses who personally know the principal and each present their own valid IDs may attest. Their names/IDs go into the notarial register. |
COVID-era note: The Supreme Court’s A.M. No. 20-07-04-SC (Interim Remote Notarization Rules, 2020-2023) preserved exactly the same CEI standard, even over videoconference.
3. Core list of commonly accepted IDs (Philippine notaries)
These meet all elements of CEI and are, in practice, the “safe” IDs to bring:
Philippine Passport (regular or official; including e-passport)
Driver’s License (LTO plastic card or official DL code in the LTMS Portal with QR print-out/eDL; not expired)
Unified Multi-Purpose ID (UMID) – SSS, GSIS, PhilHealth, Pag-IBIG
PRC Professional Identification Card
PhilSys-issued IDs
- Printed ePhilID (with QR) or physical PhilID card
Postal ID (improved 2016 series onward)
COMELEC Voter’s ID or Voter’s Certification with biometrics print-out
Seafarer’s Identification & Record Book (SIRB / “Seaman’s Book”)
Senior Citizen ID (RA 9994)
PWD ID (RA 10754)
OWWA/OFW e-Card
Integrated Bar of the Philippines (IBP) ID
Government Office or GOCC Employee ID with signature & photo
If your ID is brand-new and digital-only (e.g., a QR on your phone), print the official PDF with QR code and bring that hardcopy; most notaries still insist on “something to scan and attach.”
4. Conditionally accepted or frequently rejected IDs
| ID | Why not always accepted |
|---|---|
| Company IDs from private firms | Acceptable only if the notary is willing and the card bears photo & signature; many refuse. |
| Barangay Certificate / Barangay ID | Lacks signature/photo standard; treated as supporting doc only. |
| School ID | Technically allowed for minors signing an SPA (e.g., to accept scholarships), but adults should provide a government ID instead. |
| e-wallet / app screenshots (GCash, PayMaya IDs) | Purely digital, easily manipulated; not competent evidence. |
| Expired versions of otherwise good IDs | RNP requires current ID—bring a renewal slip alone and most notaries will still refuse. |
5. What if the principal is overseas? — Consular acknowledgment & Apostille
Philippine Embassy/Consulate:
- Almost universally require a valid Philippine passport.
- Some Posts accept any of the “core list” IDs above plus proof of legal stay (visa, residence card) in the host country.
Notarization before a foreign notary + Apostille:
- Follow the host country’s ID rules first (often passport, local resident ID, or driver’s license).
- The Philippine receiving agency will accept the apostilled SPA without re-checking your ID—but if authenticity is later challenged in court, the foreign notary’s own CEI standard becomes crucial, so carry a strong ID anyway.
6. Special cases and add-ons
| Scenario | Extra documents |
|---|---|
| Corporate or Partnership SPA | Board/Partners’ Resolution, SEC registration docs, Secretary’s Certificate, plus the officer’s own ID. |
| Attorney-in-fact is abroad and will sign via Consulate | The agent must also present competent ID; if multiple attorneys-in-fact, each must appear or sign separate acceptance pages. |
| Minor principal (rare) | School ID + Birth Certificate; guardian must also sign and present their own ID. |
| Physically-impaired signatory | Notary writes a jurat stating the document was read to/understood by the principal; attach medical certificate if the signer cannot physically sign. |
| Remote Online Notarization (RON) | Must comply with A.M. No. 20-07-04-SC tech checks and email/scan a copy of your CEI; afterward you must courier the wet-ink original to the notary for inclusion in the protocol within 30 days. |
7. Two credible witnesses route—when no ID at all
Requirements under RNP Rule II, § 12(b):
- Witnesses must personally know the principal and declare under oath they are unrelated by blood, marriage, or commercial interest.
- Each witness still shows their own valid ID.
- Notary logs both witnesses’ data in the notarial register and on the SPA’s acknowledgment page.
Tip: Banks, registries of deeds, and BIR examiners routinely reject SPAs that relied on credible-witness identification. Whenever possible, secure even a single government ID instead.
8. After notarization—filing and downstream users
- Registry of Deeds / BIR / LRA refuse an SPA if the attached ID photocopy does not match the CEI rule.
- Many banks add their own ID checklist (often the same “core list,” but some still require two IDs).
- Always hand the drafter/notary clear photocopies of every ID used; these become annexes, preventing future authenticity contests.
9. Frequently-asked questions
| Q | A (Philippine practice) |
|---|---|
| Is a PhilHealth ID with no signature enough? | No—must have both photo and signature. The new PhilHealth PVC cards issued 2024 onward qualify; the old yellow paper card does not. |
| My passport expired last month. Grace period? | None. The RNP’s “current” requirement is literal. Renew or use another ID. |
| Can I use my foreign passport if I’m now a dual citizen? | Yes, but attach your Philippine dual-citizenship certificate or Recognition as Filipino Citizen to avoid questions. |
| Do digital IDs (ePhilID, digital DL) really work? | Yes if printed from the issuing agency’s portal with QR code and within validity. Notaries will scan/attach the print-out. |
| Can I redact my address for privacy? | No. The notary must see the entire ID, though you may cover your ID number in the public photocopy; keep an unredacted copy in the notarial archive. |
| Is the SPA invalid if the ID later expires? | No. Validity is determined at the moment of signing. |
10. Practical checklist before you see the notary
- Bring the original SPA draft (unsigned).
- Pack at least one “core” ID—check expiry!
- Photocopy the ID on plain bond paper front and back; sign the copy.
- If overseas, print the latest appointment/email instructions from the Philippine Post or local notary.
- Know your document: the notary may quiz you on its contents (Rule II, § 5).
11. Key statutes & regulations (for further reading)
- Civil Code Arts. 1318, 1878–1883 (agency and form)
- 2004 Rules on Notarial Practice, as amended by A.M. No. 02-8-13-SC (Aug 2004) and A.M. No. 22-11-12-SC (Sept 2020)
- A.M. No. 20-07-04-SC – Interim Rules on Remote Notarization of Paper Documents (July 2020–Dec 2023)
- Supreme Court En Banc Resolution, Re: PhilSys ID as competent evidence (June 2022)
- DFA Circulars on Apostille & Consular Services (2019–2025)
Disclaimer: This article is for general information only and does not constitute legal advice. For specific transactions, always consult a Philippine notary public or a qualified lawyer.