Affidavit of Support (Philippines): Who Should the Employment Certificate Be Addressed To?

Overview

An Affidavit of Support (often styled as “Affidavit of Support and Undertaking/Guarantee”) is a sworn statement by a sponsor confirming the ability and commitment to support a beneficiary financially. In the Philippine setting, it is widely used for: (1) foreign visa applications, (2) travel facilitation at Philippine ports of exit (e.g., offloading inquiries by the Bureau of Immigration), (3) school, scholarship, or administrative requirements, and (4) occasional court or agency proceedings.

A key supporting document is the sponsor’s Employment Certificate (or “Certificate of Employment,” frequently with compensation details). A recurring practical question is who the certificate should be addressed to. Addressing it correctly reduces follow-up, avoids credibility issues, and aligns with the receiving authority’s expectations.

Below is a comprehensive, practice-oriented guide in the Philippine legal and administrative context.

The Role of the Employment Certificate

The Employment Certificate (EC) substantiates the sponsor’s identity, employment status, and economic capacity—all of which go to the heart of a sponsor’s ability to support the beneficiary. Typical contents:

Employer letterhead and contact details
Addressee or salutation
Employee’s full name, position/title, employment status (regular/fixed-term), start date/tenure
Compensation (monthly salary and/or annualized figure; allowances if disclosed)
Work arrangement (full-time/part-time; hybrid/onsite/overseas assignment)
Authorized signatory’s name, title, wet signature/digital signature, and company seal (if used)
Date of issuance
Verification channel (e.g., HR email/telephone)

While some recipients accept a generic format, others prefer a specific addressee, which is why the “To whom?” question matters.

General Rule on Addressee

Match the addressee to the ultimate decision-maker who will rely on the certificate. When in doubt, a neutral formulation—e.g., “To Whom It May Concern” or “To the Reviewing/Visa Officer”—is broadly accepted across agencies and minimizes re-issuance if the document will be reused.

Common Philippine Scenarios and Recommended Addressees

1) Foreign Visa Applications (Embassy/Consulate/High Commission)

Recommended addressee: “The Visa Officer / The Consul (General), Embassy of [Country]” or “[Country] Embassy/Consulate in [City]”
Why: The Employment Certificate will be examined by the foreign mission’s visa section, often alongside the notarized Affidavit of Support, bank statements, payslips, and tax records. Directly addressing the Embassy/Consulate signals intended use and reduces questions during document review.
Tip: If the application is being filed in a specific city (e.g., Cebu or Davao outreach), tailor the city line if the mission distinguishes posts. Otherwise, “Embassy of [Country], Manila” suffices.

2) Philippine Port of Exit / Immigration Inquiry (Offloading Context)

Recommended addressee: “The Immigration Officer on Duty” or “Bureau of Immigration, [Airport/Seaport]”
Why: If the Affidavit of Support is meant to address financial capacity and travel purpose at the point of departure, the Employment Certificate is being presented to immigration officers at the port who evaluate admissibility for departure. A neutral “To Whom It May Concern” also works if your HR issues only a standard COE.

3) DFA Apostille Pathway (for documents to be used abroad)

Recommended addressee: “To Whom It May Concern”
Why: The Apostille (formerly “red ribbon”) authenticates the notarial/public act (e.g., the Affidavit) rather than the Employment Certificate itself. The EC typically rides along as an annex or supporting proof. A generic addressee avoids re-issuance if the same EC will be attached to different affidavits or used with multiple agencies.

4) Administrative, Academic, or Scholarship Use (Local or Foreign)

Recommended addressee: Specific office or committee—e.g., “The Admissions Committee, [University]” or “The Scholarship Committee, [Agency/NGO]”
Why: Where the Affidavit of Support is part of a financial aid or admissions file, a named committee/office is optimal.

5) Court or Quasi-Judicial Proceedings (Philippine Jurisdiction)

Recommended addressee: “The Honorable [Court/Quasi-Judicial Body]” (e.g., “The Honorable National Labor Relations Commission”)
Why: If the affidavit and supporting EC are filed in a case, align the addressee to the tribunal.

When a Generic Addressee Is Preferable

Use “To Whom It May Concern” if any of the following apply:

The EC will be reused across multiple agencies or jurisdictions.
HR has a strict policy on generic COEs only.
The receiving authority does not expressly require a named addressee.
You are aggregating a single EC for multiple beneficiaries (e.g., spouse and child) or multiple stages (visa + immigration interview + school).

This avoids repeated trips to HR for re-issuance due to a minor addressee mismatch.

Formatting the Addressee Line: Quick Templates

Visa: The Visa Officer Embassy of [Country] Manila, Philippines
Consulate: The Consul General Consulate of [Country], [City]
Immigration: The Immigration Officer on Duty Bureau of Immigration, [NAIA Terminal 3], Pasay City
Generic: To Whom It May Concern
Academic/Scholarship: The Admissions/Scholarship Committee [University/Institution]
Court/Agency: The Honorable [Court/Agency]

(Leave adequate space between the addressee block and the body. Use the employer’s official letterhead and current date.)

Content Essentials and Law-Adjacent Considerations

Truthfulness and Traceability
- State only information that HR can verify (position, status, tenure, compensation).
- Include an HR verification email/landline.
- If the company uses a digital HR portal or QR verification, mention it.
Compensation Disclosure
- Many embassies and immigration officers look for salary as a proxy for capacity. If HR cannot disclose exact amounts, request a salary range or a separate Income/Compensation Certification.
Data Privacy Compliance
- Under the Data Privacy Act of 2012, employers typically require the employee’s written consent for disclosing personal and compensation details. Ensure consent is on record to avoid pushback from HR.
Notarization
- Affidavits are notarized; Employment Certificates are ordinarily not—unless a recipient explicitly requires certification or notarization. If notarization is barred by company policy, ask HR for a company-seal version or an email from an official domain confirming authenticity.
Annexing and Cross-Referencing
- When the EC is attached to the Affidavit of Support, label it as Annex “A” (or similar), and ensure the affidavit text cross-refers to it (e.g., “Annex ‘A’—Certificate of Employment of Sponsor”).
Currency and Dates
- Use recent issuance (ideally within the last 30–90 days) unless the recipient specifies otherwise.
- Make sure the dates harmonize with bank statements, pay slips, and tax documents.
Contact Person and Title
- Indicate the authorizing officer’s name and title (e.g., HR Manager, People Operations Lead). Avoid unsigned or unidentifiable certificates.

Self-Employed or Mixed-Income Sponsors

If the sponsor is self-employed or runs a sole proprietorship or partnership, they won’t have an Employment Certificate. Instead, provide:

DTI/SEC registration, Mayor’s/Business permits, BIR Certificate of Registration, and recent ITR or Audited FS
Client contracts or engagement letters, if available
Addressee: mirror the same logic—Embassy/Consulate for visas; Bureau of Immigration for port-of-exit; “To Whom It May Concern” if documents will be re-used or annexed to an affidavit

Decision Guide (At a Glance)

Embassy/Consulate reviewing a visa file? → Address to “The Visa Officer / Consul (General), Embassy/Consulate of [Country]”.
For potential immigration inspection at the airport? → Address to “The Immigration Officer on Duty, Bureau of Immigration”, or use generic if HR won’t customize.
Will the same EC accompany multiple affidavits or be used across different agencies? → Use “To Whom It May Concern.”
Academic, scholarship, or administrative review? → Address to the specific institution/committee.
Judicial/quasi-judicial filing? → Address to “The Honorable [Tribunal/Agency]”.

Practical Tips to Avoid Re-Issuance

Ask HR for two versions: a generic “To Whom It May Concern” COE with compensation, and a specific-addressee COE if the target is a strict embassy/agency.
Keep consistency: Names, dates, salary figures, and job titles should match the Affidavit and other financial documents.
Prepare alternates: Pay slips (3–6 months), bank statements, and tax filings often strengthen the file and offset minimal EC details.
Electronic copies: If the recipient accepts digital submissions, request a PDF with a visible signature block and, if available, a QR/verifier link.

Bottom Line

There is no single mandatory addressee for Employment Certificates attached to Affidavits of Support in the Philippines. The optimal addressee is the actual authority relying on the document (visa officer, immigration officer, committee, court). Where reuse is anticipated—or HR will only issue a standard document—“To Whom It May Concern” remains a safe, widely accepted choice. Align the addressee with the use case, ensure up-to-date and verifiable contents, and keep supporting financial documents ready to complete the sponsor’s capacity picture.