Overview

A Voter’s Certification is an official document issued by the Commission on Elections (COMELEC) that confirms a registered voter’s record. It is often required for various legal, employment, travel, or identification purposes, especially when a Voter’s ID is unavailable or pending. In cases where the voter cannot personally appear at the COMELEC office to claim the certification, a duly executed Authorization Letter allows a representative to collect it on their behalf.

This article discusses the legal basis, format, requirements, and practical guidance for authorizing another person to claim a voter’s certification in the Philippines.

Legal Basis

The issuance and release of voter-related documents by representatives is governed by COMELEC’s administrative policies, anchored in:

Republic Act No. 8189 (The Voter’s Registration Act of 1996) Provides for the maintenance and confidentiality of voter records under the supervision of COMELEC.
Data Privacy Act of 2012 (R.A. No. 10173) Ensures that access to personal data, including voter information, is made only upon proper authorization by the data subject (the registered voter).
COMELEC Memoranda and Guidelines Local COMELEC offices frequently issue internal rules outlining acceptable authorization formats and identification requirements when representatives claim documents on behalf of others.

These frameworks collectively allow for authorized representation provided that written consent and valid identification are presented.

When Authorization Is Necessary

A voter must execute an Authorization Letter when he or she is:

Unable to appear personally due to work, travel, or health reasons.
Assigning a family member or friend to process and claim the certification.
Delegating a representative to claim certifications for multiple voters (e.g., for household members).

Without proper authorization, COMELEC will not release the document to anyone other than the registered voter.

Requirements for Authorized Claim

Both the principal (voter) and the authorized representative must submit the following:

1. For the Principal (Registered Voter)

Signed Authorization Letter (original copy)
Photocopy of a valid government-issued ID (e.g., Passport, Driver’s License, PhilHealth ID, UMID, etc.)
(Optional) Voter’s ID or proof of registration

2. For the Authorized Representative

Original valid government-issued ID
Photocopy of the representative’s ID
The Authorization Letter duly signed by the principal

Some COMELEC offices may request that the voter’s signature match their voter registration record, so it’s best to ensure consistency in the signature across all documents.

Sample Authorization Letter to Claim Voter’s Certification

Below is a sample that complies with common COMELEC requirements and standard legal drafting format:

AUTHORIZATION LETTER

Date: [Insert Date]

To: The Election Officer Commission on Elections (COMELEC) [City/Municipality Office]

Subject: Authorization to Claim Voter’s Certification

Dear Sir/Madam:

I, [Full Name of Voter], of legal age, a registered voter of [Barangay, City/Municipality, Province], hereby authorize [Full Name of Representative], of legal age, to claim my Voter’s Certification on my behalf.

Due to [state reason—e.g., work commitments, travel, or health concerns], I am unable to personally appear at your office to process and claim the said document.

Attached are copies of my valid identification card and that of my authorized representative for your reference.

I hereby certify that I am voluntarily granting this authorization and that I take full responsibility for the act of my representative in relation to this transaction.

Thank you for your kind assistance.

Respectfully yours,

(Signature of Voter) [Printed Name of Voter] Valid ID Type and Number: [Insert ID Details]

Conforme:

(Signature of Authorized Representative) [Printed Name of Authorized Representative] Valid ID Type and Number: [Insert ID Details]

Practical Tips

Bring Original IDs: COMELEC staff usually require the representative to show the original copies of both IDs for verification.
Attach Supporting Documents: Some offices may request additional proof, such as a photocopy of the voter’s registration acknowledgment receipt.
Visit the Correct COMELEC Office: The certification can only be issued by the COMELEC office where the voter is registered.
Check Local Guidelines: Requirements can vary slightly by city or municipality. It’s advisable to confirm with the local COMELEC office before proceeding.

Processing Time and Fees

Fee: ₱75.00 (subject to change by COMELEC resolutions)
Processing Time: Usually one working day, but it may vary depending on office workload.
Releasing Hours: Typically within 8:00 a.m. to 5:00 p.m., Monday to Friday (excluding holidays).

Some satellite offices and mall-based COMELEC branches may issue same-day certifications.

Consequences of Misrepresentation

Submitting a forged or falsified authorization letter constitutes fraud and may be penalized under:

Article 172 of the Revised Penal Code (Falsification of Documents)
Section 45 of R.A. 8189 — Penalizes fraudulent registration acts and misrepresentation before the COMELEC.

Both the voter and representative may face administrative and criminal sanctions if misrepresentation is proven.

Conclusion

An Authorization Letter to Claim a Voter’s Certification is a legally valid and practical solution for registered voters unable to appear in person at COMELEC offices. To ensure smooth processing, the letter must be properly signed, accompanied by valid IDs, and consistent with COMELEC’s verification standards. Observing proper formality and accuracy safeguards both the voter’s rights and the integrity of electoral records.

In summary: The key to a valid authorization lies in clear consent, verifiable identity, and compliance with COMELEC procedures—hallmarks of responsible citizenship and legal diligence in the Philippine electoral process.