A comprehensive guide in the Philippine context

Overview

Yes—a grandparent can request a PSA-issued birth certificate in the Philippines, subject to identification and relationship requirements and, in many cases, written authorization from the registrant (the person named on the record). This article explains who may request, when authorization is needed, what documents to bring, how to file (online or walk-in), and special situations (minors, deceased registrants, adoption, illegitimacy, data privacy, and court orders). It draws on the governing framework of Act No. 3753 (Civil Registry Law), Republic Act No. 10625 (PSA Charter), the Data Privacy Act (RA 10173), and long-standing PSA civil registry practice.

Key principles

Civil registry records are public documents but access is regulated to protect privacy and prevent fraud.
PSA distinguishes between the registrant, immediate family/ascendants, and third-party representatives.
Grandparents are direct ascendants. They may request copies, but the degree of proof and authorization varies with the registrant’s status (minor/adult, alive/deceased) and the requester’s capacity (guardian, heir, attorney-in-fact).

When a grandparent may request—and what’s required

A. If the registrant is a minor (below 18)

Who may request: Parent or grandparent (as a direct ascendant). Typical requirements:

Valid government-issued ID of the grandparent.
Proof of relationship, e.g., the parent’s PSA birth certificate showing the grandparent-parent link, or other documents establishing filiation (family IDs, old civil registry documents).
No authorization letter from the minor is needed.
If the grandparent is the legal guardian (de jure or de facto), bring proof of guardianship (court order or notarized affidavit explaining custody/care).

Practical tip: If the child’s parents are unavailable, an affidavit of guardianship or parental authority plus supporting IDs helps smooth processing.

B. If the registrant is an adult (18 or older)

Who may request: The registrant, parent, spouse, grandparent, child, or a representative. Typical requirements for a grandparent:

Valid ID of the grandparent.
Proof of relationship (see checklist below).
Authorization letter signed by the registrant plus a photocopy of the registrant’s valid ID.

Narrow exceptions to the authorization letter for adults:

The grandparent presents a special power of attorney (SPA) from the registrant; or

There is a court order, subpoena, or lawful purpose expressly requiring the record (e.g., litigation), in which case the order and the requester’s ID suffice.

C. If the registrant is deceased

Who may request: Surviving spouse, parent, child, grandparent, or other next-of-kin or legal heir. Typical requirements:

Valid ID of the grandparent.
Proof of relationship to the registrant.
Death certificate of the registrant (if available).
If there are multiple heirs or possible disputes, bring proof of status as heir (e.g., extrajudicial settlement, SPA from other heirs, or court appointment as administrator), though many outlets will release upon credible proof of next-of-kin for routine purposes.

Proving identity and relationship

Acceptable IDs (illustrative, not exhaustive)

PhilID/ePhilID (PhilSys)
Passport
Driver’s License
UMID
SSS/GSIS ID
PRC ID
Postal ID
Voter’s ID/voter’s certification with photo
Senior Citizen ID

Bring originals and a clear photocopy. Names should be consistent across documents.

Proof of relationship (examples)

The parent’s PSA birth certificate showing the grandparent as parent; combined with
The registrant’s PSA birth certificate showing the parent as parent; or
Baptismal/old civil registry records, marriage certificates, or government records showing the family link, when PSA copies are not yet available (e.g., first-time request).
For adopted persons, the amended PSA birth certificate (post-adoption) serves as proof; adoptive grandparents rely on the adoptive parent-child link.

Authorization documents (when required)

Simple authorization letter signed by the registrant, naming the grandparent as the authorized requester for the birth certificate, with:
- Copy of the registrant’s valid ID (front and back).
- Copy of the grandparent’s valid ID.
SPA (notarized) is recommended when the request will be used in legal proceedings, overseas, or high-value transactions, or when the outlet specifically asks for it.
Court order/subpoena overrides ordinary authorization practice; attach ID and comply strictly with the order’s instructions.

Practical tip: Use the exact registered name, including middle name and suffix (Jr./III), and provide date and place of birth as they appear in the civil registry.

How to request: channels and steps

1) Walk-in at a PSA Civil Registry System (CRS) Outlet

Accomplish the Birth Certificate Application Form.
Present IDs, proof of relationship, and authorization if required.
Pay the prevailing fee posted at the outlet.
Keep the official receipt and claim stub. Some outlets release same day; others set a release date.

2) Authorized online platforms / delivery channels

Create a request under the registrant’s full legal name; select “grandparent” (or “authorized representative”) as relationship.
Upload or be ready to present IDs and authorization upon delivery, as platforms or couriers may verify them.
Delivery fees and timelines vary by provider and location.

3) Requests from abroad

You may use authorized online channels with Philippine delivery to a relative (with authorization), or route requests via Philippine embassies/consulates that accept civil registry requests.
For urgent or apostille needs, coordinate DFA apostille after receiving the PSA document.

Special situations and nuances

A. Illegitimate children and parental authority

For minors, the mother generally exercises sole parental authority absent recognition or custody changes.
Grandparents may still request as ascendants, but if there is a dispute, PSA may defer to the parent with lawful custody unless a court order or guardianship document says otherwise.

B. Adoption and amended records

After a final adoption decree, PSA issues an amended birth certificate listing adoptive parents.
Adoptive grandparents qualify as ascendants; access to pre-adoption records is restricted and typically requires court authority.

C. Corrections and annotations

If the certificate contains clerical errors or needs correction (name, day/month, sex under RA 9048/10172), the requesting copy will show annotations once the correction is approved.
For ongoing petitions, PSA may release the uncorrected record with notations depending on the stage of processing.

D. Late registration

If the birth was late-registered, bring any supporting documents (baptismal, school records, immunization cards) if the outlet requests verification, especially for first issuance.

E. Data Privacy Act compliance

PSA outlets will ask only for data necessary to process the request: identity, relationship, authorization, and purpose if needed.
Expect clerks to decline or hold a request if the relationship is not proven or privacy safeguards are not satisfied.

Common reasons for denial or delay—and how to avoid them

Mismatched names or dates across IDs and forms → Use the name exactly as registered; correct any ID inconsistencies beforehand.
Insufficient proof of relationship → Bring layered proof (e.g., two generations of birth certificates).
Missing authorization for adult registrant → Always carry a signed letter + registrant’s ID copy.
Illegible photocopies → Provide clear, full-page copies.
Record not yet available / archived → Some records (very recent or very old) may require verification or retrieval time; the outlet will advise the release schedule.

Practical checklists

For a grandparent requesting a minor’s birth certificate

Grandparent’s valid ID (original + photocopy)
Proof of relationship (documents linking grandparent → parent → child)
Guardianship/custody proof if acting in loco parentis or if parents are unavailable

For a grandparent requesting an adult’s birth certificate

Grandparent’s valid ID
Authorization letter signed by the registrant
Copy of the registrant’s valid ID
Proof of relationship (if names don’t make the link obvious)

For a grandparent requesting for a deceased registrant

Grandparent’s valid ID
Proof of relationship
Death certificate of registrant (recommended)
Any heirship/authority documents if there are multiple claimants or anticipated disputes

Frequently asked questions

Is notarization mandatory for the authorization letter? Not always. Many outlets accept a simple signed authorization with ID copies. Notarization or an SPA is advisable for sensitive, contested, or overseas use.

Can a grandparent authorize a third person (like a courier) to claim? Yes, via back-to-back authorization: registrant → grandparent (with IDs), then grandparent → representative (with SPA or authorization + representative’s ID). Some channels have their own forms.

How many copies can I get? You may request multiple copies in one transaction (each incurs its own fee).

Will the copy be security-paper (SECPA) printed? Yes, PSA issues certified copies on security paper, acceptable for most legal and administrative purposes; get an apostille from DFA if the document will be used abroad.

Bottom line

Grandparents are allowed to request PSA birth certificates.
Minors: authorization from the child isn’t needed; bring proof of relationship.
Adults: bring a registrant’s authorization letter + registrant’s ID copy, along with your ID and proof of relationship.
Deceased registrants: provide proof of relationship and, ideally, a death certificate; add heirship documents if necessary.
When in doubt, bring more proof than less—clear IDs, lineage documents, and (for adults) a signed authorization will keep your request quick and uneventful.

Note: Fees, processing times, and document lists can change. Always follow the instructions on the PSA application form and the advisories posted at the PSA outlet or official online portals.