In the Philippines, the Department of Foreign Affairs (DFA) maintains a strict "one name" policy to ensure the integrity of Philippine passports. For most applicants, the primary document used to establish identity and Philippine citizenship is the PSA-issued Birth Certificate. However, a common hurdle arises when there is a discrepancy between the name on the Birth Certificate and other supporting documents, or when the Birth Certificate itself contains clerical errors.

The following guide outlines the legal requirements and procedural steps to rectify these inconsistencies for a successful passport application.

I. Understanding the Nature of the Inconsistency

Before proceeding, it is vital to identify the type of inconsistency present, as the legal remedy depends entirely on the nature of the error.

Clerical or Typographical Errors: These involve obvious mistakes such as a misspelled first name, an incorrect day or month in the date of birth, or an error in the sex of the person, provided the correction does not change the nationality, age, or status of the applicant.
Substantial Errors: These are discrepancies that affect the civil status, nationality, or identity of the person. Examples include a change of surname, a change of parentage, or a total change of the first name.
Discrepancy Between PSA and ID: When the PSA Birth Certificate is correct, but the valid ID presented (e.g., UMID, Driver's License) uses a different spelling or name format.

II. Legal Remedies and Requirements

The Philippines provides two primary avenues for correcting birth records: Administrative Correction and Judicial Correction.

1. Administrative Correction (Republic Act No. 9048 and R.A. 10172)

If the error is clerical or involves the first name (without changing status), you do not need a court order. You can file a petition at the Local Civil Registry Office (LCRO) where the birth was recorded.

R.A. 9048: Covers clerical errors in the first name, nickname, or misspelled surnames.
R.A. 10172: Covers corrections for the day/month of birth and the sex of the person.

Requirements for Administrative Correction:

Certified True Copy (CTC) of the Birth Certificate containing the error.
At least two (2) public or private documents showing the correct entry (e.g., Baptismal Certificate, School Records/Form 137, Medical Records, or employment records).
NBI Clearance and Police Clearance.
Affidavit of Publication (notice must be published in a newspaper of general circulation once a week for two consecutive weeks).

2. Judicial Correction (Rule 108 of the Rules of Court)

If the inconsistency is substantial (e.g., changing the surname from the mother’s to the father’s, or correcting parentage), the law requires a court order through a Petition for Correction of Entry filed in the Regional Trial Court (RTC).

Requirements for Judicial Correction:

Filing of a formal Petition through a lawyer.
Court hearings and testimony.
Publication of the court order.
Finality of Judgment and the Certificate of Finality.

III. DFA Requirements for Inconsistent Documents

Once the correction process is complete, the applicant cannot simply present the old birth certificate. The DFA will require the following specific set of documents:

Annotated PSA Birth Certificate: A new copy of the Birth Certificate issued by the PSA that includes the "marginal notes" or annotations describing the correction made.
Certificate of Finality: Issued by the court (for judicial corrections) or the Civil Registrar General (for administrative corrections).
Certified True Copy of the Court Order or Petition: To verify the legal basis of the name change.
Valid Government ID: This ID must now reflect the corrected name as it appears in the annotated Birth Certificate.

IV. Discrepancies in the Middle Name

A frequent issue in the Philippine context is the "Missing Middle Name" or "Discrepancy in Middle Initial."

If the PSA birth certificate has no middle name: The DFA will generally issue the passport with a blank middle name field.
If the ID has a middle name but the PSA does not: The PSA record is the controlling document. The applicant may be required to provide a Supplemental Report from the LCRO to officially add the middle name to the PSA record before applying for a passport.

V. Important Considerations

The "First Time" Rule: If you are a first-time applicant and notice an error, do not apply for the passport until the error is corrected. Providing inconsistent data can lead to the "suspension" of your application, which is harder to resolve once in the system.
Marriage Context: For married women, if the inconsistency lies in the transition from a maiden name to a married name (e.g., the Marriage Contract has a typo), a similar administrative correction of the PSA Marriage Certificate is required.
Processing Time: Administrative corrections usually take 3 to 6 months, while judicial corrections can take a year or longer. Applicants should plan their passport appointments accordingly.

Note: The DFA strictly follows the name appearing on the PSA Birth Certificate. If your valid IDs do not match your PSA Birth Certificate, it is often faster to update your IDs to match the birth certificate rather than attempting to change the birth certificate itself, provided the birth certificate is the one that is factually correct.