Duplicate SSS E-1 Form Request Philippines

Duplicate SSS E-1 Form Request (Philippines): A Complete Legal-Practical Guide

This article explains how to get a duplicate copy of your SSS Form E-1 (now commonly referred to as your “SS Number Slip”/Personal Record), who may request it, what documents are needed, and how to fix related issues (wrong data, multiple SS numbers, etc.). Philippine context. Not legal advice.

1) What the E-1 is and why employers still ask for it

  • What it is: The SSS Personal Record / E-1 is the form used when a person first registers and is assigned an SS number. It captures your civil status, birth details, parents’ names, and address.
  • What a “duplicate” means: You are not applying for a new SS number. You are requesting a copy/printout confirming your existing SS number and member details (often called “SS Number Slip” or a duplicate of your E-1 information).
  • Why it’s needed: Many HR departments require a copy for pre-employment, to open payroll/benefits records, or to tie your contributions to the right SS number.

Important: Philippine law and SSS rules prohibit owning more than one SS number. If you suspect you were issued multiple numbers (e.g., long ago as a student and later again online), fix this immediately (see §8).

2) Who can request a duplicate copy

  • The member (you), in person or online.
  • An authorized representative, with your written authorization and valid IDs.
  • A representative abroad (for OFWs), typically with an authorization letter or SPA if the branch requires a notarized instrument for more sensitive changes.

Data privacy: SSS only releases member records to the member or a properly authorized representative. Expect identity checks.

3) Common scenarios

  • ✅ You lost your original E-1/SS Number Slip and HR needs it.
  • ✅ You know your SS number but HR wants official printout.
  • ✅ You forgot your SS number and need to retrieve/confirm it.
  • ✅ Your details have changed (name/civil status) and you want your duplicate to reflect updates (this requires a data correction first; see §7).

4) Where and how to request

A) Online (fastest if you already have a My.SSS account)

  1. Log in to your My.SSS member portal.
  2. Go to Member Info and look for SS Number / Personal Record or a print/preview of your SS Number Slip.
  3. Download/print the document and submit to HR.

If you don’t have a My.SSS account but know your SS number, register online; you’ll verify using your SS data and a working email/mobile.

B) At an SSS Branch (walk-in or scheduled)

  1. Bring one (1) government-issued ID (e.g., UMID, Philippine Passport, Driver’s License).
  2. Request a duplicate/printout of your E-1 or SS Number Slip at the Member Services/Records window.
  3. The officer prints and stamps the copy for you.

Tip: If you don’t remember your SS number, be ready to answer personal data checks and present a primary ID. Branches won’t disclose numbers over the phone.

C) Through an Authorized Representative

  1. Provide your representative with:

    • Your signed authorization letter (sample in §10),
    • Your valid ID (photocopy), and
    • The rep’s original valid ID.

  2. The representative proceeds to an SSS branch and requests the duplicate E-1/SS Number Slip.

D) If you are abroad (OFW)

  • Use My.SSS (preferred), or
  • Coordinate with a relative/agent in the Philippines via authorization letter/SPA and valid IDs; or
  • Visit an SSS foreign office/representative post if available in your host country (bring valid ID and any prior SSS documents).

5) Fees, processing time, delivery

  • Fees: Generally none for a simple duplicate/printout.
  • Processing: Immediate if online or once you reach the counter in-branch.
  • Delivery: Walk-out printed copy in branch or self-printed PDF from My.SSS. Some branches may provide a stamped copy for HR authenticity.

6) Minimum documentary requirements (typical)

  • Primary ID (any one): UMID, Passport, Driver’s License (or other accepted government ID with photo and signature).
  • If no primary ID: Birth Certificate and a secondary ID may be asked.
  • For minors/first-time registrants (if converting an old E-1 to current records): Birth Certificate and guardianship/parent IDs.
  • For representatives: Member’s signed authorization (+ member ID photocopy) and rep’s original ID.
  • For documents executed abroad: Ensure apostille/consular authentication if required, and English translation if not in English/Filipino.

Branch practices vary slightly; bring extra IDs and copies to be safe.

7) If your personal data is wrong or has changed

A duplicate copy only re-prints what’s on file. To update your record first, file a Member Data Change before requesting the duplicate:

  • Use the Member Data Change Request (commonly E-4) for:

    • Name change/correction (support with PSA Birth Certificate, Marriage Certificate, or court order),
    • Civil status updates (marriage/annulment documents),
    • Birthdate/sex corrections (PSA Birth Certificate or competent proof),
    • Citizenship or address changes (government ID, proof of address if asked).

  • After approval, request your updated duplicate so the printout matches your new data.

Tip: If your mother’s maiden name or parental details were left blank in your old E-1, complete them now with PSA documents—some employers review these fields.

8) If you have two SS numbers (duplicate SSNs)

Multiple SSNs are not allowed. Fix it before handing anything to HR:

  1. Go to SSS and inform them you suspect multiple SS numbers.

  2. SSS will verify and consolidate your records, cancelling the later/erroneous number and retaining only one.

  3. You may be asked to submit:

    • Member Data Change Request (E-4),
    • Affidavit/Explanation how duplication happened,
    • Valid IDs/PSA documents.

  4. After consolidation, request the correct duplicate (bearing the single valid SS number).

  5. Always give employers only the retained number to prevent posting errors in contributions.

9) Legal framing & member rights

  • Legal basis & policy: SSS is a mandatory social insurance for employees and eligible self-employed/voluntary members. Employers must register employees and remit contributions under the correct SS number.
  • Right to access personal data: Members have the right to obtain copies of their records and correct inaccuracies, subject to identity verification and data privacy safeguards.
  • No fee, no penalty for duplicates: Requesting a duplicate E-1/SS Number Slip is an administrative service, not a violation. The problem arises only if you apply for a new SS number when you already have one.
  • Employer obligations: Employers should accept an official SSS printout (physical or portal-generated) showing the SS number and member particulars and must remit contributions under that number once employment starts.

10) Ready-to-use templates

A) Simple Authorization Letter (Domestic Use)

Date: ___________

To: Social Security System – [Branch]

I, [Full Name], SSS No. [_____________], hereby authorize [Representative’s Full Name], 
bearing [ID Type/Number], to request and receive on my behalf a duplicate copy/printout 
of my SSS E-1 / SS Number Slip / Personal Record.

Reason: [e.g., lost original; employer requires copy].

Attached are: (1) my valid ID (photocopy), and (2) the representative’s original ID.

Signature: ______________________
Printed Name: ___________________
Mobile/Email: ___________________

B) Member Data Correction Checklist (before re-printing)

  • ☐ Filled-out Member Data Change Request (E-4)
  • ☐ Valid ID (primary)
  • ☐ PSA Birth Certificate (for name/birthdate/sex issues)
  • ☐ PSA Marriage Certificate/Court Order (for marital name changes/annulment)
  • ☐ Affidavit (if required for complex corrections)
  • ☐ Supporting IDs reflecting the correct data
  • ☐ After approval: Request duplicate E-1/SS Number Slip

11) Frequently asked questions

Q1: My HR specifically wants “E-1,” but my portal shows “SS Number Slip.” Is that okay? A: Yes. The SS Number Slip or Personal Record printout contains the same core identifiers HR needs. If they insist, the branch can print a records copy showing your E-1 details.

Q2: Can SSS email me the duplicate? A: Standard practice is member self-download via portal or in-branch release upon ID check. Email may not be used for releasing sensitive IDs due to privacy.

Q3: I registered decades ago and don’t remember my data. A: Bring a primary ID and, if available, a PSA Birth Certificate. The branch can locate and confirm your record and print a copy.

Q4: Will SSS give my SS number over the phone? A: No. For security, you must log in to your account or appear (or send an authorized rep) with proper IDs.

Q5: Do I need to pay anything? A: No fee for a simple duplicate/printout.

Q6: My name changed after marriage; can I request a duplicate right away? A: File the data change first (with PSA Marriage Certificate). After it’s posted/approved, request your updated duplicate.

12) Step-by-step playbook (quick version)

  1. Check My.SSS: If you can log in, print the SS Number Slip and give it to HR.
  2. No portal access? Visit a branch with a primary ID and request a duplicate E-1/SS Number Slip.
  3. Data wrong? File E-4 with supporting documents → wait for posting → re-print.
  4. Two SS numbers? Request consolidation → then ask for duplicate under the retained number.
  5. Abroad? Use My.SSS or authorize a relative (with ID + authorization/SPA) to get the printout at a branch.

13) Employer side: good practice

  • Accept portal-printed or branch-stamped copies.
  • Verify name/SS number match IDs and payroll master.
  • If the employee seems to have two SSNs, advise immediate consolidation before posting contributions.
  • Keep copies for the 10-year retention window typically used for payroll/benefits audits.

14) Bottom line

A Duplicate SSS E-1 (SS Number Slip/Personal Record) is easy and free to obtain:

  • Online via My.SSS if you’re already registered, or
  • In-branch with a valid ID, or
  • Through an authorized representative with proper documents.

Fix wrong data or duplicate SS numbers first so your re-printed record is accurate and compliant. This protects your benefit entitlements and keeps your employer’s remittances properly credited.

Disclaimer: This guide is for general information only and does not replace advice from SSS personnel or legal counsel. Branch practices and documentary thresholds can vary; bring extra IDs and civil registry documents when in doubt.

Disclaimer: This content is not legal advice and may involve AI assistance. Information may be inaccurate.

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