How to Apply for Late Registration of a Birth Certificate with the PSA in the Philippines

The birth certificate issued by the Philippine Statistics Authority (PSA) is the primary proof of identity, age, filiation, and citizenship in the Philippines. Without a PSA-authenticated birth certificate, a person cannot enroll in school, apply for a passport, get married, claim inheritance, open a bank account, secure employment benefits, or avail of most government services.

When a birth is not registered within the 30-day reglementary period prescribed by law, the registration becomes “delayed” or “late.” Late registration is governed primarily by Act No. 3753 (Civil Registry Law), Republic Act No. 10625 (Philippine Statistical Authority Act of 2013), and PSA Administrative Order No. 1, Series of 2012 (Revised Implementing Rules and Regulations on Registration of Births), as supplemented by various PSA Board Resolutions and circulars up to 2025.

Late registration remains an administrative process and does not, in the ordinary course, require a court order. Only when the local civil registrar or the PSA Civil Registration Service denies the application for insufficiency of documents or other legal impediments does the remedy become judicial (petition for late registration under Rule 108 of the Rules of Court or special proceedings under A.M. No. 02-11-10-SC).

Who May Apply for Late Registration

1. The document owner (if of legal age)
2. Parents or surviving parent
3. Legal guardian or institution that has custody (for minors or incompetents)
4. Nearest of kin (if the person is deceased)
5. Any person duly authorized by any of the above through a Special Power of Attorney (SPA) duly authenticated by a Philippine consulate if executed abroad

Where to File the Late Registration

The application must be filed with the Local Civil Registry Office (LCRO) of the city or municipality where the birth occurred.

Exceptional venues (as of 2025):

• PSA Civil Registration Service (CRS) outlets in selected SM Business Centers, Robinsons malls, and regional CRS offices may accept delayed registration applications directly, especially in the National Capital Region.
• Manila Health Department – Civil Registry Division (for births in Manila hospitals)
• Philippine Consulates abroad only if the person was born abroad and is applying for Report of Birth late registration (not applicable to births in the Philippines)

Required Documents (Standard List – 2025)

A. Core Documents (always required)

1. Duly accomplished Certificate of Live Birth (Municipal Form No. 102) in four (4) original copies, downloadable from the PSA website or obtainable from the LCRO.
2. Affidavit for Delayed Registration (executed by the registrant, parent, or guardian). This is usually printed at the back of the Certificate of Live Birth or submitted in quadruplicate.
3. PSA Certificate of No Record (Negative Certification of Birth) issued not earlier than six (6) months from the date of application. This proves that the birth has never been previously registered with the PSA.

B. Supporting Documents (at least two (2) public or private documents showing the name of the child, date and place of birth, and names of parents)

Highly acceptable documents (in order of preference):

• Baptismal certificate (with dry seal of the church)
• Form 137 or school permanent record (certified true copy by the school)
• Voter’s Certification with registration date prior to 1998 or Voter’s ID issued before the application
• GSIS/SSS records or E-1/E-4 form
• PhilHealth Member Data Record (MDR)
• Medical or hospital birth record/abstract certified by the hospital administrator
• NBI clearance or police clearance issued before the application
• Barangay certification of birth (only if accompanied by other stronger documents)
• Immunization card issued by the rural health unit or lying-in clinic
• Marriage certificate of the applicant (if already married)
• Community Tax Certificate (cedula) of the applicant or parent at the time of birth (if still available)

C. Additional Documents in Special Cases

• If illegitimate and father’s name is to be entered pursuant to RA 9255: Affidavit of Admission of Paternity or Private Handwritten Instrument signed by the father
• If legitimated by subsequent marriage: Marriage Certificate of parents + Affidavit of Legitimation
• If adopted: Certified true copy of the Court Order of Adoption + Certificate of Finality
• If foundling: Certification from the DSWD or barangay captain + police report
• If born to indigenous cultural communities: Certification from the National Commission on Indigenous Peoples (NCIP)

D. Affidavit of Two Disinterested Persons Required when the supporting documents are weak or when expressly required by the civil registrar. The affiants must be of legal age at the time of birth, residents of the place of birth, and not related to the registrant within the fourth civil degree.

Step-by-Step Procedure (2025)

1. Preparation of Documents
   Secure the PSA Negative Certification online via www.psahelpline.ph or at any PSA CRS outlet (processing time: 3–7 days for walk-in, longer for delivery).

2. Execution of Affidavit(s)
   Have the Affidavit for Delayed Registration and, if necessary, the Affidavit of Two Disinterested Persons notarized.

3. Submission to the LCRO or Authorized CRS Outlet
   Submit all documents in four (4) copies. The receiving clerk will check completeness and assign a registry number.

4. Payment of Fees

   • Delayed registration fee: ₱500.00–₱1,000.00 (varies by city/municipality; some charge ₱200–₱300 only)
   • Posting fee: ₱100–₱200
   • Documentary stamp tax: ₱30
   • Certification fee (if requesting owner’s copy): ₱50–₱140
   • Additional local fees may apply

5. Ten-Day Posting Period
   The application is posted on the LCRO bulletin board for ten (10) consecutive days to allow any person with knowledge to oppose the registration. No opposition is presumed if none is filed.

6. Approval and Registration
   After the posting period, the City/Municipal Civil Registrar reviews and signs the Certificate of Live Birth. The record is now officially registered.

7. Release of Owner’s Copy
   The registrant receives the registered owner’s copy (usually annotated “Registered pursuant to R.A. 3753”) immediately or within a few days.

8. Transmission to PSA Central Office
   The LCRO transmits the record electronically or physically to the PSA. As of 2025, most LCROs use the Philippine Civil Registry Information System (PhilCRIS) or Decentralized Vital Statistics System (DVSS), so the record appears in the PSA database within 1–6 months.

9. Application for PSA Security Paper (Optional but Recommended)
   Once the record is in the PSA database, apply online via www.psahelpline.ph or www.psa.gov.ph, or at any CRS outlet. The PSA-issued birth certificate will bear the annotation “LATE REGISTRATION” in the Remarks section. Delivery time: 3–10 days within Metro Manila, longer for provinces and abroad.

Special Situations and Common Problems

1. Birth record already exists but is incomplete or erroneous
   → File for Supplemental Report (administrative) or Petition for Correction of Clerical Error under RA 9048/RA 10172 at the LCRO or consulate.

2. Applicant is abroad
   → Execute documents before a Philippine consul, appoint a representative in the Philippines via authenticated SPA, and have the representative file at the LCRO. The PSA Negative Certification can be requested online.

3. Person is already deceased
   → Nearest kin may file late registration for estate settlement purposes. Supporting documents must include the death certificate.

4. No supporting documents at all
   → The civil registrar may require publication in a newspaper of general circulation for two consecutive weeks (additional cost ₱3,000–₱6,000) or may deny the application, necessitating a court petition.

5. Birth occurred during martial law or in conflict areas
   → Affidavit explaining the delay due to force majeure is usually accepted without penalty.

Fees Summary (2025 Standard Rates)

• PSA Negative Certification: ₱155 (online) / ₱210 (walk-in)
• Delayed registration fee: ₱500–₱1,000 (local)
• Owner’s copy from LCRO: ₱50–₱140
• PSA-authenticated birth certificate (security paper): ₱365 (online delivery within PH) / ₱455 (international)

Important Reminders

• Late-registered birth certificates are fully valid for all legal purposes. The annotation “Late Registration” does not diminish their evidentiary value.
• There is no prescription period for late registration of birth — it may be done at any time, even decades after birth.
• Deliberate false statements in the affidavit constitute perjury and may lead to cancellation of the registration.
• As of 2025, the PSA continues to expand the BreQS (Batch Request Query System) and PhilCRIS platforms, making it possible in some areas to file delayed registration completely online through accredited partners (pilot stage in selected cities).

Securing a PSA birth certificate through late registration, though more tedious than timely registration, is a right guaranteed under the Civil Registry Law. Once accomplished, it restores the person’s full legal personality and access to the rights and privileges of Filipino citizenship. Applicants are encouraged to begin the process as early as possible to avoid complications in urgent transactions such as passport applications, marriage, or inheritance proceedings.