How to Do Late Registration of Birth with the PSA (Philippines)

Last updated for general practice in the Philippines. This is an educational guide, not legal advice. Procedures can vary by LGU; always follow your Local Civil Registrar’s (LCR) instructions.

Executive summary

“Late registration of birth” in the Philippines means filing a birth record more than 30 days after the child’s birth. You file first with the Local Civil Registrar (LCR) of the city/municipality where the birth occurred (or where the person resides, in certain cases). Once recorded locally, the LCR transmits the record to the Philippine Statistics Authority (PSA); only then can you request a PSA-certified birth certificate.

Legal framework (Philippine context)

Act No. 3753 (Civil Registry Law) and its implementing rules govern civil registration, including late registrations.
Family Code of the Philippines: rules on filiation, legitimation, and surnames.
Republic Act No. 9255: allows an illegitimate child to use the father’s surname if requirements are met.
Republic Act No. 9048 (as amended by RA 10172): administrative correction of clerical errors, day/month in date of birth, and sex (if clearly clerical). These apply after a birth is registered, not to create a birth record.
Special statutes and guidelines cover adoption, foundlings, Muslim personal law, and indigenous peoples; see “Special situations” below.

When is a birth “late”?

Timely registration: within 30 days from birth.
Late (delayed) registration: after 30 days from birth.

There is no national “cut-off age” for late registration—adults can file their own birth registration if they were never registered as children.

Who should file?

If registrant is a minor: the mother, father, or guardian files.
If registrant is 18 or older: the registrant files personally (may authorize a representative with SPA, subject to LCR rules).
If parents are married: either parent may file.
If parents are unmarried: the mother normally files. The father can acknowledge paternity only through the proper instrument (see RA 9255 notes below).

Where to file (venue)

Preferred: LCR of the place of birth.
Alternative: LCR of the current residence of the registrant or parent/guardian, if proof of birth in another place is available. The receiving LCR will coordinate with the LCR of place of birth as needed.
Births abroad: file a Report of Birth at the Philippine Embassy/Consulate where the birth occurred. If not possible, see “Special situations—Births abroad”.

Ask your LCR which venue they will accept based on your documents—some insist on the LCR of place of birth.

Core documentary requirements

Exact checklists differ by LGU. As a rule, prepare originals + photocopies.

A. If a Certificate of Live Birth (COLB) exists

Certificate of Live Birth (Municipal/Clinic/Hospital) signed by the attendant.
Affidavit for Delayed Registration of Birth (executed by parent/guardian, or by the registrant if 18+), usually notarized.
Valid IDs of filer and witnesses.
Marriage Certificate of parents, if married.
Supporting records (any or several): baptismal/confirmation certificate, immunization record, early school records (Form 137/ECCD), prenatal/delivery records, barangay certification, SSS/PhilHealth records showing birth details.
PSA “Negative Certification of Birth” may be asked to prove no prior PSA record exists.

B. If no COLB exists (home birth/unattended birth/records lost)

Affidavit of Home/Unattended Birth by the person who attended or was present at the birth (e.g., hilot, relative, neighbor).
Affidavits of Two Disinterested Persons who know the facts of birth (name, date, place, parents).
Proof the mother was in the place of birth around the date (prenatal card, barangay/health center records).
Supporting records listed above.
Any available medical or clinic notes, even if informal.

Tip: Consistency across documents (name spellings, dates, parents’ details) is crucial. Inconsistencies may trigger the need for corrections after registration (via RA 9048/10172) or additional proof before registration.

Step-by-step process at a glance

Confirm no PSA record exists. Many LCRs require a PSA Negative Certification of Birth to ensure you are not creating a duplicate record.
Gather documents (see checklists) and fill out the Certificate of Live Birth (Form No. 102) for late registration.
Prepare affidavits:
- Affidavit for Delayed Registration (explains why the registration was late and affirms facts of birth).
- Acknowledgment of paternity / Affidavit to Use the Surname of the Father (AUSF) if applicable under RA 9255.
- Affidavits of two disinterested persons, if required.
File with the LCR, pay the applicable fees (vary by LGU and by notarization).
Posting/Examination: LCR examines the papers; some LGUs post a notice for a period or require barangay verification.
Registration: The LCR approves and enters the birth in the civil registry.
Endorsement to PSA: LCR transmits the entry to PSA for national indexing.
Request PSA certificate once the record is in PSA’s system (you can request at a PSA outlet or via authorized channels).

Processing times and exact steps vary. Follow your LCR’s guidance.

Naming, filiation, and RA 9255 (using the father’s surname)

Parents married at the time of birth: the child is legitimate and ordinarily carries the father’s surname. Provide the parents’ marriage certificate.
Parents not married at the time of birth: the child is illegitimate and ordinarily carries the mother’s surname.
- To use the father’s surname, comply with RA 9255: the father must acknowledge the child through the appropriate instrument (e.g., AUSF or Private Handwritten Instrument complying with rules). The LCR may require the father’s personal appearance and valid IDs.
- If the father is unavailable or unwilling, the mother’s surname is used. Do not invent consent documents—falsification has criminal penalties.
Legitimation by subsequent marriage: If the parents marry after the child’s birth, legitimation rules may apply, potentially changing the child’s status and surname. This is handled by the LCR (annotation/legitimation) with proof of subsequent marriage; requirements are technical—ask the LCR.

Special situations

1) Home or unattended birth

Expect heavier reliance on affidavits and community/health center records.
If a traditional birth attendant (hilot) is available, obtain a sworn statement describing the birth.

2) Born abroad (no prior Report of Birth)

Normally, births abroad of Filipino citizens are recorded by filing a Report of Birth at the Philippine Embassy/Consulate with jurisdiction over the place of birth, which is later transmitted to PSA.
If this was never done and the person is now in the Philippines, consult the Department of Foreign Affairs (DFA) and your LCR. Some cases require late Report of Birth through the Philippine Foreign Service Post; others may be routed by the LCR with DFA coordination.

3) Foundlings / abandoned children

Registration is done with the LCR using a Certificate of Foundling based on reports from authorities (barangay/police/DSWD/child-caring agency).
The record indicates the circumstances of discovery and any known facts. Subsequent adoption or court orders can update the civil registry.

4) Adoption

An adoption does not replace the need for a birth record. After adoption, the civil registry is amended (new certificate issued; original sealed) pursuant to the decree or administrative adoption order. Coordinate with the LCR/PSA after adoption is finalized.

5) Muslim personal law / Indigenous peoples

BARMM and other areas may implement culturally-sensitive processes while still integrating with the national civil registry. Expect coordination with Shari’ah or customary authorities and the LCR.

6) Late registration for adults

Bring as many early-life documents as possible (baptismal certificate, elementary school records, immunization card, old barangay certificates, parents’ IDs/records).
LCRs sometimes ask for police/NBI clearance or additional community attestations to guard against identity fraud.

7) Duplicate or previously registered under another name

Never file a new record to “fix” an old one. Duplicates can cause lifelong problems. If an erroneous record exists, use correction/amendment procedures (RA 9048/10172 or judicial petitions) or cancellation of erroneous entry, as advised by the LCR/counsel.

Common issues and how they’re addressed

Spelling mistakes / obvious clerical errors (e.g., “Maeria” vs “Maria”): Fix after registration via RA 9048 (clerical error correction).
Wrong day/month of birth or sex (clerical): RA 10172 allows administrative correction if the error is clearly clerical/typographical and supported by records.
Change of first name/nickname (e.g., “Baby Boy” to “Juan”): RA 9048 covers change of first name; justify with habitual use and supporting IDs/records.
Change of surname due to filiation (e.g., adding father’s surname): Use RA 9255 (acknowledgment/AUSF) or legitimation if parents married later; otherwise, adoption or court action.
Different dates across records: Harmonize using the earliest and most reliable documents (prenatal, baptismal, earliest school records), accompanied by affidavits.

Fees, penalties, and notarization

LCR filing fees vary by LGU.
Notarization is commonly required for affidavits (fees vary).
Some LGUs impose surcharges for delayed filing; others do not. Ask the cashier section of your LCR. Keep official receipts.

Practical tips to avoid setbacks

Name consistency matters. Ensure the same spelling across all documents, including parents’ names (watch out for middle names and maternal surnames).
Bring multiple proofs. The older the record, the better (baptismal certificate, elementary report cards, immunization booklet).
Avoid “fixers.” Only deal with the LCR/PSA and licensed notaries.
Keep copies. Digitize all documents and keep certified copies.
One identity, one record. If in doubt whether you were registered, secure a PSA negative certification first.
If the father’s surname is sought for an illegitimate child, plan for RA 9255 compliance early (father’s presence/IDs and AUSF).

Model forms (templates)

Note: Check your LCR’s prescribed format. The following language is illustrative.

A. Affidavit for Delayed Registration of Birth

AFFIDAVIT FOR DELAYED REGISTRATION OF BIRTH

I, [Name of Affiant], of legal age, [civil status], [citizenship], and resident of [Address],
after having been duly sworn, depose and state:

1. That I am the [mother/father/guardian/registrant] of [Child/Registrant’s Full Name];
2. That [he/she] was born on [Day Month Year] at [Place of Birth: hospital/clinic/barangay, City/Municipality, Province];
3. That the birth was not registered within thirty (30) days due to [state reason: e.g., home birth without attendant / loss of hospital records / lack of knowledge of requirement / displacement, etc.];
4. That I am executing this Affidavit to attest to the truth of the foregoing facts and to support the delayed registration of said birth with the Local Civil Registrar.

IN WITNESS WHEREOF, I have hereunto set my hand this [date] at [city/municipality], Philippines.

__________________________
[Name of Affiant]
[Government ID Number]

SUBSCRIBED AND SWORN to before me this [date] in [place], affiant exhibiting [ID type and number].
[Notary Public details]

B. Affidavit of Two Disinterested Persons (sample)

AFFIDAVIT OF DISINTERESTED PERSON

We, [Name 1] and [Name 2], both of legal age, citizens of the Philippines, and residents of [addresses],
after having been duly sworn, depose and state:

1. That we personally know [Registrant’s Name] and [his/her] parents [Mother’s Name] and [Father’s Name, if applicable];
2. That [Registrant’s Name] was born on [Day Month Year] at [Place of Birth];
3. That our knowledge is based on [relationship/circumstances], and we have no interest in the outcome of this registration.

IN WITNESS WHEREOF, we sign this Affidavit on [date] at [place].

__________________           __________________
[Name 1], Affiant            [Name 2], Affiant

SUBSCRIBED AND SWORN to before me...

C. Acknowledgment & AUSF (RA 9255) — guidance

Expect LCR-specific forms. Typically includes:
- Father’s acknowledgment of paternity;
- Mother’s consent (when required);
- Child’s details;
- Valid government IDs;
- Personal appearance requirements.
Ask the LCR for the AUSF template and checklist.

After registration: securing a PSA copy

Once the LCR transmits and PSA indexes your record, you can request a PSA-certified Birth Certificate at a PSA outlet or via authorized channels.
Bring valid ID and any reference information the LCR provides (registry number, year, etc.).
If PSA returns “no record,” return to the LCR to verify transmission/endorsement details.

Frequently asked questions (FAQ)

1) Can I register if I don’t know my exact birth date? Yes, but you must present convincing supporting documents and affidavits. The LCR will evaluate and may require additional proof.

2) My parents used a different first name for me growing up. What goes on the birth record? Register using the true facts of birth. If you want to change the first name you use in life, apply after registration under RA 9048 (showing consistent, habitual use of the preferred name).

3) The father refuses to sign. Can the child use his surname? No. Without the father’s acknowledgment (or legitimation/adoption/court order), an illegitimate child uses the mother’s surname.

4) Will I pay a penalty for being late? LCRs may charge fees/surcharges and require notarized affidavits. Amounts vary by LGU.

5) What if a different, erroneous birth record already exists? Do not create a new record. Use correction/cancellation processes (administrative or judicial) with the guidance of the LCR and, if necessary, counsel.

Checklist you can bring to the LCR

Filled-out Certificate of Live Birth (ask LCR for the current form)
Affidavit for Delayed Registration (notarized)
Affidavits of two disinterested persons (if no COLB/attendant)
Parents’ marriage certificate (if applicable)
Valid IDs of filer, parents, witnesses
Supporting records: baptismal, earliest school records, immunization, prenatal/clinic notes, barangay cert., etc.
PSA Negative Certification of Birth (if required by LCR)
AUSF / acknowledgment of paternity (if using father’s surname under RA 9255)
Official receipts and notarization proof

Final notes

Late registration is regularized through the LCR; the PSA issues certified copies after the LCR’s endorsement.
Prepare early, over-document, and keep everything consistent. When in doubt—especially for complex filiation, foundling, adoption, or duplicate-record cases—consult your LCR and consider getting legal advice.