In the Philippine legal landscape, a person’s name is a core component of their civil identity. However, instances arise where an individual—often due to indigenous cultural practices, historical naming conventions, or specific circumstances of birth—does not possess a registered last name. Requesting civil registry documents from the Philippine Statistics Authority (PSA) under these circumstances requires a nuanced understanding of administrative procedures and the Rules on Civil Registration.
The Legal Framework of Names
Under the Civil Code of the Philippines and the Rules and Regulations Governing the Registration of Acts and Events Concerning Civil Status, a name typically consists of a given name and a surname. However, the PSA recognizes that some Filipino citizens, particularly members of certain Indigenous Cultural Communities (ICCs), may traditionally use only a single name (mononym).
Filing the Request: Procedural Steps
When a last name is absent from a birth record, the standard online or kiosk-based application systems—which usually mandate a "Last Name" entry—may present technical hurdles. The following strategies are employed to navigate the PSA’s verification process:
1. The "No Last Name" (NLN) Protocol
In the PSA’s internal database management, if a person truly has no last name on their birth certificate, the field is often left blank or tagged with a specific code.
- Manual Application: It is highly recommended to file the request in person at a PSA Census Serbilis Outlet.
- The Application Form: On the standard application form, the "Last Name" field should be marked with "NOT APPLICABLE" or "N/A". Inform the counter officer immediately that the record being sought is a "Single Name" record.
2. Documentary Requirements
To facilitate the search and prove identity without a surname, the applicant should provide:
- A Copy of the Birth Certificate (if available): Even an old, blurred, or unofficial copy helps the PSA locate the specific Registry Number and Book Number.
- Valid Government ID: Since most IDs require a last name, individuals in this situation often use IDs that reflect their single name as it appears on their birth record.
- Affidavit of Identity: In complex cases, an affidavit executed by the party (or parents) affirming that the individual has been known by a single name since birth can serve as supplemental proof.
Common Scenarios and Solutions
| Scenario | Legal/Administrative Solution |
|---|---|
| Indigenous Name Practices | The Indigenous Peoples' Rights Act (IPRA) protects the right of ICCs to their cultural identity. PSA clerks are trained to process these records using the specific "Single Name" search parameter. |
| Missing Surname on Record | If the surname is missing due to a clerical error (rather than a cultural practice), the party must first undergo a Correction of Clerical Error (R.A. 9048) at the Local Civil Registry Office (LCRO) before a standard PSA copy can be issued with a last name. |
| Illegitimate Children | Under R.A. 9255, an illegitimate child may use the father's surname if acknowledged. If not acknowledged, they use the mother’s surname. It is rare for an illegitimate child to have no surname, as they default to the mother's. |
Technical Obstacles in Online Requests
The PSA Serbilis and PSA Helpline websites are programmed with mandatory fields. If an individual attempts to file online:
- System Rejection: The system may not allow the form to be submitted if the surname field is empty.
- Inputting "N/A": While some systems accept "N/A," this can lead to a "Negative Result" certification because the system searches for the literal string "N/A" as a surname.
- Best Practice: Avoid online portals for mononymous records. Personal appearance allows for a manual override and a "Partial Search" based on the First Name, Date of Birth, and Place of Birth.
Important Considerations
- Certificate of Negative Appearance: If the PSA cannot find the record because of the naming anomaly, they will issue a Negative Result. This document is a prerequisite for filing a Delayed Registration of Birth at the LCRO, where a last name can finally be formally registered.
- The Role of the LCRO: The Local Civil Registry Office where the birth occurred is the primary custodian. If the PSA database (central office) does not reflect the "No Last Name" status correctly, the applicant must request the LCRO to endorse a clear copy of the local record to the PSA.
Conclusion
Filing a PSA request without a last name is a deviation from standard administrative flow but is legally protected under the principle of recognizing diverse Filipino identities. Success relies on manual filing, explicit communication with PSA personnel regarding the "Single Name" status, and, if necessary, providing a Registry Number to bypass database search limitations.