I. Overview

When a Filipino child is born abroad, the Philippine government does not automatically receive notice of the birth. To have the birth recognized in the Philippines, the parents must file a Report of Birth (ROB) with a Philippine Embassy/Consulate or with the Department of Foreign Affairs (DFA) through its consular offices in the Philippines.

Many parents only realize later that they want to add a second given name (for example, changing “Juan” to “Juan Miguel”). This raises two separate but related legal questions:

How do you properly file the Report of Birth with the DFA?
When and how can a second given name be added under Philippine law?

This article explains both, in a Philippine legal context, and points out the limitations: you cannot simply “add a name” at will if it is not reflected in the originating foreign birth record.

II. Legal Framework

Citizenship and Civil Registration
- The Philippines follows jus sanguinis: a child is a Filipino if at least one parent was a Filipino at the time of birth (Article IV, 1987 Constitution).
- Act No. 3753 (Civil Registry Law) governs civil registration in general.
- Filipinos born abroad must have their births reported to Philippine authorities so that PSA (Philippine Statistics Authority) can eventually issue a Philippine civil registry document.
Role of the DFA and Foreign Service Posts
- Embassies and consulates act as civil registry offices abroad for Philippine citizens.
- They receive and process Reports of Birth and transmit them to the DFA/PSA.
- The DFA itself does not freely “invent” or “modify” civil status or names; it transcribes from documents or acts on properly processed corrections/petitions.
Name Changes and Corrections
- RA 9048, as amended, allows administrative correction of the first name or nickname and certain clerical errors in the civil registry without going to court.
- RA 10172 covers clerical errors involving date of birth and sex, among others.
- These laws are implemented through Local Civil Registrars (LCRs) and, for those abroad, through Philippine Embassies/Consulates designated as petition-receiving offices—not through routine DFA passport processing alone.

In short: the name on the birth record is king. DFA’s role is to record and transmit, not to casually change names.

III. What Is a Report of Birth?

A Report of Birth (ROB) is the Philippine civil registry record of the birth of a Filipino citizen that occurred outside the Philippines.

It is not the same as the foreign country’s birth certificate.
It serves to:
- Record the child’s birth in Philippine civil registry.
- Form the basis for the eventual PSA-issued “Certificate of Birth” for a person born abroad.
- Provide the main reference for future transactions such as passport issuance, school, employment, inheritance, and other legal matters.

The ROB must generally reflect what is written in the foreign birth certificate—including the child’s full name, date and place of birth, and parents’ details.

IV. Naming Rules: Surnames, Middle Names, and Given Names

Surname
- Determined primarily by legitimacy and RA 9255 (use of the father’s surname by illegitimate children in certain conditions).
- For children born abroad, the surname in the ROB will usually follow:
  - The parents’ choice as allowed under Philippine law, and
  - What appears in the foreign birth certificate.
Middle Name
- The use of middle names in the Philippines is mostly a legal custom and practice, not always explicitly codified.
- Typically:
  - Legitimate child: mother’s maiden surname becomes the middle name.
  - Illegitimate child not using the father’s surname: often no middle name; practices vary.
Given Name(s)
- Everything other than the surname and the middle name is a given name.
- Examples:
  - “Juan” – single given name.
  - “Juan Miguel” – two given names.
- Under RA 9048, any alteration that changes or adds to the first name is treated as a change of first name, which requires a petition (not just a simple request to DFA).

In civil registry practice, adding a second given name such as “Miguel” to “Juan” is not a minor clerical correction. It is a substantive change to the child’s registered first name.

V. General Steps to File a Report of Birth With DFA / Embassy

Although exact formats and minor requirements may vary slightly per embassy/consulate, the core steps are similar.

1. Identify the Proper Office

If you are still abroad:
- File with the Philippine Embassy or Consulate having jurisdiction over the place of birth.
If you are now in the Philippines and the child was born abroad:
- In many cases, you may process the ROB via DFA’s consular offices / Office of Consular Affairs, which will coordinate with the PSA and relevant post.

2. Determine Timeliness: On-Time vs Late Registration

Within 1 year from the child’s birth:
- Usually considered timely reporting, simpler requirements.
After 1 year:
- Considered delayed or late registration.
- Usually requires:
  - Affidavit of Delayed Registration explaining why the report was not filed earlier.
  - Additional supporting documents showing that the child has existed and has been known under that name (school/baptismal records, medical records, etc.).

3. Prepare Required Documents (Typical List)

While the exact list can vary, generally expect:

Child’s foreign birth certificate (long-form, not just the short extract), duly:
- Authenticated or apostilled, depending on the foreign country’s practice.
Passports of parents:
- Filipino parent’s passport (to prove citizenship at time of birth).
- Other parent’s passport (if foreign).
Proof of parents’ civil status:
- Philippine marriage certificate (PSA copy) if married.
- If unmarried:
  - Affidavit of illegitimacy, or
  - Acknowledgment/recognition documents, as relevant.
Valid IDs of the informant (usually one of the parents).
Photos and forms required by the specific Embassy/Consulate or DFA office.
For delayed ROB:
- Additional documentary proof of the child’s identity and existence over time.

Always ensure that spellings of names, dates, and places are consistent across all documents.

4. Accomplish the Report of Birth Form

The ROB form will ask for:

Child’s name:
- Given name(s)
- Middle name (if any)
- Surname
Date and place of birth
Sex
Citizenship of child
Parents’ full names, citizenship, and marriage details
Informant’s details and signature

Crucial point: The child’s name in the ROB must generally mirror the foreign birth certificate. If the foreign certificate says “Juan Santos,” you cannot simply write “Juan Miguel Santos” on the ROB if “Miguel” does not appear anywhere on the foreign record.

5. Personal Appearance and Oath

Usually, at least one parent must appear personally.
Documents are reviewed, and the informant may be asked to sign in front of a consular officer.
For delayed registration, expect additional questioning or detailed affidavits.

6. Payment of Fees

Fees generally cover:
- Filing of ROB.
- Authentication/notarial fees, if any.
- Transmission to DFA/PSA.
Exact amounts and currency depend on the post.

7. Transmission and PSA Issuance

The Embassy/Consulate transmits the ROB to the DFA / PSA in the Philippines.
After processing, the PSA can eventually issue a Certificate of Birth (ROBF-type) indicating that the child was born abroad but registered through a Report of Birth.
This PSA-issued document is what DFA will usually want to see for passport applications in the Philippines.

VI. Adding a Second Given Name: Key Scenarios

Now to the heart of the concern: adding a second given name for the child.

Scenario A: The Foreign Birth Certificate Already Has Two (or More) Given Names

Example: Foreign certificate: “JUAN MIGUEL CRUZ SANTOS”.

The ROB should transcribe exactly those names:
- Given name(s): JUAN MIGUEL
- Middle name: CRUZ
- Surname: SANTOS
The DFA/Embassy is not inventing anything; it is simply copying from the foreign record.
In this scenario:
- The second given name is not being “added” by DFA; it is being acknowledged, since it already appears on the foreign birth certificate.
- No RA 9048 petition is generally needed for this.

Practical tip: If you are still in the process of registering the birth abroad with the foreign country, and you know you want a second given name, include it on the foreign birth certificate from the start. This makes the ROB straightforward.

Scenario B: The Foreign Birth Certificate Shows Only One Given Name, but Parents Want to Add a Second Given Name on the ROB

Example: Foreign birth certificate: “JUAN CRUZ SANTOS” (only “Juan” as given name). Parents want the child to be “JUAN MIGUEL CRUZ SANTOS” in Philippine records.

This is where it becomes legally delicate.

General Rule Philippine civil registry practice requires that the ROB match the foreign birth certificate.
- If the foreign record only has “Juan,” the ROB should also reflect only “Juan.”
- Writing “Juan Miguel” on the ROB, when “Miguel” is absent from the foreign record, creates discrepancies between two official birth records.
Why DFA Usually Cannot Just Add the Name
- DFA/Embassy staff are bound to follow the underlying civil registry law.
- Adding “Miguel” would be a substantive change amounting to a change of first name, not a minor clerical correction.
- Such change is governed by RA 9048 and must follow its procedure; it is not something that can be casually done in the ROB form.
Lawful Options in This Situation

Option 1: Correct or Amend the Foreign Birth Record First
- Parents may ask the foreign civil registry to:
  - Amend the child’s name to add “Miguel,” or
  - Record the full name as “Juan Miguel” through their own legal or administrative process.
- Once the foreign birth certificate shows “Juan Miguel,” the ROB and subsequent Philippine documents can mirror that record.
Option 2: File the ROB as Is (With Only One Given Name) and Later Use RA 9048
- Parents may file the ROB using the original foreign birth certificate (“Juan” only).
- When the child is older or when there is sufficient documentary support, they may file a petition to change the first name under RA 9048.
- The ground often used is that the child has been habitually using the name “Juan Miguel” and that the change is not for fraudulent purposes.
- This petition is filed with:
  - The Local Civil Registrar having jurisdiction over the place where the birth is registered in the Philippines, or
  - The Philippine Embassy/Consulate authorized to accept RA 9048 petitions (for those abroad).

In short: for Scenario B, you cannot simply “add” the second given name when filing the ROB if it does not appear in the foreign birth certificate. You need either a prior foreign amendment or a later RA 9048 petition.

Scenario C: The Child Already Has a PSA Record (From a Previous ROB), and Parents Now Want a Second Given Name

Example: PSA record shows “JUAN CRUZ SANTOS.” Child and parents now consistently use “JUAN MIGUEL CRUZ SANTOS.”

Here, the ROB and PSA record already exist. The path is clearly RA 9048:

File a petition for change of first name to insert “Miguel.”
Provide proof that:
- The child has habitually used the name with the second given name (school records, IDs, medical records, etc.).
- The change will not prejudice any third person and is not for fraudulent purposes.
Once granted, the change will be annotated on the PSA birth certificate.

The DFA, when issuing or renewing passports, will then follow the corrected PSA record.

VII. RA 9048 Petition: Adding / Changing a First Name

While the full details of RA 9048 are beyond the scope of this article, key points related to adding a second given name are:

Who May File
- The person whose name is to be changed, if of legal age.
- If the child is a minor, parents or legal guardians may file on the child’s behalf.
Where to File
- Local Civil Registrar of the city/municipality where:
  - The birth is registered, or
  - The petitioner is residing.
- For those abroad, certain Philippine Foreign Service Posts may receive RA 9048 petitions and act as “liaison” with the appropriate LCR/PSA.
Grounds for Change of First Name
- The name is ridiculous, tainted with dishonor, or extremely difficult to write or pronounce; or
- The new first name has been habitually used and the person has been publicly known by that name; or
- The change will avoid confusion.
Adding a second given name (e.g., from “Juan” to “Juan Miguel”) often relies on habitual use and the need to avoid confusion.
Supporting Documents
- PSA copy of birth certificate (original and photocopies).
- Valid IDs of petitioner.
- NBI and/or police clearance.
- Barangay clearance.
- School records, baptismal certificates, medical records, employment records, etc., showing habitual use of the desired name.
- Affidavits from disinterested persons in the community.
Process and Effect
- Filing of petition and payment of fees.
- Publication/notice and evaluation by the Civil Registrar.
- Decision granting or denying the petition.
- If granted:
  - Annotation is made on the birth certificate.
  - PSA issues an annotated copy reflecting the change.

DFA will then treat that annotated PSA record as the controlling document for the child’s legal name.

VIII. Interaction With DFA Passport Applications

Primary Basis: PSA Birth Certificate / ROB Record
- For Filipinos born abroad, the PSA-issued certificate based on the ROB is the standard reference.
- DFA will not usually issue a passport name inconsistent with the PSA birth record.
When There Is a Mismatch
- If the child’s school, medical, or daily-use name includes a second given name not reflected in the PSA birth certificate, DFA will typically:
  - Follow the PSA birth record, not the informal name.
  - Ask you to reconcile the discrepancy, usually via RA 9048 or a court order.
Practical Consequences of Not Regularizing the Name
- Problems enrolling in school or taking board exams.
- Difficulties with immigration authorities abroad.
- Issues in contracts, inheritance, and property documents.
- Complications in renewing or changing passports.

For this reason, it is strongly advisable to regularize the name through proper legal channels instead of relying on informal usage.

IX. Special Situations

Child Born Out of Wedlock
- The choices for surname and middle name can be more complex and must consider:
  - Whether the father acknowledged the child.
  - Whether RA 9255 requirements were satisfied to use the father’s surname.
- The ROB and name entries must align with both Philippine law and the foreign birth record.
Dual Citizens and Foreign Naming Conventions
- Some countries allow multiple given names and flexible surname combinations.
- The Philippines generally follows its own conventions:
  - One or more given names, one middle name (if any), one surname.
- Careful thought should be given at the time of the foreign registration to avoid future conflicts.
Delayed Reporting of Birth
- The longer the delay, the more documentation and explanation are typically required.
- For very late reporting (many years after birth), proving identity and continuity of name usage becomes central—especially if you are also trying to establish a second given name via RA 9048.

X. Practical Tips for Parents

Decide the full name early. When registering the child’s birth abroad, think about the long-term name you want, including any second given name. It is much easier if the foreign birth certificate already contains the complete name.
Aim for consistency. Use the same full name on:
- Foreign birth certificate
- Report of Birth
- School records
- Medical and baptismal records
Keep multiple certified copies. You will need them for ROB, RA 9048 petitions, passport applications, and other legal processes.
Avoid unofficial “nicknames” in legal documents. If you want “Miguel” to be more than a nickname, ensure it is part of the formal given name either from the start or through a lawful name-change process.
If unsure, seek professional help. A lawyer familiar with Philippine civil registry law or an experienced consular staff member can help you identify the safest approach.

XI. Conclusion and Caution

Filing a Report of Birth with the DFA or a Philippine Embassy/Consulate is essential to ensure that a Filipino child born abroad is properly recorded in the Philippine civil registry. When it comes to adding a second given name, however, parents must understand that:

DFA cannot simply add a name that does not appear on the underlying foreign birth certificate.
Substantive changes to a child’s first name—like adding a second given name—are governed by RA 9048 and related laws.
The safest approach is either:
- To ensure the foreign birth record already reflects the complete desired name; or
- To follow the formal name-change procedures when needed.

This discussion is for general information only and does not replace individualized legal advice. For specific cases, it is wise to consult a Philippine lawyer or directly inquire with the relevant Philippine Embassy/Consulate or DFA office, bringing copies of your actual documents for review.