Overview

The Certificate of Live Birth (Form 102) is the primary civil registry record proving a person’s birth facts in the Philippines. The Philippine Statistics Authority (PSA) maintains and issues certified copies (on PSA security paper, often called “PSA birth certificate”). This article explains, from a Philippine legal and procedural standpoint, (1) how a birth is registered for the first time, and (2) how to obtain a new PSA-issued copy afterwards, including corrections, late registration, and special cases.

Key distinction

Registration: Creating/recording the birth entry with the Local Civil Registry Office (LCRO) of the place of birth (or through a Report of Birth if born abroad).

Issuance: Getting a PSA-certified copy after the LCRO transmits the record to the PSA Civil Registry System (CRS).

Legal Bases & Key Agencies

Civil Registry Law under the Civil Code and related issuances; Implementing civil registry rules of the PSA/CRG (Civil Registration and Vital Statistics).
Family Code of the Philippines (legitimation by subsequent marriage; filiation rules).
Republic Act (RA) 9048 (as amended) – correction of clerical/typographical errors and change of first name/nickname administratively.
RA 10172 – administrative correction of clerical/typographical errors in day or month in the date of birth and sex if due to clerical error.
RA 9255 – use of the father’s surname by an illegitimate child, via Affidavit to Use the Surname of the Father (AUSF).
RA 11222 – administrative adoption for children whose births were simulated, with issuance of an amended birth certificate after compliance.
Apostille Convention (2019) – for foreign use, PSA certificates are authenticated by the DFA Apostille, not by the old “red ribbon.”

Primary actors:

LCRO – receives registrations, corrections, endorsements.
PSA–CRS – central repository, prints on security paper.
DFA – issues Apostille for foreign use (when required).

What Form 102 Contains

Form 102 (Certificate of Live Birth) typically includes:

Child’s name, sex, date and time of birth, place of birth, birth order, weight.
Parents’ details (names, citizenship, religion, residence, ages, occupations, marriage details if applicable).
Informant and attendant details (e.g., physician, midwife, hilot).
Registration particulars (registry number, dates, signatures).

I. First-Time Registration of a Birth (LCRO)

A. Deadline to Register

Within 30 days from birth. Filing beyond this period is late registration and requires additional proofs.

B. Who Files

Institutional birth (hospital/lying-in): The hospital/clinic administrator or attending health professional files.
Home/unattended birth: The parent (or nearest relative/guardian) files with the LCRO of the place of birth.

C. Core Requirements (typical)

Accomplished Form 102 (usually prepared/assisted by hospital or LCRO).
IDs of informant/parents.
Proofs of birth facts: e.g., birth record/certificate from hospital, prenatal/ultrasound records, immunization card, barangay certificate.
If parents are married: PSA or LCRO copy of marriage certificate.
If unmarried, additional requirements may include an Acknowledgment/Admission of Paternity, or AUSF if the child will use the father’s surname under RA 9255 (father must execute/consent).
Fees: LCRO documentary fees (vary by LGU).

D. Late Registration (filed after 30 days)

Expect to submit Affidavit of Late Registration plus two or more supporting documents showing birth facts and parentage (hospital/baptismal/school records, barangay certification, pre-/post-natal records, etc.). Adults applying for late registration of their own birth will also present government IDs and community corroborations. Some LGUs require a brief posting period or additional certifications.

E. Transmittal to PSA

Once accepted and encoded, the LCRO endorses/transmits the record to PSA–CRS. Only after PSA indexes the record can you request a PSA-certified copy.

II. Getting a New PSA-Certified Copy of a Birth Certificate

You may obtain a PSA copy only after the birth record exists in PSA’s database.

A. Ways to Request

Walk-in at any PSA–CRS Outlet (nationwide).
Online delivery platforms recognized by PSA (e.g., PSA’s official online portals or accredited service providers).
Authorized representative may apply with a valid ID and Authorization Letter from the owner/parent (if minor).

Tip: Bring one (1) valid government ID (and a second ID if available). Representatives must show their own ID plus the authorization and an ID of the document owner (or parent/guardian for minors).

B. Information You Must Provide

Full name (first/middle/last), sex, date and place of birth.
Parents’ full names (mother’s maiden name).
Purpose (e.g., passport, school, employment).
If previously received a “Negative Result/No Record”, bring the negative certification and any LCRO endorsement or reference numbers.

C. Fees and Processing Times

PSA charges a per-copy fee (base fee differs for walk-in vs. delivery; delivery adds courier/service charges).
Processing times vary by outlet and location; online requests include courier transit.
Fees/times change; always check prevailing rates posted at outlets or on official portals when you apply.

D. If the Record Is Not Yet in PSA

Ask the LCRO for the status of endorsement and request an endorsed copy to be sent to PSA.
For very recent registrations or late registrations, allow reasonable time for PSA indexing. You may temporarily use a Certified True Copy (CTC) from the LCRO if an institution accepts LCRO CTC pending PSA availability (acceptance is discretionary).

III. Correcting or Updating Entries Before Requesting a New PSA Copy

If your PSA certificate shows errors or needs updating, resolve them before relying on it for official transactions.

A. Clerical/Typographical Errors (RA 9048; RA 10172)

RA 9048 covers clerical/typographical errors and change of first name/nickname through the LCRO without a court case.
RA 10172 extends administrative correction to the day or month in the date of birth and sex, if the error is patently clerical (e.g., inconsistent with medical/hospital records).
Usual requirements: petition forms, IDs, supporting documents (e.g., medical/hospital records, school/baptismal records), publication (for change of first name), and fees.
File at the LCRO where the record is kept (or at place of residence with endorsement). After approval and PSA annotation, request a new PSA copy reflecting the correction.

B. Surname of an Illegitimate Child (RA 9255)

Child may use the father’s surname if the father acknowledges the child (e.g., signs the AUSF or jointly signs the birth certificate).
If changing to the father’s surname after initial registration, file the AUSF and supporting proof with the LCRO; the LCRO endorses for PSA annotation. After annotation, request a new PSA copy.
If the child is of age, personal consent may be needed in addition to the father’s acknowledgement.

C. Legitimation by Subsequent Marriage (Family Code)

If parents marry each other after the child’s birth, the child may be legitimated by subsequent marriage (subject to legal conditions).
File for legitimation at the LCRO with marriage certificate and child’s records; after approval and annotation, get a new PSA copy showing the child as legitimate and using the appropriate surname.

D. Court-Ordered Changes (e.g., Adoption, Change of Sex/Name not clerical, Cancellation)

Adoption (regular or under RA 11222 for rectified simulated births) results in an amended birth certificate. The LCRO issues the amended record upon receipt of the final decree/administrative order and endorses to PSA; request a new PSA copy afterward.
Substantial changes not covered by RA 9048/10172 (e.g., parentage, nationality disputes, change of sex not clerical) generally require a court order. The LCRO annotates upon receipt, then PSA issues an annotated/amended certificate.

E. Supplemental Reports

Minor additions (e.g., missing entries like middle name, religion) may be handled via Supplemental Report at the LCRO, with proofs. After annotation, obtain a new PSA copy.

IV. Special Situations

A. Births Abroad to Filipino Parents (Report of Birth)

File a Report of Birth at the Philippine Embassy/Consulate with jurisdiction over the place of birth.
The foreign post transmits to the DFA/PSA; later, the PSA can issue a “Transcribed/Reported” birth certificate. Processing times are longer due to inter-agency forwarding.

B. Foundlings / Late-Discovered Births

The LCRO may require police/barangay reports, DSWD documents, and supporting affidavits. After due process and registration, PSA issuance follows endorsement.

C. Muslim and IP Communities

While PD 1083 (Code of Muslim Personal Laws) governs personal status, births are still registered with the LCRO. Customary documents may supplement proofs. Coordinate with the LCRO and, where applicable, Shari’a courts/registrars for status annotations.

D. Multiple or Conflicting Records

If duplicate or conflicting entries exist, the LCRO and PSA will require verification and appropriate legal remedy (cancellation/annotation/court order) before issuing a final, usable copy.

V. Using Your PSA Birth Certificate for Official Purposes

Domestic use (schooling, employment, government services): An updated, legible PSA copy is generally required; some agencies demand a recently issued copy (e.g., issued within the last 6–12 months).
Foreign use (immigration, marriage, school, work abroad): Obtain a DFA Apostille on the PSA certificate if the destination country is an Apostille party. If the destination is not a party, follow that country’s authentication/consular legalization requirements.

VI. Practical Steps & Checklists

A. If You Need a New PSA Copy (record already exists)

Prepare details and IDs (owner’s ID or parent’s ID for minors).
Apply in person at a PSA–CRS outlet or use an official online delivery channel.
Pay the applicable fees per copy.
Receive the certificate (same day for walk-ins when available; delivery for online).
If “No Record”, return to the LCRO to verify endorsement and request an LCRO-to-PSA endorsement.

B. If the Birth Has Never Been Registered

Go to the LCRO of the place of birth.
File Form 102 with required proofs.
If beyond 30 days, complete late registration affidavits and supporting documents.
Pay LCRO fees; track endorsement to PSA.
After PSA indexing, request a PSA-certified copy.

C. If There’s an Error on Your PSA Copy

Identify whether the error is clerical/typographical (RA 9048/10172) or substantial (court order).
File the proper petition at the LCRO; complete publication if needed (e.g., change of first name).
Await LCRO approval and PSA annotation.
Request a new PSA copy reflecting the correction/annotation.

VII. Documents Commonly Requested (Have As Many As You Can)

Government ID(s) of applicant/parents.
Hospital/lying-in birth record, attendant’s certification, or barangay certificate for home birth.
Marriage certificate of parents (if married).
Baptismal, school, prenatal/ultrasound, immunization cards, medical records.
Acknowledgment of paternity / AUSF (if using father’s surname under RA 9255).
Affidavit of Late Registration and supporting proofs (for late filings).
Court order/decision or administrative order (adoption, legitimation, substantial changes).
Authorization letter and owner’s/parent’s ID (if via representative).

VIII. Fees, Timelines, and Validity Notes

Fees differ between LCRO registration services and PSA issuance; online delivery adds service and courier charges.
Processing times vary by LGU, backlog, and method (walk-in vs. delivery).
A PSA birth certificate does not expire, but agencies may ask for recently issued copies.
Always verify current fees and IDs required at the outlet/portal you intend to use.

IX. Troubleshooting & Frequently Asked Questions

Q1: I registered at the LCRO but PSA says “No Record Found.” What now? Ask the LCRO whether the record was endorsed to PSA and request follow-up endorsement with tracking/reference details. You may temporarily use an LCRO Certified True Copy where acceptable.

Q2: My child is illegitimate; can they use their father’s surname? Yes, if the father acknowledges the child and executes an AUSF (or jointly signs at registration). File with the LCRO; after PSA annotation, request a new PSA copy.

Q3: The sex or birth month on the PSA copy is wrong. If it’s a clerical error, file a RA 10172 petition with supporting medical records. After approval and PSA annotation, get a new PSA copy.

Q4: I was adopted—should I use my old or amended birth certificate? Use the amended certificate issued after adoption proceedings. If you only have the old copy, request the amended PSA copy (post-annotation).

Q5: I need to use my certificate abroad. After obtaining your PSA copy, get a DFA Apostille (or follow the destination country’s legalization process if not under Apostille).

Q6: Can I correct my last name spelling through RA 9048? If it’s clearly clerical/typographical, RA 9048 applies. If it changes civil status, filiation, or nationality, it typically requires a court order.

Conclusion

To obtain a new PSA birth certificate, confirm that the birth is duly registered and endorsed to PSA. If not yet registered, complete LCRO registration (or late registration). If errors exist, use the appropriate administrative correction (RA 9048/10172) or court process. Once the entry is correct and in PSA’s system, request a PSA-certified copy through a PSA–CRS outlet, an authorized online channel, or via a representative. Keep government IDs handy, anticipate fees, and—if using the document abroad—secure a DFA Apostille.