In the Philippine legal system, a Certificate of Live Birth (COLB) serves as the primary evidence of a person’s identity, filiation, and civil status. However, when changes occur in a person's legal status—such as legitimation, adoption, or a correction of entry—the original birth record must be updated. This process results in an Annotated Certificate of Live Birth issued by the Philippine Statistics Authority (PSA).
An annotation is a formal remark placed on the margin of the birth certificate indicating that a legal instrument or court decree has been registered, thereby modifying the original information.
Common Grounds for Annotation
An annotated birth certificate is required when the underlying facts of a person’s birth or status have been legally altered. The most frequent grounds include:
- Legitimation: When a child is born to parents who were not married at the time of conception but subsequently marry, the child’s status is upgraded from "illegitimate" to "legitimated."
- Administrative Correction of Entry (R.A. 9048 / R.A. 10172): Used for correcting clerical or typographical errors (e.g., misspelled first names, day/month of birth, or gender) without a court order.
- Supplemental Report: To supply missing information that was inadvertently omitted at the time of registration (e.g., the child’s first name).
- Recognition/Acknowledgment of Paternity: When an unwed father formally admits paternity through an Affidavit of Admission of Paternity (AAP) or an Authority to Use the Surname of the Father (AUSF) under R.A. 9255.
- Court Decrees: Judicial orders for change of name, adoption, annulment of marriage (affecting parental status), or correction of substantial entries.
The Two-Step Process: Local to National
The PSA does not unilaterally annotate records. The process must originate at the Local Civil Registry Office (LCRO) where the birth was originally registered.
1. Registration at the LCRO
Before the PSA can issue an annotated copy, the legal instrument (e.g., Affidavit of Legitimation, Court Order, or Correction Decree) must be filed and registered with the LCRO of the city or municipality where the birth occurred.
- Requirements: Usually include the original birth certificate, the legal document (notarized or court-certified), and supporting IDs.
- The Result: The LCRO will "annotate" their local copy and issue a Certified True Copy (CTC) of the birth certificate bearing the marginal remarks.
2. Transmission to the PSA
Once the LCRO has processed the annotation, the record must be transmitted to the PSA Main Office for "loading" into the national database. While LCROs conduct periodic transmissions, applicants can often request an Advance Transmission (via courier like DHL or LBC) to speed up the process.
Requirements for Requesting the PSA Copy
Once the record is updated in the PSA database, the applicant can request the security paper (SECPA) version. The following are required:
| Requirement | Description |
|---|---|
| Application Form | Available at PSA Census Serbilis Centers or online. |
| Valid ID | Government-issued identification of the owner or the requester. |
| Authorization Letter | Required if the requester is not the owner, parent, spouse, or direct descendant. |
| Proof of Registration | A CTC of the annotated birth certificate from the LCRO and the transmittal tracking number (if available). |
How to Request the Certificate
There are three primary avenues for obtaining the final annotated document:
- Walk-in at PSA Serbilis Centers: The fastest method. Applicants can go to any PSA outlet, submit the request, and pay the prescribed fee. If the record is already updated, it is often released within the same day or a few working days.
- PSA Serbilis (Online): For those unable to visit a center, the PSA Serbilis website allows for online application and door-to-door delivery. However, this is only advisable if you are certain the database has already been updated.
- SM Business Centers: Most SM Malls act as partner hubs for PSA applications. This typically takes longer (1-2 weeks) as they act as a third-party courier.
Vital Timelines and Considerations
- Processing Time: The transition from LCRO registration to PSA database availability typically takes two to six months under standard procedures. Using "Advance Transmission" can reduce this to approximately one month.
- The "Un-annotated" Error: If you request a PSA birth certificate and it arrives without the annotation, it means the PSA has not yet received or processed the documents from the LCRO. In this case, you must provide the PSA with the Transmittal Schedule (date and reference number) from the LCRO to trigger a manual search and update.
- Fees: Fees vary depending on whether the request is made in person or online, generally ranging from ₱155.00 to ₱365.00 per copy.
Summary of Legal Effect
The annotated certificate does not erase the original entries; rather, it provides a legal narrative in the margins that clarifies the current, lawful status of the individual. This document is mandatory for passport applications, inheritance claims, and professional licensing when a change in civil status has occurred.