How to Get a PSA Birth Certificate Apostilled in the Philippines (for Use Abroad)

Philippine legal guide, practical and comprehensive. Updated to the best of my knowledge as of 2024. Procedures and fees change—confirm operational details with the DFA office you’ll visit and with the institution abroad that will receive your document.

Snapshot: Key Points

What: An apostille is a certificate attached by the Philippine Department of Foreign Affairs (DFA) that confirms the authenticity of the signature/seal on a Philippine public document—like a PSA birth certificate—so it can be recognized in another country that is party to the Hague Apostille Convention (1961).
Who issues it: Only the DFA (Office of Consular Affairs and DFA Consular Offices) may issue Philippine apostilles. Philippine embassies/consulates do not issue apostilles.
When it works: Valid only in Apostille-Convention countries. If your destination isn’t a party, you’ll need consular legalization (DFA authentication plus legalization by that country’s embassy/consulate).
What you submit: An original PSA-issued birth certificate printed on PSA security paper (not a photocopy or scan), valid government ID, and—if using a representative—an authorization letter and ID copies.
Copies: Each apostille attaches to one original. If you need three apostilled copies, bring three original PSA copies.

1) The Legal Basis, in Plain English

The Hague Apostille Convention (1961) abolishes consular legalization between member states. An apostille does not validate the content of your birth certificate; it certifies the origin/signature/seal of the issuing authority so a foreign authority may accept it without embassy legalization.
The Philippine Statistics Authority (PSA) is the civil registry agency (established by RA 10625), which issues certified copies of birth/marriage/death records.
The DFA is the Philippine “Competent Authority” designated to issue apostilles on Philippine public documents.

2) Is a PSA Birth Certificate “Apostillable”?

Yes. PSA birth certificates printed on PSA Security Paper (SECPA) are standard public documents. They typically already bear the name/seal of the PSA Civil Registrar General (and identifiers/QRs depending on the print format). Bring the original, clean, unlaminated sheet.

Tip: Apostille rules don’t impose a “freshness” date, but foreign institutions often do (e.g., issued within the last 3–6 months). If in doubt, order new PSA copies.

3) Apostille vs. Consular Legalization (Non-Apostille Countries)

Apostille route (destination is a Convention member): PSA birth certificate → DFA Apostille → Submit abroad. No foreign embassy step.
Legalization route (destination isn’t a Convention member): PSA birth certificate → DFA Authentication (for non-apostille use) → Legalization at the destination country’s embassy/consulate in the Philippines → Submit abroad. Always ask the receiving authority which route they require.

4) Pre-Requisites Checklist

PSA Birth Certificate (Original) on security paper (one original per apostille needed).
Valid Government ID of the owner or parent/legal guardian/authorized representative.
Authorization Documents if using a representative:
- Signed authorization letter (simple letter is usually acceptable for DFA filing).
- Owner’s ID photocopy and Representative’s original ID.
- For minors: parent can sign; for guardians: bring proof of guardianship.
Appointment (if required by your chosen DFA site). Walk-in policies vary; priority lanes commonly exist for senior citizens, PWDs, pregnant women, and minors—check your chosen office’s rules.
Enough PSA Originals (order extra if you may need more abroad).
If translation is required abroad:
- Get a professional translation.
- Have the translator execute a notarized translator’s affidavit.
- Apostille the notarial certificate (you apostille the notary’s certification, not the translation text itself).
Special records (adoptions, late registrations, annotated entries): make sure the PSA copy already carries the relevant annotations. If a correction is pending (e.g., under RA 9048/RA 10172), finish that first or ask the receiving authority if an annotated certificate is acceptable.

5) Step-by-Step: Getting the Apostille in the Philippines

A. Secure the PSA Birth Certificate

Get an original PSA copy (walk-in at a PSA outlet or order delivery to a Philippine address). Do not laminate or deface it.

B. Book/Confirm Your DFA Plan

Choose your DFA Consular Office (e.g., DFA-ASEANA or a regional office).
Set an appointment if required. Some sites accept limited walk-ins; policies differ by location.

C. Submit & Pay

Bring:
- Original PSA birth certificate(s)
- Valid ID
- Authorization packet if using a representative
Select service type (regular/expedite if available) and pickup or courier.
Pay the fee per document (each original is a separate apostille transaction).

D. Claim or Receive by Courier

On the release date, claim the document or await courier delivery.
The apostille is typically a separate certificate stapled/riveted to your PSA copy.

6) Step-by-Step: If You’re Outside the Philippines

You cannot obtain a Philippine apostille from a Philippine embassy/consulate abroad; Philippine apostilles are issued only by DFA in the Philippines. Your options:

Authorize a Representative in the Philippines
- Send an authorization letter and ID copies.
- Courier your original PSA certificate(s) to your representative (or have new PSA copies delivered to them).
- They will file at DFA, pay, and arrange pickup/courier.
Use a Private Courier/Processor
- Many people hire a courier agent to handle PSA procurement and DFA filing.
- Do your due diligence; procedures and pricing vary.

Note: Some receiving institutions abroad allow you to present the apostilled document electronically (e.g., by QR verification) while still requiring the physical original. Follow the receiving authority’s exact instructions.

7) Typical Fees & Timelines (Indicative)

Per document fee at DFA (charged per original).
Regular processing commonly takes a few working days; expedite options at some sites may offer next-business-day or faster turnaround.
Courier fees are separate.
PSA issuance costs are separate (per copy).

These figures vary by office and change over time; verify current rates and service levels for your specific DFA site.

8) Document Standards & Handling

Original, unlaminated PSA security paper only. Photocopies, scans, and laminated sheets are not acceptable for apostille.
Keep pages clean and intact. Apostille certificates are physically attached; do not remove staples or rivets.
If an institution requires multiple apostilled copies, obtain multiple PSA originals and apostille each one.

9) Representation Rules, Parents & Guardians

A parent may file for a minor child with the child’s PSA birth certificate and the parent’s ID.
A legal guardian should bring proof of guardianship.
An authorized representative should bring:
- Signed authorization letter from the document owner (or parent/guardian).
- Photocopy of the owner’s ID and representative’s original ID.
- Some offices may ask for additional proof for sensitive cases; bring what’s reasonable (e.g., relation proof).

10) Special Situations

New or Late Registrations / Records not yet at PSA: The DFA generally expects a PSA-issued copy. If your Local Civil Registry (LCR) record isn’t yet transmitted to PSA, coordinate with the LCR for endorsement to PSA and wait for the PSA copy to become available.
Clerical Errors / Wrong Sex / Wrong Date: Minor corrections may be processed under RA 9048/10172. Apostilling a record with unresolved errors risks rejection abroad—fix first when possible.
Adoption / Legitimation / Court Orders: Ensure your PSA copy already reflects the annotation/judgment. If you must present the court decision, apostille the certified true copy of the court judgment as well (judicial documents are also apostillable).
Translations: If the receiving country requires its language, get a professional translation, notarize the translator’s affidavit, then apostille the notarial certificate.

11) After You Receive the Apostille

Check details: names, dates, reference numbers, and attachment integrity.
Verification: Many apostilles include features (e.g., serial/QR) that the foreign authority can use to verify authenticity.
No intrinsic expiry: The apostille itself doesn’t expire, but the recipient may still insist on a recently issued civil registry copy.
Keep intact: Do not remove the apostille from the PSA document.

12) Frequently Asked Questions (FAQ)

Q1: Can I apostille a photocopy of my PSA birth certificate? No. You need an original PSA copy on security paper. Each apostille attaches to one original.

Q2: My destination country isn’t in the Apostille system. What do I do? Use the legalization route: PSA birth certificate → DFA authentication for non-apostille destination → legalize at that country’s embassy/consulate in the Philippines.

Q3: Do I need a PSA “Advisory on Birth” as well? Only if the foreign authority asks. The apostille works on the document they require. If they ask for an Advisory (e.g., to check amendments), obtain it from PSA and apostille each document they will rely on.

Q4: Will DFA apostille a Local Civil Registrar (LCR) copy? Best practice is to use the PSA copy. If the PSA copy isn’t available yet, check with DFA and the receiving authority; some processes require that the LCR record be transmitted and certified by PSA first.

Q5: I’m abroad. Do I need a Special Power of Attorney (SPA) for my representative? For DFA filing, a simple authorization letter plus IDs commonly suffices. Some PSA transactions or third-party processors may insist on an SPA, and foreign embassies/legal matters abroad often require one. If in doubt, prepare an SPA to avoid delays.

Q6: How many apostilled copies should I get? Ask the receiving institution. If multiple offices will keep an original, apostille multiple PSA originals.

Q7: Do I need to translate the apostille itself? Usually not. If the foreign authority requires translation of the birth certificate, apostille the notarial certificate for the translator’s affidavit. Follow the receiving authority’s exact instructions.

13) Simple Authorization Letter Template

Date: ____________

To: Department of Foreign Affairs – [Name of Consular Office]

I, [Full Name of Owner as on PSA], born on [DD/MM/YYYY], hereby authorize
[Full Name of Representative], with ID no. [ID Number and Type], to submit,
pay for, and claim my PSA Birth Certificate for apostille/authentication.

Document:
- PSA Birth Certificate (Original), [Number of originals]

Reason for use abroad: [e.g., immigration/employment/study/marriage]

Attached:
- Photocopy of my [Government ID type and number]
- Photocopy of Representative’s [Government ID type and number]

Signature of Owner: ______________________
Printed Name: [Full Name]
Address: [Address]
Contact: [Email/Mobile]

Signature of Representative: _____________
Printed Name: [Full Name]

(Some DFA sites may have their own forms—use them if provided.)

14) Practical Tips to Avoid Rework

Bring extras: Extra PSA originals save a second trip if you learn you need more apostilled copies.
Check name sequences: Ensure your names match across passports/IDs and the PSA record, especially if you have multiple given names or hyphenated surnames.
Mind staples: Do not detach the apostille. Submit the combined set as received.
Ask the receiver: The foreign institution’s rules (freshness, translation, number of copies) control acceptance. Align with them before filing.

Final Reminder

This guide reflects standard Philippine practice for apostilling PSA birth certificates. Because procedures, fees, and site rules evolve, confirm current requirements with your chosen DFA Consular Office and the receiving authority abroad before you proceed.