How to Get an Annotated Birth Certificate for Adoption in the Philippines
A comprehensive legal guide (updated 2025)
1. Why an “Annotated” Birth Certificate Matters
When an adoption is finalized, the child’s original birth record must reflect that new legal relationship. Instead of issuing a brand-new birth certificate, Philippine civil-registry practice adds an annotation on the child’s existing Certificate of Live Birth (COLB).
- It replaces the biological parents’ names with those of the adoptive parents.
- It establishes the child’s legitimacy and inheritance rights under Art. 179 of the Family Code.
- It prevents confusion when the child later applies for a passport, enrolls in school, or inherits property.
⚖️ Confidentiality rule: The annotation never discloses the life story behind the adoption; only the civil-registry entry and the legal basis (e.g., “pursuant to R.A. 11642”) appear.
2. Governing Laws & Agencies (Philippine Context)
| Law / Issuance | Key Points | Current Agency in Charge |
|---|---|---|
| R.A. 11642 (2022) – Domestic Administrative Adoption and Alternative Child Care Act | Replaces R.A. 8552 & R.A. 9523; creates the National Authority for Child Care (NACC), abolishing ICAB. | NACC (Administrative Order of Adoption) |
| R.A. 8552 – Domestic Adoption Act (for cases filed before 26 Jan 2022 that remain under the courts) | Judicial adoption; requirement for Certificate of Finality. | Regional Trial Court (RTC–Family Court) |
| R.A. 9523 – Administrative Rescue/De-institutionalization (2009) | Deemed repealed; still cited in older adoption orders. | DSWD (historical) |
| R.A. 11222 – Simulated Birth Rectification Act (2019) | Converts a simulated birth record into a legal adoption; annotation includes “rectified under R.A. 11222”. | NACC |
| Hague Convention (1993) & Inter-Country Adoption Manual | For adoptions finalized abroad but subsequently registered in PH. | NACC–Inter-Country Division |
🏛️ The Philippine Statistics Authority (PSA) and the Local Civil Registrar (LCR) remain the record-keepers that actually make the annotation.
3. What Counts as an “Order of Adoption”?
- NACC Order of Adoption (administrative)
- Court Decision & Certificate of Finality (judicial)
- Foreign Decree recognized by the Philippine Court (if child was adopted abroad)
A photocopy is not sufficient; you need a certified true copy stamped by the issuing authority or court clerk.
4. Documentary Requirements (Typical)
| Required Document | Where to Secure | Notes |
|---|---|---|
| 1. Original PSA Birth Certificate of child | Any PSA outlet / online | Even if already “Late Registered” |
| 2. Order of Adoption (certified) | NACC or RTC | With docket no. & dry seal |
| 3. Certificate of Finality (judicial cases only) | RTC–Clerk of Court | Shows decision is unappealable |
| 4. Valid IDs of adoptive parent/s | Government-issued | Passport, driver’s license, etc. |
| 5. Affidavit of Undertaking (some LCRs) | Notary Public | Sworn to file amendments |
| 6. Processing Fee | LCR / PSA | ₱200–₱400 LCR fee; ₱155 PSA copy fee |
Local civil registrars may issue their own checklists; call beforehand to avoid wasted trips.
5. Step-by-Step Procedure
A. At the Local Civil Registrar (Municipality / City where the child’s birth was registered)
Book an appointment (if required by the LGU portal).
Submit:
- Original PSA birth certificate
- Order of Adoption & Certificate of Finality / NACC Order
- Valid IDs & fees
Pay the annotation fee (official receipt).
Wait for review (usually 1–2 weeks).
LCR issues a Certificate of Annotation and forwards an endorsed copy to PSA-Central in Quezon City.
B. At the Philippine Statistics Authority
Tracking: After ~30–60 days, call the PSA CRS helpdesk or check the “Batch Request Number (BRN)” given by the LCR.
Request the new PSA birth certificate (walk-in or online e-Serbisyo portal).
Receive the certificate bearing the annotation in the left margin such as:
“Pursuant to Order of Adoption dated 16 June 2025 issued by the NACC, the child’s name is hereby changed to… and his/her filiation is established with… Adoptive Parents.”
6. Special Scenarios & Clarifications
| Scenario | Additional Notes |
|---|---|
| Adult adoption (adoptee ≥ 18 yrs) | Still eligible; annotation procedure identical. |
| Foundlings & children with “Baby Boy/Girl” placeholder names | LCR may require a Supplemental Report to supply the new first name simultaneously. |
| Annotation after a Foreign Adoption | File a Petition for Recognition of Foreign Judgment in PH court → secure Entry of Judgment → follow same LCR steps. |
| Simulated Birth Rectification (R.A. 11222) | Besides the NACC Order, submit the Rectification Compliance Certificate from PSA Legal Department. |
| Multiple adoptions of siblings | Each child’s record is treated separately; prepare duplicate sets of docs. |
| Corrections under R.A. 9048 / 10172 | Minor clerical errors (e.g., misspelled first name) can be corrected before annotation to avoid two endorsements. |
7. Timelines & Costs (Typical)
| Stage | Metro Manila | Provinces |
|---|---|---|
| LCR Processing & Endorsement | 1–2 weeks | 2–4 weeks |
| PSA Central Printing | 3–6 weeks | 4–8 weeks |
| Total Turn-around | ~2–3 months | ~3–4 months |
| Approx. Fees (2025) | ₱500–₱1,000 (all in) | Slightly lower LCR fees in some LGUs |
⏱️ Express lanes (PESO, senior citizens, PWD) may shorten waiting time but cannot bypass PSA’s batching periods.
8. Frequently Asked Questions
Will the old birth certificate disappear? No. The original record stays in the registry, but certified copies will henceforth carry the annotation and show only the adoptive parents.
Can we request a “clean” birth certificate with no annotation? No. Sealing and substitution (common in other jurisdictions) is not practiced by PSA; transparency protects against double adoption and trafficking.
Do we need a lawyer to file at the LCR? Not usually. The legal formalities end once the NACC or court issues the Order. However, a lawyer can assist if the LCR raises unusual technical issues (e.g., doubtful signatures, conflicting entries).
What if there is a pending appeal? The LCR will not annotate without a Certificate of Finality; wait until the appeal period lapses or the appellate court affirms.
Can we rush the PSA release? PSA does not officially expedite adoption annotations. Third-party “fixers” are illegal and risky.
9. Practical Tips
- Photocopy everything (3-5 sets) and bring the originals for sighting.
- Secure an e-receipt or BRN from the LCR; you’ll need the reference to follow up with PSA.
- Keep electronic scans of your Order of Adoption—PSA sometimes misfiles endorsements and may request resubmission.
- If migrating abroad, apply for the annotated certificate well before visa processing; many embassies reject un-annotated birth certificates.
10. Final Word
Obtaining an annotated birth certificate completes the adoption journey—it is the civil registry’s public acknowledgment of the new parent-child bond. The process is largely clerical once the adoption is granted, but missing a single requirement can delay the child’s ability to travel, enroll, or claim benefits. Always cross-check with your local civil registrar and the NACC helpdesk because LGUs may impose slight procedural variations or updated fees.
Disclaimer: This article is for general legal information as of 31 July 2025 and is not a substitute for personalized advice from a Philippine lawyer or the NACC.