How to Retrieve Your SSS Number Slip via Email
A comprehensive legal-practice guide for Philippine practitioners and SSS members
1. Overview
The SSS number slip (often the perforated “E-1 Acknowledgment Stub” or its successor “Personal Record (SS Form E-4) confirmation”) is the primary documentary proof that a Social Security System (SSS) number has been validly issued. Employers rely on the slip for payroll enrolment; members use it when claiming benefits and opening government-linked bank accounts. Losing the slip does not cancel the SSS number, but replacing it is essential because the SSS may refuse to process benefit claims without documentary proof of number issuance.
Since 2020, the SSS has allowed members to request a duplicate SSS number slip by email—a contact-free channel anchored on Republic Act 11199’s e-services mandate and further enabled by the E-Commerce Act and Data Privacy Act. This article consolidates every material rule, practice tip, and risk to help you advise clients or process your own request.
2. Governing Laws, Circulars & Policy References
| Instrument | Key Provisions Relevant to Email Retrieval |
|---|---|
| Republic Act 11199 (Social Security Act of 2018) | §4(b)(9) directs the SSS to “adopt an e-services delivery system.” |
| RA 8792 (E-Commerce Act) | §6 gives electronic documents and signatures the same legal effect as paper originals. |
| RA 10173 (Data Privacy Act) & NPC Advisory Opinions | Require secure handling of personal and biometric data (IDs, selfies). |
| SSS Circular No. 2020-033 (“Enhanced Online and Email Servicing”) | Recognises email requests for duplicate SS number slips, prescribes documentary requirements, and sets a 7-working-day Service Level Agreement (SLA). |
| SSS Memorandum Circular No. 2023-012 | Allows password-protected PDF release of personal records upon identity confirmation done via video call or selfie verification. |
| SSS Citizen’s Charter 2024 Edition | Lists “Replacement of SS Number Slip (walk-in or email)” as a covered frontline service; processing fee: ₱0. |
3. Who May Request
| Scenario | Eligible Requestor |
|---|---|
| Philippine-based member | The member personally. |
| Overseas Filipino Worker (OFW) | The member; or an attorney-in-fact in the Philippines with a notarised Special Power of Attorney (SPA). |
| Minor member (< 18 y/o) | Parent/legal guardian with PSA birth certificate or court order. |
| Deceased member (for benefit filing) | Surviving spouse or claimant with SPA and death certificate. |
Tip: Under §24(c) RA 11199, providing false representations to obtain an SSS document carries criminal liability.
4. Documentary Requirements (Scans or clear photos, JPEG/PDF, max 2 MB each)
Primary ID (any one): PhilID, Philippine Passport, UMID, Driver’s Licence, PRC ID —front and back images.
Secondary ID (if no primary ID): Two of the following—birth certificate, TIN, voter’s ID, postal ID, school ID, company ID.
Selfie photograph holding the primary ID and a paper bearing your handwritten signature and the phrase “Request for Duplicate SSS Number Slip –
”. For representatives:
- Notarised SPA or Consularised SPA (for OFWs).
- Representative’s own valid ID (same imaging rules).
5. Step-by-Step Email Procedure
Prepare files
- Name each file logically (e.g., ID1_Passport_JuanDelaCruz.jpg).
- Ensure total attachment size ≤ 5 MB; compress if necessary.
Compose the email
To:
- Primary: member_relations@sss.gov.ph
- CC (optional): Your servicing branch’s email (format typically region**branch@sss.gov.ph).
Subject: Request for Duplicate SS Number Slip – [Full Name] – [SS Number]
Body: Clearly state:
- Full name (First Middle Last)
- SS Number (if you remember it) or Date of Birth & Mother’s Maiden Name
- Current address & mobile number
- Last or current employer/voluntary classification
- Express request: “I am respectfully requesting an electronic copy (PDF) of my SS Number Slip.”
- Enumerate attached IDs; certify truthfulness under oath per Sec. 24 RA 11199.
- Data-privacy consent line: “I consent to the processing of my personal data for verification.”
Attachments: IDs, selfie, SPA (if any).
Send email and keep a copy. Auto-reply with a ticket number usually arrives within minutes.
Identity Verification Call (if flagged)
- The Member Assistance Center may schedule a brief video call (via Microsoft Teams/Viber) within two working days to match your selfie to the ID.
Receive the slip
- Within 3–7 working days, you should receive a password-protected PDF titled Duplicate SS Number Slip.pdf.
- Password format: First 4 letters of first name (caps) + MMDD of birthdate. Example: JUAN0725.
Print and keep at least two hard copies; store the PDF in encrypted storage.
6. Timeframes, Fees & Service Standards
| Item | Standard |
|---|---|
| Acknowledgement/ticket | Immediate auto-reply |
| Identity-verification callback | ≤ 2 working days |
| Release of slip | ≤ 7 working days |
| Official fee | None (gratis) |
| Expedite option | Not available by policy |
Delays beyond 7 working days give rise to the member’s right to file an administrative complaint with the SSS Office of the Senior Vice President for Member Services or through the 8888 Citizens’ Complaint Center.
7. Data Privacy & Security Notes
- The SSS acts as a personal information controller; it must employ at least AES-128 encryption when emailing documents.
- Members must destroy printed copies when no longer needed and must not forward the email to third parties.
- Under NPC Advisory Opinion 2018-015, sending IDs over unencrypted channels is permissible only with explicit data-subject consent (hence the consent clause above).
8. Special Cases & Troubleshooting
| Situation | Recommended Action |
|---|---|
| You cannot recall your SS number at all | Provide complete biodata; SSS will cross-match. |
| Email bounces (“Mailbox full” or “Address not found”) | Resend to onlineserviceassistance@sss.gov.ph or contact hotline 1455. |
| Received PDF cannot be opened (wrong password) | Ensure you used uppercase letters; if still locked, request re-issuance citing ticket number. |
| No response after 10 working days | Escalate via query@sss.gov.ph with subject “Follow-Up – Duplicate Slip” and attach original email thread. |
| You changed your name or civil status | File SS Form E-4 before requesting duplicate slip, so the new slip bears the updated name. |
9. Frequently Asked Questions
Is the emailed slip accepted as an “original” by GSIS, Pag-IBIG or banks? Yes. R.A. 8792 confers functional equivalence to electronic documents. Print the PDF on bond paper and present the email headers if authenticity is questioned.
Can I walk in instead? Yes; the counter service remains. Bring hard-copy IDs; processing is usually same day.
Is there a quota on requests? One duplicate slip per member per calendar year is the current internal limit (SSS Memo 2024-009).
What happens if I had multiple SS numbers? SSS will first require consolidation under SS Form ML-1. Duplicate slips are issued only after the surviving number is confirmed.
10. Sample Email Template
To: member_relations@sss.gov.ph CC: ncrkalookan@sss.gov.ph Subject: Request for Duplicate SS Number Slip – Juan Dela Cruz – 34-1234567-9
Dear SSS Member Assistance Center,
I, JUAN P. DELA CRUZ, born 25 July 1995, respectfully request an electronic copy of my SS Number Slip.
Personal details:
- SS Number: 34-1234567-9
- Mother’s Maiden Name: Maria Santos Perez
- Address: 123 Mabini St., Caloocan City
- Mobile: 0917-123-4567
- Last Employer: ABC Retail Corp. (employed Jan-2023 to present)
Attachments: Passport, PhilID, selfie with ID.
I declare under oath that all information is true and correct. I consent to the processing of my personal data strictly for this purpose, in accordance with RA 10173.
Respectfully, (sgd.) JUAN P. DELA CRUZ Caloocan City, 03 July 2025
11. Penalties & Liability
- False statements to obtain an SSS document: Fine ₱5,000 – ₱20,000 and/or imprisonment 6 years & 1 day – 12 years (RA 11199 §24[c]).
- Unlawful disclosure of members’ data by an SSS employee: Penalised under RA 10173 §25 with up to ₱5 million fine and/or 3 years imprisonment.
- Unauthorized practice of law (e.g., charging fees for filing email requests without being a lawyer or accredited representative): Punishable under the Integrated Bar of the Philippines (IBP) rules.
12. Conclusion
Retrieving a duplicate SSS number slip via email is cost-free, legally valid, and faster than lining up at a branch—provided you observe the identity-verification safeguards laid down in RA 11199, the E-Commerce Act, the Data Privacy Act, and SSS circulars. By following the documentary checklist, structured email format, and privacy tips above, members and counsel can secure a replacement slip within a week, avoid compliance hiccups, and keep the client’s benefit claims or payroll enrolments on track. Always store the received PDF securely and encourage clients to create a My.SSS account so future requests can be made directly through the portal without emailing sensitive IDs.