How to Verify an Accreditation Number in the Philippines

A practical legal guide for businesses, compliance officers, and procurement teams

Quick take: There is no single, national “accreditation number” system in the Philippines. Verification is always agency-specific. Your job is to (1) identify the accrediting authority, (2) confirm the number against that authority’s official records, and (3) document the result (status, scope, and validity dates) for audit and risk allocation.

1) What “accreditation” means (and what it doesn’t)

Accreditation is an agency’s formal recognition that a person/entity, facility, program, or product meets prescribed standards. It is different from:
- Registration (e.g., SEC/DTI business registration, BIR TIN),
- Licensing (e.g., FDA LTO/CPR, PCAB contractor’s license, PRC professional license),
- Certification (e.g., ISO certification issued by a certification body). In practice, people may colloquially call any of these an “accreditation number.” Your verification method depends on which authority issued the credential.

2) Core legal backdrop you should know

Government service and authenticity: The Ease of Doing Business Act (RA 11032) obliges agencies to maintain clear processes and often publish registries.
Electronic documents: The E-Commerce Act (RA 8792) and the Rules on Electronic Evidence recognize electronic records and digital signatures—many credentials are now digital/QR-coded.
Data privacy: The Data Privacy Act (RA 10173) limits personal data disclosure; some registries show only status/validity, not full personal details.
FOI for public records: EO No. 2 (2016) allows Freedom of Information requests to national agencies if the data isn’t publicly searchable.
Liability for fakes: The Revised Penal Code provisions on falsification (e.g., Arts. 171–172) and related special laws may apply to forged or misused credentials; civil and administrative penalties may also follow.

3) A reliable 7-step verification workflow

Identify the accrediting authority. Ask for the certificate that shows the agency logo, legal basis (order/memo), and the accreditation/ID number.
Match parties. Check that the legal name, business address, and TIN/registration number on the certificate match the vendor or professional you’re dealing with.
Check status & validity. Confirm issue date, expiry date, category/level, and scope (e.g., specialty, service lines, locations).
Confirm on the source of truth. Use the authority’s online registry, QR code, SMS/phone, or official email. If nothing is public, send a short verification request (see template below) or lodge an FOI.
Validate scope & restrictions. Some accreditations limit geography, service type, capacity, or price range. Record these limits.
Look for revocations/suspensions. Check advisories and watchlists. An “expired,” “suspended,” or “revoked” status is a fail for due-diligence purposes.
Document everything. Keep a verification log (who, when, evidence captured—screenshots/QR page hash/email replies). Update it before renewal/expiry.

4) Common Philippine accreditations & where/how to verify

The exact channels (public registry vs. email/phone) and number formats vary by agency. Below is a practical map you can use. Always rely on the agency’s current instructions printed on the credential itself.

Sector / Use Case	Typical Accrediting Authority	What the “number” usually identifies	How to verify (typical channels)	What to confirm
Conformity assessment (labs, inspectors, cert bodies)	DTI – Philippine Accreditation Bureau (PAB)	PAB accreditation number of the lab/CB (not the client)	PAB online directory, QR on certificate, or email	Status, scope (standards/tests), validity, signatory
Hospitals, clinics, labs	DOH facility authorizations; PhilHealth provider accreditation	Facility authorization/license no.; Provider no.	DOH/PhilHealth provider lists or helpdesks	Facility name/site, authorized services, validity
Food, drugs, cosmetics, medical devices	FDA	LTO/License to Operate No.; CPR/PNC No.	FDA verification portals/QR or email	Holder name/site, product line/scope, validity
Tourism enterprises (hotels, travel agencies, guides)	DOT	DOT accreditation number	DOT accredited list/verification desk	Enterprise name/site, star/class, validity
Outsourcing/contracting to government	PhilGEPS registration; Agency-specific accreditations (e.g., suppliers)	Registration/Certificate no.	PhilGEPS registry and agency supplier lists	Registration class (Red/Platinum), status
Accountancy practice & audit firms	PRC/Board of Accountancy (BOA); SEC (auditor accreditation for issuers)	BOA accreditation no.; SEC external auditor accreditation	PRC/BOA rolls; SEC accredited auditors list	Firm/CPA name, practice area/scope, expiry
Construction contractors	PCAB (contractor’s license)	PCAB license no. (often cited as accreditation)	PCAB license checker/helpdesk	Firm name, category/classification, validity
NGOs/CSOs working with LGUs	Sanggunian (LGU) via local accreditation	Resolution/ref. no. for CSO accreditation	LGU records; DILG-guided processes; FOI if needed	Organization name, area of operations, validity
Schools/training programs	DepEd/CHED/TESDA (program recognition/accreditation)	Program recognition/registration no.	Agency program registries/helpdesks	Campus, program title, recognition dates
Insurance/banking actors	Insurance Commission, BSP (various licenses/accreditations)	License/accreditation no.	IC/BSP registries/helpdesks	Entity name, permitted activities, validity

Tip: If the certificate displays a QR code, scan it and save a PDF of the landing page. If it doesn’t, take a screenshot of any email confirmation from the agency and keep the message headers.

5) Number formats: how to sanity-check without over-relying on pattern

Expect alphanumeric + year markers. Many numbers include the year of issuance or region codes.
One entity, multiple numbers. A hospital may have a DOH authorization, PhilHealth provider no., and FDA LTO for its pharmacy—don’t confuse them.
Beware “ISO certificate numbers.” Those belong to the certification body (which itself must be PAB-accredited). Verify both the certificate and the certification body’s PAB accreditation and scope.

6) Documentation you should keep (for audit & disputes)

Copy of the certificate (front/back).
Registry printout/QR result or email confirmation (with date/time).
Internal verification log entry (who checked, how, when).
Scope matrix (services/products/locations covered vs. your intended use).
Calendar tickler for renewal 60–90 days before expiry.

Sample Verification Log (fields)

Entity name / trade name
Accrediting authority
Accreditation/license/certificate number
Scope/category/level
Issue date / Expiry date
Verification method (URL/QR/email/phone)
Verifier’s name & position; date/time
Evidence file path / email ref. no.
Result (Valid / Expired / Suspended / Revoked / Not found)

7) Red flags & common pitfalls

Name mismatch (certificate vs. contract/vendor master).
Expired or open-ended certificates (most have fixed validity).
Certificate shows a brand or branch, but your contract is with a different legal entity.
Photocopy artifacts or altered dates; no dry seal or e-signature when the agency requires one.
Certificate issued by a “council/association” that has no regulatory authority.
“ISO-like” logos without any identification of the certification body or standard number.
Unverifiable numbers (no registry hit; agency can’t confirm). Treat as non-compliant until cured.

8) Consequences of relying on unverified or fake credentials

Procurement risk: Disqualification, contract termination, liquidated damages, blacklisting (in public procurement contexts).
Regulatory risk: Administrative fines, suspension, or closure orders.
Civil liability: Breach of warranties, misrepresentation, indemnity claims.
Criminal exposure: Use of falsified documents and related offenses under the Revised Penal Code.
Insurance & audit: Claim denials; auditor findings; qualification of opinions.

9) Practical templates

A) One-page internal SOP (clip-out)

Require a copy of the accreditation/license before onboarding.
Identify the issuing authority and legal name to verify.
Use the official registry/QR or email/phone confirmation.
Record in the verification log with evidence.
Escalate any mismatch/ambiguity to Legal/Compliance.
Re-verify on renewal or material change (ownership, location, scope).

B) Short vendor email requesting verification artifacts

Subject: Accreditation Verification – [Entity Name] Dear [Vendor], To finalize onboarding, kindly share:

A clear copy of your [Agency] accreditation/license showing the number, scope, and validity dates;

The verification channel (registry link/QR/email address/phone) we should use; and

Confirmation of your legal name, address, and TIN as they appear on the credential. Thank you.

C) Contract clause (verification & renewal)

“Supplier warrants that all required accreditations, licenses, and certifications (collectively, ‘Accreditations’) are valid, subsisting, and sufficient for performance. Supplier shall maintain the Accreditations throughout the Term and furnish evidence of renewal no later than 30 days before expiry. Company may suspend performance or terminate for cause upon lapse, suspension, revocation, or material limitation of any Accreditation.”

10) Sector-specific notes (high-yield)

Health facilities & providers: Always check both the facility authorization (DOH) and the PhilHealth provider status if claims are involved.
ISO claims: Confirm the certification body is PAB-accredited for the specific standard (e.g., ISO 9001, 14001) and the certificate lists your vendor’s sites within scope.
Public procurement: PhilGEPS registration is necessary but not a substitute for sectoral accreditation (e.g., PCAB for construction).
Professionals (e.g., CPAs, engineers): Verify the PRC license and any practice accreditation (e.g., BOA for auditors).
NGOs/CSOs with LGUs: Look for the Sanggunian resolution and the validity period tied to the local accreditation cycle.

11) Frequently asked questions

“The vendor gave us a certificate but the registry shows ‘no record’—what now?” Treat as non-compliant. Ask for clarification from the vendor and send a direct query to the agency. Do not proceed until the registry or the agency confirms.
“The certificate has no expiry date.” Many accreditations expire annually/bi-annually. If no expiry is printed, ask the agency to confirm current validity in writing.
“Is a scanned copy acceptable?” Yes, if you can verify it via QR/registry or receive email confirmation from the agency; electronic records are legally recognized. Keep the electronic evidence.
“Do we need to re-verify during the contract?” Yes—build a renewal tickler (e.g., 60–90 days before expiry) and re-check status after any ownership or location change.

12) Bottom line checklist

Identify the accrediting authority behind the number.
Verify name, number, dates, and scope on the official source.
Capture evidence (QR/registry printout or agency email).
Record in a verification log; set a renewal reminder.
Build contract clauses that require maintenance and renewal.
Treat mismatches or unverifiable numbers as non-compliant until cured.

Disclaimer

This guide provides general information only and is not legal advice. For high-risk or regulated engagements, consult counsel and coordinate directly with the relevant Philippine regulatory agency.