For general information only; not a substitute for legal advice.

1) Big picture

A legally finalized adoption in the Philippines is evidenced by (a) an official Order/Decree of Adoption (now issued administratively by the National Authority for Child Care or “NACC,” and historically by the Regional Trial Court), and (b) a PSA-issued Birth Certificate of the adoptee that bears the required annotation reflecting the adoption and the adoptee’s new filiation (name and parents). To verify a person’s adoption status or to secure copies of adoption papers, you typically deal with three offices:

NACC (and formerly the court/DSWD/ICAB for older cases) – for the adoption order and case file.
Local Civil Registry Office (LCRO) – for the civil registry annotation process and local records.
Philippine Statistics Authority (PSA) – for the national civil registry copy (birth certificate with adoption annotation), which is the official proof used in most transactions.

2) Governing legal framework (Philippine context)

Domestic Administrative Adoption and Alternative Child Care Act (Republic Act No. 11642). Effectively centralized alternative child care (including domestic and intercountry adoption) under the NACC, replacing the older system where domestic adoptions were judicial and intercountry adoptions went through ICAB.
Domestic Adoption Act (R.A. 8552) and Inter-Country Adoption Act (R.A. 8043)** (historical)** – relevant for adoptions completed before NACC took over.
Simulated Birth Rectification Act (R.A. 11222) – provides an administrative path to rectify a simulated birth by converting it into a legal adoption, subject to strict conditions and timelines.
Civil Registry Law & PSA rules – govern registration and annotation of adoption in the civil registry and the issuance of official PSA copies.
Data Privacy & confidentiality rules – adoption records are confidential; access is limited to the adoptee and persons authorized by law or the competent authority (NACC/court).

3) What counts as proof of a valid adoption?

Core documents

Order/Decree of Adoption
- Current: issued by NACC (often titled “Order of Adoption”), with a Certificate of Finality when applicable.
- Legacy: a RTC Decree of Adoption with Entry of Judgment/Certificate of Finality.
PSA Birth Certificate (SECPA) with adoption annotation
- Shows the adoptee’s name after adoption and the adoptive parents listed as parents.
- Notes the authority (NACC/court), case number, and date of effectivity.
Supporting entries (when needed)
- NACC Certificate/clearance, case number, or Certificate of Issuance/Finality.
- LCRO transmittal/annotation sheet (local registry proof that the adoption was annotated and forwarded to PSA).
- For foreign (overseas) adoptions: the foreign adoption decree/judgment and proof of its recognition/registration in the Philippines (see §8).

4) How to verify whether an adoption is legally finalized

A. If you already hold any paperwork

Check the Order/Decree: It must identify the child and adoptive parent(s), state that the child is deemed the legitimate child of the adopters, and authorize change of name/records.
Confirm finality: Look for “final and executory”, Certificate of Finality, or similar.
Cross-check the PSA Birth Certificate: The PSA-issued copy should reflect the adopted name and the adoptive parents. If the PSA record is still unannotated, see §6 on annotation follow-through.

B. If you have no copies at all

Identify the implementing authority and timeline
- Adoptions completed 2022 onward (typ.): NACC-led administrative adoption.
- Older domestic adoptions: Judicial (RTC).
- Intercountry cases (historic): ICAB; now under NACC.
Query the correct office
- NACC (Central Office or the Regional Alternative Child Care Office where the child resided/case was processed): Ask whether there is a record of adoption for the person, provide identifying details, and request guidance on eligibility to obtain copies (adoptee or authorized party).
- RTC (for legacy cases): Contact the Clerk of Court of the RTC that issued the decree (based on the city/province where the petition was filed). Ask for the case number, Decree of Adoption, and Entry of Judgment.
- LCRO of place of birth: Ask if the child’s birth record bears an adoption annotation and the source authority (NACC/Court), then trace the transmittal to PSA.
- PSA: Order a PSA Birth Certificate; if not yet annotated, ask PSA/LCRO about pending annotation or missing transmittals.

Confidentiality note: Offices will only release adoption records to the adoptee (if of age) or legally authorized requestors (adoptive parents/guardians with proof, or agents with a notarized SPA, or by court/NACC order).

5) Who is allowed to request and what to bring

Adoptee (of legal age): Valid government ID; details of birth (name pre-/post-adoption, date/place), and case details if known.
Adoptive parent/guardian: Valid ID; proof of relationship/authority (e.g., adoption order listing you as parent/guardian, or child’s PSA certificate showing you as parent); if the child is still a minor, proof of parental authority.
Authorized representative: Valid ID(s), notarized Special Power of Attorney (SPA) from the adoptee/adoptive parent, and supporting documents.
For PSA requests: PSA forms, fees, and, where applicable, supporting proof to access a sensitive/annotated record.

6) Getting the PSA Birth Certificate with adoption annotation

Confirm annotation at LCRO (city/municipality of birth). The LCRO performs the annotation on the local civil registry entry once it receives the NACC Order/RTC Decree and supporting finality documents.
Transmittal to PSA. After local annotation, LCRO transmits the record to PSA’s central database.
Request from PSA. When PSA has ingested the annotation, you can request a PSA Birth Certificate (SECPA).
- If your PSA copy still shows the pre-adoption data or “no record of annotation”, return to the LCRO/NACC/court to resolve missing transmittals or incomplete paperwork. Keep copies of transmittal receipts or endorsement letters.

Typical blockers & fixes

Missing Certificate of Finality → Ask NACC/RTC for issuance.
Mismatch in names/dates → Seek LCRO Affidavit of Discrepancy or corrective annotation under civil registry rules.
Record not yet at PSA → Secure certified true copies of the adoption order and LCRO certification; ask LCRO to re-transmit.

7) Obtaining the Order/Decree of Adoption

A. NACC (administrative adoptions and modern intercountry cases)

What to ask for: Certified copy of the Order of Adoption and Certificate of Finality, plus any NACC certification stating that the adoption has been processed/final.
Where: NACC Central Office or the Regional Alternative Child Care Office handling the case.
How: File a written request identifying the adoptee, adoptive parent(s), case number (if known), and your legal capacity to obtain records. Attach IDs and SPA if applicable.

B. Courts (legacy judicial adoptions)

What to ask for: Decree of Adoption, Decision, Entry of Judgment, Certificate of Finality, and Certificate of Registration of Decree (if on file).
Where: RTC that issued the decree (Family Court).
How: Request certified true copies from the Office of the Clerk of Court, citing the case title (e.g., “In re: Adoption of [Child]”), docket number, and date of decision if known.

8) Special situations

A. Foreign (overseas) adoption involving a Filipino child

Depending on timing and route, a foreign adoption may require recognition/registration in the Philippines before the PSA can annotate the record:

Intercountry adoption through ICAB/NACC: If properly routed, NACC (formerly ICAB) records can support LCRO/PSA annotation upon completion and re-entry formalities.
Foreign court decree outside the intercountry channel: Often requires recognition of the foreign judgment (traditionally via a Philippine court petition under rules on recognition of foreign judgments) or compliance with NACC procedures if the law provides an administrative route. After recognition, bring the recognized decree/judgment to LCRO for annotation, then request from PSA.

Document staples: Authenticated foreign decree/judgment, proof of finality, apostille/consular authentication, official translations (if not in English), and evidence of parties’ identities and nationality.

B. Rectification of a simulated birth (R.A. 11222)

If a child’s birth was improperly registered as the biological child of non-biological parents, R.A. 11222 allows administrative adoption to rectify the record subject to statutory conditions (e.g., best interests of the child, continuous custody, absence of trafficking).

Verification path: Ask NACC if a rectification petition exists; if granted, the LCRO will cancel/correct the simulated birth entry and annotate the valid adoption, then transmit to PSA.

C. Adult adoptees with unknown details

Where the adoptee does not know the court, year, or case number:

Start with the PSA Birth Certificate (even if unannotated) to gather birth facts (place/date, registry number).
Use those details at the LCRO to check whether an annotation exists or is pending.
Ask NACC whether the name appears in its database; provide any known prior names and adoptive parents’ names.
For legacy adoptions, search RTC records in the place of residence at adoption time and in the place of birth.

9) Typical timelines and sequencing

Adoption finalized (NACC Order or RTC Decree).
Finality issued (same office).
Forwarding to LCRO of the place of birth for annotation.
LCRO annotates and transmits to PSA.
PSA issues the birth certificate with adoption annotation.

Where any link is missing, the PSA certificate will not reflect the adoption. Your task is to find the missing link and have the originating office complete the chain.

10) Costs and practical tips

Fees: Expect copy/issuance fees at NACC/RTC and standard PSA fees for certificates. Certified true copies cost more than plain photocopies.
IDs: Bring original IDs and photocopies; agencies often keep a copy.
Accuracy: Write names exactly as registered (including middle names) and birth details precisely.
Keep a packet: Maintain a folder with: Order/Decree, Finality/Entry of Judgment, LCRO annotation slip/transmittal, and your latest PSA certificate.
Privacy: Do not post or share adoption documents publicly; they often contain sensitive identifiers.

11) Red flags and how to cure them

PSA record shows biological parents despite a finalized adoption → Bring certified adoption order + finality to LCRO and ask for annotation and transmittal; follow up with PSA.
Two conflicting birth records → LCRO may initiate cancellation/correction proceedings under civil registry rules; NACC/court docs will guide which record is controlling.
Foreign decree not accepted by LCRO/PSA → Secure recognition (administrative or judicial, as applicable), ensure apostille and official translation, then refile with LCRO.
Simulated birth discovered → Evaluate eligibility under R.A. 11222; if qualified, pursue rectification adoption with NACC.

12) Step-by-step checklists

A. To verify adoption status

Secure the latest PSA Birth Certificate.
If unannotated, ask LCRO whether an adoption annotation exists/pending; obtain an LCRO certification.
Ask NACC (or RTC for older cases) for confirmation and how to obtain certified copies.
Obtain/validate Order/Decree and Finality.
Ensure LCRO annotation and PSA transmittal are completed; re-request the PSA certificate.

B. To obtain adoption papers (no copies on hand)

Identify the likely authority (NACC vs RTC) and place of birth/residence.
Request case confirmation from NACC/RTC with IDs and proof of authority.
Ask LCRO to trace/annotate the birth entry upon presentation of certified copies.
After annotation, request the PSA Birth Certificate (SECPA).
Keep certified copies and PSA output together for future transactions.

13) Frequently asked questions

Q: Is the PSA birth certificate alone enough? A: For most civil transactions, yes—as long as it’s annotated to reflect adoption and shows the adoptive parents. Some procedures (e.g., immigration, complex inheritance, school/work abroad) may also ask for the Order/Decree and Finality.

Q: Can biological parents access the records? A: Adoption records are confidential. Access typically requires legal standing or authority (e.g., by court/NACC order) and is primarily for the adoptee and adoptive parents/guardians.

Q: What surname should the adoptee use? A: The Order/Decree governs the child’s name after adoption. The PSA certificate, once annotated, should match it and is the operative ID document.

Q: How do I correct mistakes in the annotated PSA certificate? A: Use the civil registry correction processes (clerical error correction or change of name, where applicable) through LCRO/PSA, attaching the adoption order as authority.

14) Model request letters (short forms)

A. To NACC (or RTC) – request for certified copies

Subject: Request for Certified Copies – Adoption of [Child’s Full Name] I am [your name], the [adoptee/adoptive parent/authorized representative via SPA] of [Child’s Name], born on [DOB] in [Place]. I respectfully request certified copies of the [Order/Decree of Adoption] and [Certificate of Finality/Entry of Judgment] for purposes of civil registry annotation and personal records. Attached are my valid ID and proof of authority. Thank you.

B. To LCRO – request to annotate and transmit to PSA

Subject: Request for Annotation and Transmittal – Adoption of [Child’s Name] I respectfully request annotation of the birth record of [Child’s Name], born on [DOB], Registry No. [if known], pursuant to the attached [NACC Order/RTC Decree] and [Finality]. Kindly transmit the annotated record to the PSA and advise me when release is available.

15) Bottom line

To verify a Philippine adoption, match the authority’s adoption order (NACC or RTC) with a PSA birth certificate carrying the adoption annotation. To obtain adoption papers, request certified copies from the issuing authority, ensure LCRO annotation, and then secure the PSA certificate. For foreign adoptions or simulated birth cases, complete the recognition/rectification steps first so the PSA record lawfully reflects the adoptee’s new legal filiation.