Cancelling a PSA record in 2025
A comprehensive Philippine‐law guide to the processes, paperwork, and price tags
1. What “cancellation” really means
In civil-registration practice, cancellation is the permanent nullification of a whole record or of a specific entry that is not just a typographical error. Typical situations are:
| Record | Typical reason for cancellation | Example |
|---|---|---|
| Birth | Duplicate or simulated birth certificate, wrong parentage, illegitimate-to-legitimate status change, change of surname beyond a simple first-name fix | Two birth certificates were filed for the same child, one of which must be voided |
| Marriage | Annulment or declaration of nullity; bigamous second marriage mistakenly recorded | After an RTC decision annulling the marriage, the PSA record must be annotated and the entry cancelled |
| Death | Wrong identity of the decedent, or a record filed in error | A “death” was reported for someone who is actually alive |
“Minor” clerical fixes—wrong spelling, day/month of birth, or sex—are not cancellations; they fall under the simpler correction laws discussed below.
2. Legal framework
| Law / Rule | Purpose |
|---|---|
| Art. 407–412 Civil Code / Act No. 3753 | Governing principles for civil-registry records |
| Republic Act (RA) 9048 (2001) as amended by RA 10172 (2012) | Administrative correction of clerical/typographical errors; change of first name or nickname; correction of day-month-year or sex |
| Rule 108, Rules of Court | Judicial cancellation or substantial correction of civil-registry entries |
| RA 11909 (Permanent Validity Act, 2024) | Clarifies that once annotated, PSA copies are permanently valid nationwide (Philippine Statistics Authority) |
3. Decision tree: administrative vs. judicial
Is the error purely clerical?
└─► YES → Use RA 9048 / RA 10172 (Section 4 below)
└─► NO → Is it a duplicate birth/marriage record?
└─► YES → RA 9048 “duplicate-registration” petition (Section 5)
└─► NO → File a Rule 108 court petition (Section 6)4. Administrative route (RA 9048 / RA 10172)
| Key points | Details |
|---|---|
| Venue | Local Civil Registry Office (LCRO) where the event was registered, or any LCRO for a migrant petition |
| Who may file | The registrant, spouse, heirs, or duly authorised representative |
| Posting | Petition is posted for ten (10) consecutive days at the LCRO (RESPICIO & CO.) |
| Decision timeline | LCRO must act within 5 days after posting expires; approval/denial endorsed to PSA within 30 days |
| Typical total lead time | 2–3 months for the annotation to appear in PSA’s database |
Filing fees (2025)
| Petition type | LCRO filing fee¹ | Migrant surcharge | Estimated other costs² |
|---|---|---|---|
| Clerical error | ₱1 000 (Quezon City Government) | +₱500 | Notary ₱200–500 |
| Change of first name / nickname | ₱3 000 (Quezon City Government) | +₱1 000 | Publication (local paper) ₱1 000–3 000 |
| Correction of day/month/sex (RA 10172) | ₱3 000 (same fee schedule used by most LGUs) | +₱1 000 | Laboratory tests if sex marker is involved |
¹ Some municipalities adopt higher surcharges; confirm with your LCRO. ² Figures are averages; bring proof of payment receipts for reimbursement or later audit.
After approval the LCRO forwards the annotated record to PSA. You may then order an updated Security Paper (SECPA) copy:
| Channel | 2025 fee per copy |
|---|---|
| Walk-in at any CRS outlet | ₱155 (Philippine Statistics Authority) |
| PSAHelpline / courier delivery nationwide | ₱365 (includes courier) (PSA Helpline) |
5. Administrative cancellation of a duplicate birth record
PSA Memorandum Circulars allow RA 9048 to be used to cancel one of two birth certificates when:
- both records refer to the same person; and
- at least one of them is clearly erroneous (wrong parentage, dates, or birthplace).
Key differences from a clerical-error petition
| Step | Duplicate-cancellation |
|---|---|
| Documentary proof | Both certificates + affidavit explaining which should stay |
| Posting & publication | Same 10-day posting; no newspaper publication required |
| Filing fee | ₱1 000 (treated as a clerical-error petition) (RESPICIO & CO.) |
| Typical processing time | 3–4 months (more scrutiny by PSA legal staff) |
When approved, the PSA certificate you will later receive shows the remark “Cancelled per A.O. ____” on the voided entry; the valid record is issued without annotation.
6. Judicial route (Rule 108, Rules of Court)
Use Rule 108 if the change touches substantive civil status, e.g.:
- changing legitimacy or filiation
- changing surname not covered by RA 9048
- cancelling a birth, marriage, or death record because it is void ab initio
- correcting nationality or age that affects legal capacity
Procedural outline
- Verified petition in the Regional Trial Court (RTC) of the province or city where the LCRO is located (RESPICIO & CO.)
- Parties – Civil Registrar, the PSA, & any person who may be affected must be impleaded (Respicio & Co.)
- Publication once a week for three (3) consecutive weeks in a newspaper of general circulation
- Hearing; presentation of documentary and testimonial evidence
- Decision; becomes final after 15 days → Entry of Judgment
- Annotation – certified copies served on LCRO & PSA, which update their databases
2025 cost snapshot
| Expense | Typical amount |
|---|---|
| RTC filing & docket fees | ₱4 000 – ₱4 500 (special proceedings) (RESPICIO & CO.) |
| Sheriff’s / process-server fees | ₱2 000 – ₱3 000 |
| Publication (national paper) | ₱8 000 – ₱15 000 (rates vary) |
| Lawyer’s professional fee | ₱40 000 – ₱120 000+ (hourly or package) |
| PSA/LCRO endorsement & annotation | Included in RTC order, no extra fee; you only pay for new PSA copies (see Section 4 table) |
Average total out-of-pocket cost for a straightforward, uncontested Rule 108 petition in 2025 runs ₱60 000 – ₱100 000.
7. After a court decision: PSA annotation workflow
| Step | Responsible office | Lead time |
|---|---|---|
| Certified copy of decision + Entry of Judgment served on LCRO | Petitioner / counsel | Within 30 days of finality |
| LCRO enters marginal annotation; forwards to PSA Legal Service | LCRO | 15–30 days |
| PSA updates central CRS database; annotated record becomes issuable | PSA | 30–60 days |
| Order certified SECPA copy (walk-in or online) | Petitioner | Same fees as Section 4 |
Under RA 11909 you are not required to re-authenticate or “red‐ribbon” the annotated certificate; its validity is permanent nationwide (Philippine Statistics Authority).
8. Quick-reference fee table (updated June 2025)
| Service | Government fee | Private cost drivers |
|---|---|---|
| RA 9048 clerical error | ₱1 000 | Notary, photocopies |
| RA 9048 first-name or RA 10172 sex/day/month | ₱3 000 | Publication (₱1 000–₱3 000) |
| RA 9048 duplicate-birth cancellation | ₱1 000 | Affidavits |
| Rule 108 petition | ₱4 000–₱4 500 filing + ₱2 000 sheriff + publication | Lawyer’s fee, transcripts |
| PSA SECPA copy (walk-in) | ₱155 / copy | – |
| PSA SECPA copy (courier) | ₱365 / copy | – |
(All figures are Philippine pesos unless noted; government fees are standardized, but LGUs may impose small surcharges.)
9. Practical tips before you spend a peso
- Obtain both PSA and LCRO copies of the record; discrepancies determine the proper remedy.
- Scan all originals and keep digital backups; you will submit certified photocopies and may need multiple sets.
- Ask for an Estimated Cost Sheet at your LCRO—many now issue one in compliance with the PSA Citizen’s Charter.
- Bundle siblings’ petitions when they suffer from the same error: one petition, one publication fee, modest add-on docket fee.
- Track your petition: PSA’s CRS queue system ({appointment.psa.gov.ph}) now shows annotation status for completed RA 9048 and Rule 108 cases.
- For court cases, budget for contingencies such as additional hearings or an appeal by the Office of the Solicitor General.
10. Bottom line
Cancelling a PSA record ranges from a ₱1 000 one-stop LCRO fix for a duplicate birth certificate to a ₱100 000 Rule 108 court action for complex civil-status changes. Understanding the correct route—administrative or judicial—saves time, money, and frustration. When in doubt, secure both the PSA and LCRO versions of the record, compare them line-by-line, and consult counsel before filing.
This guide is current as of June 1 2025. Government fees change only by PSA Memorandum Circular or by ordinance; always confirm with your local Civil Registry Office.