In the Philippines, a birth, marriage, or death certificate is not always a static document. When a court decree is issued or a legal instrument is executed that affects a person's civil status, the original record must be updated. This process is known as Annotation.

An annotation is a formal remark placed on the margin of a civil registry document to indicate that a change has occurred—such as a correction of entry, an adoption, or the dissolution of a marriage—without erasing the original information.

Who Processes the Annotation?

The process of annotation involves a specific hierarchy of government offices. It is not a "one-stop shop" at the Philippine Statistics Authority (PSA); it begins at the local level.

The Local Civil Registrar (LCR): This is the office in the city or municipality where the event (birth, marriage, or death) was originally registered. The LCR is the primary custodian of the record and is responsible for physically making the handwritten or typed entry on the registry book.
The Office of the Civil Registrar General (OCRG) / PSA: Once the LCR has annotated their copy, the document is forwarded to the PSA. The PSA’s role is to update the National Database and issue a "certified copy on security paper" (SECPA) that reflects the new annotation.

What to Submit: Common Scenarios and Requirements

The documents required for an annotation depend entirely on the legal basis for the change. Here are the most common scenarios:

1. Correction of Clerical or Typographical Errors (R.A. 9048 / R.A. 10172)

If you are correcting a misspelled name, a wrong date of birth (month/day), or gender (under R.A. 10172), the process is administrative and does not require a court order.

Primary Documents: A Finality of the City/Municipal Civil Registrar's Decision.
Supporting Evidence: Baptismal certificate, school records (Form 137), employment records, or any public document showing the correct entry.
Certificate of Authenticity: Issued by the LCR.

2. Court-Ordered Changes (Judicial Decrees)

For changes involving Annulment of Marriage, Declaration of Nullity, Adoption, or Change of First Name/Surname (via court), the requirements are more stringent:

Certified True Copy (CTC) of the Court Decision: The full text of the judge's ruling.
Certificate of Finality: Issued by the Clerk of Court, proving that the period for appeal has lapsed.
Certificate of Registration: Issued by the LCR where the court is located, certifying that the court decree has been recorded in their Books of Decrees.

3. Legitimation of a Child

When parents of a child born out of wedlock subsequently get married, the child’s status is updated to "Legitimated."

Affidavit of Legitimation: Executed by both parents.
Certified Copy of the Parents' Marriage Contract.
Certificate of No Marriage (CENOMAR): For both parents, to ensure there were no legal impediments to the marriage at the time of the child’s conception.

4. Recognition of Foreign Divorce

Since the Philippines does not have a domestic divorce law (except for Muslims), a divorce obtained abroad by a Filipino spouse must be judicially recognized by a Philippine court before the PSA can annotate the marriage certificate.

Judicial Recognition of Foreign Divorce: A Philippine court order.
The Foreign Divorce Decree: Duly authenticated or apostilled.

The Workflow: From Local to National

The timeline for an annotation can be lengthy, often taking several months. The general flow is as follows:

Filing at the LCR: Submit all requirements to the LCR where the event was recorded.
LCR Annotation: The LCR updates their local copy and issues a local annotated document.
Endorsement to PSA: The LCR prepares an "Endorsement Letter" and sends the annotated record to the PSA Legal Service or OCRG.
Verification and System Update: The PSA verifies the authenticity of the documents.
Issuance of SECPA: Once the national database is updated, the applicant can request the annotated version on the official PSA security paper.

Note: Always ensure that the "Certificate of Registration" and "Certificate of Finality" are clearly legible. The PSA will reject applications if the court seals or signatures are faint or questionable.

Would you like me to draft a checklist of requirements for a specific type of annotation, such as an adoption or a name change?