Required Documents for Filing Certificate of Candidacy in the Philippines

Required Documents for Filing a Certificate of Candidacy (COC) in the Philippines

Updated for general practice under the Omnibus Election Code (OEC), Republic Act No. 9369 and related COMELEC resolutions. This article explains the documentary requirements, who must file them, where and how to file, and common pitfalls that cause COCs to be denied or canceled.

I. Legal Foundations and Purpose of the COC

The Certificate of Candidacy is the sworn instrument by which a person formally offers themselves as a candidate for public office. It performs three functions:

  1. Jurisdictional trigger – It vests the Commission on Elections (COMELEC) (or the Electoral Boards/Tribunals post-proclamation) with authority over the candidate and election offenses connected to the candidacy.
  2. Screening of qualifications – Through material representations (age, citizenship, residency, voter registration, etc.) made under oath.
  3. Ballot/printing data – It supplies the name, nickname, party affiliation, and photograph for the official ballot.

Material falsehoods in a COC can lead to denial or cancellation (often called “Section 78 petitions” under the OEC), separate from disqualification cases.

II. Who Must File a COC and Where

  • President, Vice-President, Senator, and Party-List Groups – File at COMELEC (usually the Main Office/Law Department or as designated by resolution).
  • Member, House of Representatives (district) – File with the Provincial Election Supervisor (PES) or City Election Officer (CEO) for the legislative district.
  • Provincial, City, Municipal, and Barangay Officials – File with the Office of the Election Officer (OEO) having jurisdiction over the locality.
  • Sangguniang Kabataan (SK) – File with the OEO; SK has distinct age/qualification rules but uses COMELEC-prescribed forms.

COMELEC fixes the filing window by resolution (typically several consecutive days). Late filings are not accepted.

III. Core Documentary Requirements (All Candidates)

These items form the basic, non-negotiable set for any candidacy:

  1. COMELEC-Prescribed COC Form (Original)

    • Must be the current official form for the specific election and office.
    • Contains sworn statements on: name and personal details; office sought; age as of election day; citizenship; period of residence in the Philippines/constituency; voter registration; absence of disqualifications; and acceptance of the nomination (if any).

  2. Oath / Sworn Declaration

    • The COC is under oath. Oath may be administered by a notary public or an authorized election officer.
    • Perjury or material misrepresentation exposes the filer to cancellation proceedings and criminal liability.

  3. Recent Photographs (for Ballot/Poster Database)

    • Typically 2x2, front-facing, plain background, taken within the period prescribed by COMELEC.
    • Follow any specific instructions on number, background, and labeling.

  4. Valid Government-Issued ID (for identity verification at filing)

    • Presented by the filer (or the authorized representative) to the receiving officer.

  5. Filing by Representative (if not personal filing)

    • Special Power of Attorney (SPA) authorizing the representative to file and receive official communications AND the representative’s valid ID.
    • The candidate remains responsible for the truth of all sworn statements.

Notably not required at filing: NBI/barangay clearances, tax clearances, SOCE, or police clearances—unless specifically directed by a special COMELEC resolution for a particular election. COMELEC verifies voter status and other registries internally.

IV. Additional Documents Depending on Candidate Type

A. Party-Nominated Candidates

  • Certificate of Nomination and Acceptance (CONA)

    • Issued by the authorized party officer(s) naming the candidate as the party’s official bet and the candidate’s acceptance.
    • Must conform to the party’s internal authorization (e.g., chairman/secretary-general) and any COMELEC-recorded signatory rules.
    • One party = one official nomination per office (no multi-party official nominations).

B. Independent Candidates

  • No CONA.
  • Ensure the COC properly indicates “independent” (no party, no coalition). Using party initials or implying party support without a valid CONA can cause compliance issues.

C. Substitute Candidates (Section 77, OEC and COMELEC Rules)

When an official party candidate dies, withdraws, or is disqualified, a substitute from the same party may be fielded subject to COMELEC’s deadlines and conditions.

Required documents:

  1. COC of the Substitute, sworn and complete.

  2. New CONA naming the Substitute, signed by authorized party officer(s).

  3. Proof of the Ground for Substitution

    • Death – certified true copy of death certificate (or equivalent proof acceptable to COMELEC).
    • Disqualification – copy of final order; follow COMELEC timing rules.
    • Withdrawal – Sworn Statement of Withdrawal of the original candidate (filed with the same office that received the original COC).

Timing rules are strict and vary by election via resolution. As a rule of thumb: substitution for withdrawal is allowed only until COMELEC’s set deadline (usually not beyond the COC filing period), while substitution for death or disqualification may be allowed later (sometimes up to midday of election day) per the governing resolution. Always align with the specific calendar for that election cycle.

D. Dual Citizens / Naturalized Filipinos (RA 9225 and jurisprudence)

  • Oath of Allegiance to the Republic of the Philippines and Identification Certificate (for those who reacquired citizenship).
  • Sworn Renunciation of Foreign Citizenship executed and filed with the COC if the candidate previously had dual allegiance by operation of foreign law. Attach proof of renunciation.
  • Naturalized Filipinos (under Philippine law) should attach Certificate of Naturalization and any judicial/administrative order as applicable.

E. Name Changes / Civil Status Issues

  • If using a name different from your civil registry entry (e.g., judicially approved change of name, or customary alias), attach the supporting decree/record.
  • COMELEC allows a nickname/alias on the ballot subject to rules (no ranks/titles, no offensive words, not confusingly identical). If marriage affects surname usage, ensure the COC and supporting IDs align with chosen legal name style.

F. Party-List Groups and Nominees (for Sectoral Representation)

While party-list participation follows a separate track, filings generally include:

  1. Group’s Manifestation/Registration/Intent to Participate (as applicable to the cycle).

  2. List of Nominees (ranked) with each nominee’s:

    • Sworn Acceptance, COC (if required by that cycle’s resolution),
    • Proof of qualifications (citizenship, age, residency, voter registration), and
    • Sectoral linkage documents when claiming sectoral representation (e.g., employment, membership, advocacy work).

  3. Internal party authorization for signatories.

Check the cycle-specific resolution because party-list documentation is the most form-driven and time-sensitive.

V. Content of the COC: Material Representations to Get Right

  1. Citizenship – State if natural-born/naturalized/reacquired under RA 9225; attach required proofs (see IV-D).
  2. Age – Must meet the minimum age for the office on election day.
  3. Residency – Length of residence in the Philippines and, for local posts, in the locality; specify exact address and period (in years/months).
  4. Voter Registration – Must be a registered voter of the Philippines (and of the local unit for local offices).
  5. No multiple COCs – A person cannot run for multiple offices. Filing more than one COC invalidates the candidacy (subject to the rule on timely withdrawals).
  6. Party Affiliation – Declare accurately. Mis-declaring party status can void a claimed nomination.
  7. Nickname/Alias – Optional; must follow COMELEC limits and not be misleading.

VI. Execution, Filing Mechanics, and Formalities

  • Number of Copies – File the number of originals/copies specified for the cycle (often original plus multiple copies).
  • Pagination/Initialing – Each page must be initialed by the candidate; corrections should be countersigned.
  • Photographs and Digital Assets – Submit exactly as specified (size, background, filename conventions).
  • Personal Filing vs. SPA – Personal filing is preferred; if via representative, attach the SPA and ID.
  • Receipt/Stamp – Ensure your copy is date-stamped and signed by the receiving officer; this is your official proof of filing.
  • Venue and Hours – File at the correct office during official hours within the prescribed dates. COMELEC rarely accepts late filings.

VII. Common Ancillary or Situational Documents

  • Sworn Statement of Withdrawal – If withdrawing a previously filed COC.
  • Consent of Substitution – Often integrated in the new CONA or sworn statement by the substitute.
  • Sectoral Membership Proofs (Party-List) – Constitutions/bylaws, members’ rolls, or sector-linkage evidence.
  • Judgments/Orders Affecting Eligibility – E.g., final orders in disqualification/cancellation cases, naturalization/annulment/recognition of filiation that bears on age/name/citizenship.
  • Proof of Compliance With RA 9225 Renunciation – Where applicable, attach the notarized renunciation and acknowledgment.

VIII. Documents That Are Not Typically Required at Filing (But Matter Later)

  • SOCE (Statement of Contributions and Expenditures) – Post-election filing with COMELEC Campaign Finance.
  • Campaign Permits – Local poster permits or venue authorizations are separate from COC filing.
  • Bank Account Documentation – Required for lawful campaign finance conduct but not at COC filing.

IX. Practical Checklists

A. Universal COC Filing Checklist

  • Correct COMELEC COC form for the office and election year
  • Oath properly administered; all pages initialed
  • 2x2 photos as specified
  • Valid ID of filer (and representative, if any)
  • SPA for representative filing (if applicable)
  • Proofs for special status (RA 9225 documents; naturalization certificate; court orders on name)
  • CONA (party candidates) or mark as Independent
  • Exact address and residency period carefully computed
  • Nickname/alias compliant with rules (if to appear on ballot)
  • Stamped receiving copy kept by candidate

B. Substitution Packet

  • Substitute’s COC (complete and sworn)
  • CONA naming substitute (correct signatory)
  • Death/Disqualification order or Sworn Withdrawal of original candidate
  • Filed within the precise deadline set for that ground

C. RA 9225 (Reacquired Citizenship / Dual Citizens)

  • Oath of Allegiance and Identification Certificate
  • Sworn Renunciation of foreign citizenship attached to COC
  • IDs and records reflecting Philippine citizenship status

X. Red Flags That Commonly Derail COCs

  • Wrong or outdated form; filing in the wrong office.
  • Unsigned, incomplete, or unsworn pages; missing photos.
  • Inaccurate residency computation (especially for local posts).
  • Failure to attach RA 9225 renunciation where required.
  • Misrepresentation of age, citizenship, or voter registration (leads to Section 78 cancellation).
  • Multiple COCs for different offices; failure to timely withdraw the others.
  • Defective CONA (wrong signatory; non-party officer signs; conflicting nominations).
  • Late substitution or substitution by a non-party member.

XI. Naming on the Ballot: Style and Limits

  • Name must not be obscene, contain titles (e.g., “Dr.”, “Atty.”), or refer to an office/rank.
  • Nicknames should be short; political slogans or party names as nicknames are typically disallowed.
  • COMELEC may truncate overly long names; submit according to character limits set for the cycle.

XII. After Filing: What Happens Next

  • COMELEC Processing – Verification of registries (voter status, biometrics, criminal records if relevant), party nominations, and documentary integrity.

  • Petitions – Opponents or citizens may file:

    • Section 78 petitions (cancellation for material misrepresentation),
    • Nuisance candidate cases, or
    • Disqualification cases (separate grounds, e.g., perpetual special disqualification).

  • Ballot Finalization – Names/nicknames and party affiliations are locked once the printing schedule begins; corrections are time-barred after the cut-off.

XIII. Model Clauses (Short, Usable Text)

A. Special Power of Attorney (SPA) – Filing of COC

I, [Name], of legal age, Filipino, with address at [Address], hereby appoint [Representative Name], of legal age, to file on my behalf my Certificate of Candidacy for the position of [Office] for the [Election Year] National and Local Elections before the Commission on Elections/[OEO]. My attorney-in-fact is authorized to submit, receive, and sign receiving copies of documents incidental to filing. Executed this [Date] at [Place]. [Signature of Principal] (With jurat/acknowledgment)

B. Sworn Renunciation (RA 9225)

I, [Name], a Filipino by virtue of Republic Act No. 9225, do hereby expressly and unequivocally renounce my [Foreign Country] citizenship effective immediately, and undertake to submit this renunciation together with my Certificate of Candidacy. [Signature] (with jurat)

C. Sworn Withdrawal of COC

I, [Name], official candidate of [Party] for [Office], hereby voluntarily withdraw my Certificate of Candidacy filed on [Date] before [Office]. [Signature] (with jurat)

XIV. Practical Tips for a Smooth Filing

  • Compute residency backward from election day and keep supporting documents (leases, utility bills, IDs), even if not required at filing.
  • Align names across COC, IDs, and party documents to avoid ballot problems.
  • Pre-clear signatories for party documents with the party’s recorded authorized officers.
  • Bring extra copies of everything; staple and paginate as instructed.
  • File early within the window to cure defects the same day if needed.

Bottom Line

For most candidates, the indispensable papers are: (1) the correct, fully accomplished and sworn COC; (2) recent compliant photos; (3) valid ID; (4) SPA if filing through a representative; and (5) if party-nominated, a proper CONA. Special cases (substitution, RA 9225, name changes, party-list) add targeted attachments. Precision in your sworn statements—particularly citizenship, age, residency, voter registration, and party status—is what keeps your COC safe from cancellation.

Disclaimer: This content is not legal advice and may involve AI assistance. Information may be inaccurate.

Privacy Policy

Terms of Use

Lawyer Login

 
 
Privacy Policy         Terms of Use         Lawyer Login