Required Valid IDs for a Deed of Sale in the Philippines
(Everything you need to know, in one place)
Scope of this guide. This article focuses on the personal-identification documents buyers, sellers, and other signatories must present (and usually attach as photocopies) when executing any Deed of Sale in the Philippines—whether for real property, a motor vehicle, or other personal property. It integrates the 2020 Rules on Notarial Practice (RNP), the Civil Code, agency-specific circulars (BIR, LTO, LGU), and long-standing practice of Philippine notaries public. Always confirm with your notary or the receiving government office for unusual fact patterns; this write-up is for general information only and is not a substitute for tailored legal advice.
1. Why “valid IDs” matter
| Stage | Why IDs are checked | Typical minimum |
|---|---|---|
| Notarization | Notary must establish competent evidence of identity under Rule II §12, RNP. | ≥ 1 current gov’t ID with photo & signature or two credible witnesses. |
| BIR / LGU tax clearance | BIR examiners verify parties before accepting Capital Gains Tax (CGT) & Documentary Stamp Tax (DST) returns; LGUs verify for transfer tax. | 2 government-issued IDs each for seller & buyer (photocopies signed across). |
| Register of Deeds or LTO | Confirms that the names on the instrument match those on the IDs before issuing a new Certificate of Title (TCT/CTC) or Certificate of Registration (CR). | Same notarized ID sets originally submitted. |
Failure to attach proper IDs can invalidate notarization, derail tax clearance, or delay title/registration transfer.
2. The legal yardstick: “Competent evidence of identity”
2.1 Rule II §12, 2020 Rules on Notarial Practice
A notary may proceed once either of the following is present:
- One (1) current identification card issued by an official government agency bearing the photograph and signature of the individual; or
- Two (2) credible witnesses personally known to the notary or who each present a valid gov’t ID and who personally know the signatory.
Tip. Although the rule technically allows one ID, most Philippine notaries insist on two to guard against disputes and to satisfy downstream offices (BIR, LTO, banks).
2.2 “Current” and “government-issued”
- Current = not expired on the date of signing. Some agencies give a grace window (e.g., DFA passports extended during lockdowns); bring proof of extension if relevant.
- Government-issued = an ID or document whose issuing authority is an office, agency, or instrumentality of the Philippine Government (or a foreign gov’t for passports/ACR). Company or school IDs are not “government-issued.”
3. Commonly accepted primary government IDs
Below is the consensus list used by notaries, BIR, and LTO (any ID on this list normally suffices as a “primary” ID):
| # | ID | Issuing authority | Notes |
|---|---|---|---|
| 1 | Philippine Passport | DFA | Must be unsigned page 2 & signature page photocopied; bio page only is insufficient. |
| 2 | Driver’s License (DL Codes) | LTO | Physical card or official DL09 e-license printout. |
| 3 | UMID (SSS/GSIS) | PSA-produced | Unified Multi-Purpose ID w/ photo & signature. |
| 4 | PRC Professional ID | PRC | Name must match full legal name on deed. |
| 5 | PhilSys National ID (PVC) | PSA | If only paper PhilSys slip is held, most notaries still require a 2nd photo-bearing ID. |
| 6 | Postal ID (Improved) | PHLPost | Only the Improved (laminated polycarbonate) version counts. |
| 7 | COMELEC Voter’s ID or Voter’s Certification with photograph | COMELEC | Certification must be accompanied by office dry seal. |
| 8 | Senior Citizen ID | LGU Office of the Senior Citizen Affairs | Accepted if transaction parties are 60 +. |
| 9 | PWD ID | NCDA/LGU | With photo, signature or thumbmark. |
| 10 | Philippine Seafarer’s Identification & Record Book (SIRB) | Marina | “Seaman’s Book.” |
| 11 | ACR I-Card (for foreigners) | BI | Must be “permanent resident” or valid visa status. |
Secondary but still often accepted (attach two):
- PhilHealth Card (with photo & signature)
- Pag-IBIG Loyalty Card Plus
- Barangay Certification with Barangay ID & thumbmark
- Original PSA Birth Certificate plus Government Service Insurance System (GSIS) card (if GSIS e-Card’s chip unreadable)
Best practice: Provide two different IDs from the primary list. Include clear, back-to-back photocopies on A4 paper, and sign across the copy margins.
4. Deed-specific nuances
4.1 Real Property Deed of Absolute Sale
- Notarization: IDs verified & photocopies attached to the notarial register.
- BIR eCAR application: RDO requires two IDs for each party, plus IDs of witnesses/spouses if signatures appear.
- Register of Deeds: When lodging the deed, the receiving clerk checks that names on IDs match the new Transfer Certificate of Title application.
Spouses. If a conjugal/common property is sold, provide IDs of both spouses even if one spouse did not physically sign (a notarized Consent with ID may suffice).
4.2 Motor-Vehicle Deed of Sale (LTO “Deed of Sale of MV”)
- Seller & Buyer IDs: 1–2 government IDs each; attach photocopies to CR transfer packet.
- Early Release of Encumbered Vehicles: If the unit is financed, the financing company’s authorized signatory must present a board/SPA plus ID.
- Notarization on the same day as LTO inspection avoids mismatched dates.
4.3 Sale of personal property (e.g., appliances, livestock)
Generally governed by Civil Code Arts. 1458-1470; notarization only needed if the law or creditor bank requires it. When notarized, the same ID rules apply.
5. Special or exceptional scenarios
| Scenario | Required ID treatment |
|---|---|
| Corporation as seller/buyer | Board Resolution / Secretary’s Cert + IDs of signatory & corporate secretary. |
| Minor as buyer/seller | Court-approved guardian or emancipated minor’s ID plus guardian’s ID. |
| Attorney-in-fact signs via SPA | Valid IDs of principal (attached to SPA) and attorney-in-fact (attached to deed). |
| Foreign national buyer | Passport and ACR I-Card; for alien-landholding rules check RA 7042/RA 7652. |
| Illiterate or physically impaired signatory | Thumbmark witnessed by two disinterested witnesses who present IDs (Rule II §4, RNP). |
| Credible-witness method | Both witnesses present IDs; their addresses & IDs are entered in notarial register. |
6. Photocopy & presentation standards
- Size A4 or 8½″ × 14″ (legal) paper.
- Contrast Image clear enough to show facial features.
- Signature across copy Each signatory signs & dates across the photocopy border (“certified true copy of my ID”).
- Back-to-back copying Copy both sides of any card with data on the back (e.g., PRC, Driver’s License).
- For passports Print the bio-data page and the page bearing the signature if separate.
7. Common pitfalls and how to avoid them
| Pitfall | Consequence | Solution |
|---|---|---|
| Expired ID at signing | Notary refuses or notarization later challenged. | Bring alternative current ID or renew first. |
| Nickname or married name used on deed but not on ID | BIR title transfer refused. | Match deed names to ID; if recently married, attach PSA marriage cert. |
| Signatory’s signature evolved (e.g., new style) | Doubt on authenticity. | Bring old signatures (e.g., on passport) and execute a Signature Verification Affidavit. |
| Photocopy too dark/light | Register of Deeds rejects. | Set copier to grayscale, high-resolution. |
| Using company ID as sole ID | Notary refuses; RNP violation. | Provide at least one government ID. |
8. Penalties for false or inadequate ID use
- Civil Code Art. 1390-1393: Voidable contracts for incapacity or vitiated consent.
- Revised Penal Code, Art. 172-175: Falsification of documents & use of falsified IDs (prison mayor + fine).
- Notarial sanitation: Notary may be suspended, disbarred, or fined for negligence (A.C. cases).
9. Pandemic-era and emergency extensions
Several agencies (DFA, LTO, PRC) issued memorandum circulars automatically extending ID validity during the COVID-19 lockdowns. Most extensions ended 31 December 2022. If you rely on an extended ID today, attach the relevant agency memorandum print-out; acceptance is discretionary.
10. Frequently asked questions (FAQ)
Do I really need two IDs? Legally, one current government ID is enough for notarial purposes. Practically, BIR & Register of Deeds often insist on two. Bring two.
Can I substitute a company ID? Only as a second ID in addition to a primary government ID and if the notary agrees.
Our IDs show “Juan dela Cruz Jr.” but the tax dec spells “Jr.” as “II.” Is this fatal? Attach an Affidavit of One and the Same Person and present consistent IDs.
I am abroad—can I sign the deed overseas and mail it back? Yes, but sign before a Philippine Consulate or Apostille authority; your passport will serve as ID, plus the Consular Acknowledgment or Apostille substitutes for local notarization.
11. Best-practice checklist (seller/buyer version)
| ✔︎ | Step |
|---|---|
| ☐ | Gather two unexpired government IDs (photocopy both sides). |
| ☐ | Verify name spellings match the property title / CR and your IDs. |
| ☐ | Print photocopies on A4; sign across each copy. |
| ☐ | Bring originals to the notary for on-site comparison. |
| ☐ | Attach photocopies behind every notarized deed page set. |
| ☐ | Keep digital scans (PDF) for BIR eAFS or LTO LTMS uploads. |
Conclusion
A Deed of Sale is only as solid as the identities of the people who sign it. Philippine law gives notaries broad discretion, but government agencies downstream impose their own ID thresholds. Arrive with two current government-issued IDs bearing both photo and signature, plus any special documents (marriage certificate, SPA, board resolution) that explain who you are and why you may sign. Doing so keeps your sale enforceable, your taxes processable, and your transfer of title or vehicle registration swift.
—End of article—