Requirements for Obtaining Deceased Parent's Documents Philippines

Requirements for Obtaining a Deceased Parent’s Documents in the Philippines

Updated as of 25 July 2025


1. Governing Laws & Agencies

Document Type Issuing Office Key Legal Bases
Birth, Marriage, Death Certificates Philippine Statistics Authority (PSA) Civil Registry System (formerly NSO) or Local Civil Registry (LCR) of place of event • Civil Registry Law (Act No. 3753) 
• RA 10625 (PSA charter) 
• Data Privacy Act of 2012 
• PSA Memorandum Circular No. 2019‑15 (Authorized Requestor Rules)
Last Will, Estate & Probate Records Regional Trial Court (RTC) – Branch designated as Probate Court • Rules of Court, Rule 75 et seq.
Land Titles Registry of Deeds (RD) • Property Registration Decree (PD 1529)
Estate‑Tax Clearance / eCAR Bureau of Internal Revenue (BIR) • NIRC as amended; RR No. 12‑2018
SSS/GSIS/HDMF (Pag‑IBIG) Claims Respective Agency • Agency charters & implementing rules

2. Who May Request (Authorized Requestors)

Degree of Consanguinity Persons Allowed Proof Required
1st degree Surviving spouse, legitimate/illegitimate children, parent (if requesting for deceased spouse’s docs) Any government‑issued ID and document establishing relationship (e.g., your PSA birth certificate naming the deceased as parent)
2nd degree Siblings, grandparents, grandchildren Same as above; if surname differs, include supporting docs (e.g., sibling’s birth cert showing common parent)
Legal representatives Holder of Special Power of Attorney (SPA), executor/administrator of estate SPA or Letters Testamentary/Administration + their valid ID
Court‑ordered request Any person specifically named in court order Certified copy of the order

Tip: A photocopy of the deceased’s PSA death certificate is usually required even when you are applying for their other documents—it proves the registrant is indeed deceased and explains why personal appearance is impossible.


3. Core Documentary Requirements

  1. PSA Application Form (one per document type).
  2. Valid Government‑Issued ID of requester (original + photocopy).
  3. PSA/NSO Birth Certificate of Requester showing the relationship.
  4. PSA Death Certificate of the parent (for LCR/PSA to waive personal appearance).
  5. Supporting Affidavits when the relationship is not evident on face of records (e.g., Affidavit of Acknowledgment for illegitimate child, Adoption Decree).
  6. SPA or Court Order if acting through a representative.
  7. Payment: ₱155 per copy for walk‑in PSA outlets; ₱365–₱450 per copy for online delivery (PSAHelpline or PSA‑Serbilis), exclusive of courier fees.
  8. Duly accomplished Claim/Request Form for agency‑specific benefits (SSS, PhilHealth, Pag‑IBIG, GSIS).

4. Step‑by‑Step Procedures

A. Civil Registry Certificates (Birth, Marriage, Death)

Walk‑in (PSA CRS Outlet) Online (PSAHelpline or PSA‑Serbilis)
1. Book an appointment slot online (PSA Appointment System).
2. Bring printed appointment confirmation.
3. Submit form & docs at the counter.
4. Pay fee; keep official receipt.
5. Return on release date (usually same day or next working day).
1. Create account; select certificate type.
2. Encode details exactly as in the civil‑registry event.
3. Upload scans of ID and proof of relationship.
4. Pay via debit/credit, over‑the‑counter, GCash, PayMaya.
5. Courier delivers 3‑6 working days Metro Manila; longer for provinces/abroad.

If the record is negative (not found), PSA issues a Negative Certification. You may then proceed to the Local Civil Registry for manual search or late registration.

B. Certified True Copies from Local Civil Registry (LCR)

  1. Go to the LCR of the city/municipality where the event was registered.
  2. Present ID, relationship proof, and parent’s death certificate.
  3. Pay certification fee (₱60–₱120, varies by LGU).
  4. LCR issues certified transcription or endorses record to PSA if none exists.

C. Court & Probate Documents

  1. Identify the RTC branch that handled the estate or probate.
  2. Write a Request Letter to the Clerk of Court specifying: case title, docket number, documents needed (e.g., Order admitting Will, Inventory).
  3. Attach photocopies of valid ID, proof of relationship, and if required, SPA.
  4. Pay legal research & certification fees (₱10 LRF + ₱50 per page certification + ₱1/page copy).
  5. Processing time: 3–10 working days, depending on volume.

D. Land Title (TCT/CCT) & Tax Declaration

  • Registry of Deeds (RD): Request a Certified True Copy (CTC) by presenting title number, property location, your ID, and relationship proof.
  • Assessor’s Office: Secure Tax Declaration for estate settlement; same ID and relationship proof needed.

E. Estate‑Tax Clearance (eCAR) from BIR

  1. File Estate Tax Return (BIR Form 1801) within one year from death (extendable).
  2. Attach PSA birth, marriage, death certs; TIN of heirs; inventory of assets; proof of valuations.
  3. Pay estate tax or submit proof of exempt‑value estate.
  4. BIR issues electronically generated Certificate Authorizing Registration (eCAR)—required for transfer of real/personal properties.

5. Special Situations & Documentary Add‑Ons

Scenario Additional Papers
Parent’s name/surname varies across records Affidavit of Discrepancy + supporting IDs
Illegitimate child claiming documents Acknowledgment/RA 9858 legitimation papers or Court Petition for Recognition
Adopted children Decree of Adoption (keep sealed portion confidential)
Overseas Filipino parent Report of Death/Birth/Marriage filed with Philippine Consulate; copies obtainable from DFA‑Office of Consular Records
Parent died abroad Foreign death certificate, translated & authenticated (‘red‑ribbon’/apostille)
Parent’s estate already judicially partitioned Final & Executory Order + Deed of Adjudication/Partition

6. Identification Accepted by PSA & Courts (Any One)

  • Passport (Philippine or foreign)
  • Philippine Identification System (PhilSys) ID
  • Driver’s License
  • UMID/SSS/GSIS e‑Card
  • PRC ID
  • OFW/OWWA e‑Card
  • Senior Citizen ID
  • Voter’s ID/COMELEC Voter’s Certification with photo (Photocopies must be signed, IDs must be unexpired or within 1‑year of expiry.)

7. Fees & Timelines Snapshot

Service Typical Fee (₱) Normal Processing
PSA certificate (walk‑in) 155 Same day to next day
PSA online (metro delivery) 365–450 3–6 working days
LCR certified copy 60–120 1‑2 days
RTC certified copies ~50/page 3–10 days
RD CTC of Title 330–550 1 day
eCAR issuance No fee (tax paid separately) 5–20 days after complete docs

8. Practical Tips & Common Pitfalls

  1. Match spellings exactly as they appear on the parent’s original record to avoid a “negative hit.”
  2. Photocopy everything before submission—agencies seldom return papers.
  3. If your ID bears a married surname, bring an extra PSA Marriage Certificate to show continuity of identity.
  4. Estate tax first before transferring titles; RD will not entertain transfers without eCAR.
  5. Keep at least three original copies of each PSA certificate—the extras save multiple trips.
  6. For rural LCRs, expect manual transcriptions; allow more lead time.
  7. Digital copies (scans) are not substitutes for PSA security‑paper copies in most agencies.
  8. Falsifying or using spurious certificates is a criminal offense under Art. 171–172 Revised Penal Code.

9. Frequently Asked Questions (FAQ)

Question Short Answer
Can a third‑party fix‑agent get my parent’s PSA docs? Only if armed with an SPA and your valid ID; otherwise PSA refuses.
What if the record is still “NSO” and yellow paper? Old NSO‑issued certs remain valid, but some agencies now insist on PSA‑issued copies not older than 6 months.
Parent’s birth record missing—how to file Late Registration? File at LCR of birth municipality with affidavits of two disinterested persons, school/medical records, and barangay certification; LCR endorses to PSA.
Do I pay penalties for late estate‑tax filing? Yes—25 % surcharge + 12 % p.a. interest on basic tax; Covid‑era relief (RR 11‑2021) lapsed in June 2023.
Is online request allowed if I live abroad? Yes. PSA‑Serbilis ships overseas via PhilPost or courier; authentication for DFA Apostille available for extra fee.

10. Summary Checklist

  1. Identify which documents you need: birth, marriage, death, land title, probate order, etc.
  2. Gather relationship proof (your birth cert, parent’s death cert).
  3. Prepare valid ID and SPA if sending a representative.
  4. Choose PSA outlet or online; pay corresponding fees.
  5. For estate matters, secure BIR eCAR and court orders before property transfers.
  6. Keep multiple originals and store digital backups for future transactions.

Obtaining a deceased parent’s documents in the Philippines involves navigating several agencies, but knowing the precise requirements, acceptable proofs, and correct sequence of steps helps you avoid repeat visits and costly delays. Use the checklists above as your roadmap, and you’ll assemble the needed paperwork—legally and efficiently.

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