Notarized Authorization Letter to Request a Certificate of Employment (Philippines)

A comprehensive legal-practical guide

1. What is a Certificate of Employment (COE)?

A Certificate of Employment is an employer-issued document that states an employee’s dates of employment, position(s) held, and (optionally) last salary and a brief description of duties. Under DOLE Labor Advisory No. 06-20 (31 Jan 2020) employers must release a COE within three (3) working days from an employee’s request—whether the worker is still employed or already separated. The legal roots trace back to Article 34 of the Labor Code (prohibition against withholding COE) and decades of DOLE opinion letters that treat the COE as part of the employee’s right to information and proof of work history.

2. Why issue an authorization letter?

Although the employee may request a COE personally, practical realities often require a proxy:

Common scenarios	Why the proxy is needed
Overseas Filipino Worker (OFW) cannot appear in person	Distance, time zone, cost
Illness, disability, quarantine, or mobility restrictions	Health/safety
Urgent deadlines (visa processing, bank loan)	Faster turnover
Ex-employee already in a new job	Inflexible schedule
Applicant for government benefit (SSS/HDMF/Pag-IBIG)	Third-party representative filing in bulk

Employers want written proof that the principal consented, to avoid data-privacy liability under Republic Act 10173 (Data Privacy Act of 2012) and to ensure that personal employment records are handled only by authorized persons.

3. Why notarize the authorization?

Benefit	Legal basis & effect
Authenticates the identities and signatures	2004 Rules on Notarial Practice require personal appearance and presentation of competent ID
Converts a private writing into a public document, admissible without further proof of authenticity (Rule 132, Sec. 19, Rules of Court)	Greater evidentiary weight if employer later challenges validity
Adds deterrence to fraud	Notary keeps a logbook/Notarial Register
Some HR policies expressly require notarized authority before releasing any personal records	Contractual compliance

Notarial fees range from ₱100 – ₱200 in Metro Manila (higher for rush or house-call). Documentary Stamp Tax is normally not required for a simple authorization letter, but some notaries affix a DST stamp (₱30) as best practice.

4. Essential parts of a notarized authorization letter

Heading / Title – “Authorization Letter” or “Special Power to Secure COE”
Date and Place of Execution
Principal’s Details – full name, residential address, government-issued ID type & number, employee number (optional)
Authorized Representative’s Details – same level of detail; include relationship (e.g., spouse, sibling, friend, messenger)
Specific Authority – “to request, receive, and acknowledge receipt of my Certificate of Employment covering the period …”
Scope & Limitations – whether photocopies are allowed, whether salary info may be disclosed.
Attachments Listed – photocopies of both parties’ IDs, company ID, exit clearance, etc.
Validity Clause – a sunset date or “until purpose is served.”
Signature Block – principal signs above printed name; representative may countersign acceptance.
Notarial Acknowledgment or Jurat – notarization form, notary’s seal, Doc. No./Page No./Book No./Series of 20__.

5. Sample Notarized Authorization Letter

AUTHORIZATION LETTER

Date: __________ I, Juan D. Dela Cruz, of legal age, Filipino, married, residing at 123 Mabini Street, Malate, Manila, with PhilSys ID No. 1234-567890-00000, hereby authorize Maria S. Reyes, of legal age, Filipino, single, residing at 45 Rizal Ave., Malate, Manila, with Passport No. P1234567A, to request, receive, and sign for my Certificate of Employment from ABC Manufacturing Corporation, covering my employment from 1 June 2019 to 30 April 2025, including the disclosure of my latest gross monthly salary.

This authority is valid for thirty (30) days from the date of signing and shall automatically expire thereafter.

Attached are photocopies of our valid government-issued IDs for verification.

________________________ Juan D. Dela Cruz Principal / Former Employee

Conformed: ________________________ Maria S. Reyes Authorized Representative

— — — — — — — ACKNOWLEDGMENT Republic of the Philippines ) City of Manila ) S.S.

On this 23rd day of June 2025, before me, a Notary Public for and in Manila, personally appeared:

Juan D. Dela Cruz – PhilSys ID No. 1234-567890-00000, valid until 2033

Maria S. Reyes – Passport No. P1234567A, issued 15 Mar 2024, valid until 2034 whose identities were confirmed through competent evidence, known to me to be the same persons who executed the foregoing Authorization Letter, which they acknowledged to be their free and voluntary act and deed.

IN WITNESS WHEREOF, I have hereunto set my hand and affixed my notarial seal on the date and place first above written.

(Notarial Seal) Atty. José L. Santos Notary Public for Manila App. No. 23; Roll No. 55555 Until 31 Dec 2025 | PTR No. 1234567; IBP No. 2345678

Doc. No. _____; Page No. _____; Book No. _____; Series of 2025.

6. Step-by-step procedure

Step	Principal	Representative	Employer
1. Draft letter	Provide details & limits	—	—
2. Print on clean bond paper (long legal size recommended)	Sign in blanks but not the notary section yet	Sign “Conformed” if required	—
3. Personal appearance before notary	Bring original IDs; sign in notary’s presence	Same	—
4. Photocopy notarized doc. & IDs	—	Keep originals; submit copies to HR	Receive request; log release
5. HR verification	—	Present company clearance/exit docs if any	Check signature & IDs
6. Release of COE (≤ 3 working days)	Receive via courier/email	Claim physically & sign HR logbook	Issue COE; file letter in 201 file

7. Employer policies you may encounter

Company Forms – Some HR units require the representative to fill out their own request form in addition to the letter.
ID surrender – HR may keep a photocopy of the representative’s ID or company visitor’s pass.
Schedule – Release hours often limited to 9 a.m.–3 p.m., weekdays.
Electronic COE – During pandemic many firms shifted to digitally signed COEs emailed to the principal; still keep the notarized letter on file.

8. Validity and revocation

A notarized authorization remains effective until the stated expiration or until you deliver a written revocation to the employer. If no period is stated, courts treat it as valid only for a reasonable time, interpreted in HR practice as 30–90 days.

9. Remote/online notarization

A.M. No. 20-07-04-SC (2020) temporarily allowed video-conferenced notarizations during public health emergencies, later extended by the Court until further notice.
Parties must be in the Philippines or at least one within the notary’s territorial jurisdiction, and all must be on live video.
Electronic copies may be used to request an e-signed COE, but check if your employer accepts digital-only authority.

10. Data-privacy safeguards

Release only the minimum data required (e.g., omit salary if not needed).
Attach redacted IDs (blur birthdate or address) when acceptable.
Representative should sign a short Confidentiality Undertaking if the COE contains sensitive pay details.
Employer’s HR should log the request in its Data Processing Inventory as “disclosure to authorized third party.”

11. Fees and timelines at a glance

Item	Typical cost / duration
Notarization fee	₱100–₱200
Documentary Stamp (if affixed)	₱30
Photocopies	₱2–₱5 per page
Employer release lead time (statutory)	3 working days max
Courier (optional)	₱60–₱200 domestic

12. Frequently asked questions (FAQ)

Can I email a scanned notarized letter? Yes, if your employer accepts electronic copies. Keep the original in case HR asks later.
Does the representative need an SPA (Special Power of Attorney) instead? For a simple COE, an authorization letter is enough; an SPA is advisable only if multiple transactions (e.g., SSS benefits, bank loan) are bundled.
May the employer refuse to state salary? Salary disclosure is discretionary unless mandated by a third-party verifier (e.g., embassy). Indicate “salary information included” to signal consent.
Is a notarized letter valid abroad? If it will be used at a Philippine employer’s office, yes. If you intend to present it to a foreign embassy or employer abroad, consider apostille authentication from DFA.
What if HR still won’t release my COE? File a complaint with the DOLE Field Office having jurisdiction over the employer, citing Labor Advisory No. 06-20.

13. Best-practice checklist

Use clear, specific language—avoid generic “all documents.”
State exact employment period and whether pay info is needed.
Attach both parties’ ID copies, back-to-back.
Sign only in the notary’s presence.
Keep at least two originals (one for HR file, one for your records).
Follow up politely before the 3-day statutory deadline.

14. Conclusion

A notarized authorization letter is a simple yet powerful instrument that balances an employee’s right to obtain a Certificate of Employment with the employer’s duty to protect confidential records. By understanding the legal framework, drafting it with precise language, and respecting notarization formalities, both principal and representative can secure a COE quickly and avoid compliance pitfalls under Philippine labor and data-privacy law.

Key takeaway: Draft thoroughly, notarize properly, attach IDs, and your representative can walk away—with your COE in hand—within three working days.