How to Verify a Business in the Philippines (A 2025 Legal & Practical Guide)
1. Why verification matters
Whether you are a customer, supplier, lender, investor, or employer, Philippine law places the burden of “know‑your‑counterparty” on you. Unregistered entities risk closure, void contracts (Art. 1409, Civil Code), tax assessments, and—even for innocent counterparties—anti‑money‑laundering penalties. A few free online searches can keep you out of costly litigation and scams.
2. Map of the official registries
| What you need to prove | Governing agency / portal | Key documents you can obtain | Typical cost / lead‑time |
|---|---|---|---|
| Existence & legal form | Sole Proprietor: DTI BNRS 2.0 search (bnrs.dti.gov.ph) | Certificate of Business Name Registration | Free search; ₱40–230 for an e‑cert; instant result (BNRS) |
| Corporation / Partnership / OPC: SEC “Check‑with‑SEC” & eSPARC | Certificate of Incorporation, latest General Information Sheet (GIS) | Free basic profile search; ₱160 + courier for certified copies (SEC Express) (Check with SEC, SEC Express) | |
| Secondary licences (lending, investment‑taking, etc.) | Same SEC portal (“Secondary Licence” tab) | Lending/Financing Licence, CFIF, Broker/Dealer Licence | Free search (Check with SEC) |
| Tax registration | BIR ORUS or “Revie” chatbot | BIR Form 2303 (Certificate of Registration), TIN validation | Free; instant result (Bureau of Internal Revenue, RESPICIO & CO.) |
| Local legality to operate | LGU eBPLS / BPLO portals (e.g., Taguig, QC, Pasig) | Current Mayor’s/Business Permit, Barangay Clearance | Most portals are free; certified copy ₱100‑300 (Manila Bulletin, Quezon City Government) |
| Government procurement eligibility | PhilGEPS supplier database | PhilGEPS Registration Number, “Platinum” Certificate | Free search; ₱5 000 annual renewal for Platinum (PhilGEPS) |
| Industry‑specific licences | —PCAB (contractors) | PCAB Regular/Special Licence | Free search; instant (PCAB Portal) |
| —DMW/POEA (overseas recruiters) | DMW Licence status & expiry | Free; list refreshes every 2 h (Respicio & Co.) |
(Other sectors: FDA for food/drugs, BSP for banks & MSBs, Insurance Commission for insurers, CDA for cooperatives, etc.)
3. Step‑by‑step verification workflow
Identify the entity type. Ask for the SEC Registration No. (XXXX‑), DTI BN Cert. No., or Cooperative/CDA No. if the counter‑party is vague. One‑Person Corporations (OPCs) are still corporations under RA 11232, so treat them as SEC‑registered. (Lawphil)
Run a name and certificate check.
- DTI BNRS Search → confirm the exact spelling, territorial scope, status (“ACTIVE/EXPIRED”), and expiry date. BNRS shows only exact names, so use all possible variants. (BNRS)
- SEC Check‑with‑SEC → verify (a) Registration No.; (b) “Active,” “Suspended,” or “Revoked” status; and (c) whether the firm holds secondary licences if it solicits investments or lends. (Check with SEC)
Order foundational documents (due diligence copies). Use SEC Express to buy certified true copies of
- Certificate of Incorporation / Partnership
- Latest Articles & By‑Laws (for amendments)
- Latest GIS (lists directors, officers, and beneficial owners) Delivery is 3‑5 working days nationwide. (SEC Express, RESPICIO & CO.)
Check tax compliance.
- Enter the TIN in BIR ORUS or type “Verify TIN” in the Revie chatbot. The system will tell you whether the TIN is valid and identify the Revenue District Office (RDO) where the taxpayer files returns. (Grant Thornton Philippines, RESPICIO & CO.)
- Ask for a copy of Form 2303 and the latest BIR Annual Registration Fee (ARF) payment (Form 0605).
Validate the Mayor’s/Business Permit. Most cities now expose permit look‑ups via eBPLS. Taguig, for instance, lets you download a QR‑coded permit instantly; Quezon City and Pasig provide status dashboards. If a firm’s permit shows “Expired” or “For Closure,” it cannot lawfully operate. (Manila Bulletin, Quezon City Government)
Confirm industry‑specific authority (if applicable).
- Construction: search the PCAB verification tool for licence class and expiry. (PCAB Portal)
- Overseas recruitment: look up the agency in DMW’s “Licensed Recruitment Agencies” list; note any Suspended or Cancelled flags. (Department of Migrant Workers, Respicio & Co.)
- Government tenders: a Platinum‑level PhilGEPS certificate spares you from asking for separate BIR, Mayor’s Permit, and Audited FS copies. (PhilGEPS)
Check for enforcement red flags.
- SEC Investor Alerts and Cease & Desist Orders (search “SEC Advisory”).
- BSP and AMLC press releases on freeze orders.
- BIR’s “Top 50 Delinquent Taxpayers” list.
- NLRC, OSG, and Supreme Court e‑Library for pending cases. (These are manual docket searches but vital for high‑value deals.)
Look through the lens of beneficial ownership & AML. SEC Memorandum Circular No. 1‑2021 requires corporations to file a Beneficial Ownership Declaration with every GIS; failure is penalised under the AMLA and the RCC. Ask for the stamped‑received GIS and compare it with public records. (RESPICIO & CO., Bureau of the Treasury)
Authenticate physical documents. All SEC‑, DTI‑, BIR‑, or LGU‑issued e‑certificates now carry a QR code; scan it before accepting printed copies. When dealing with foreign regulators, use DFA Apostille (per the 1961 Hague Convention).
Retain evidence. Keep PDFs or screen‑shots plus courier receipts of certified documents for at least ten years—the prescriptive period for tax fraud under Sec. 222, NIRC.
4. Legal consequences of misrepresentation
| Offence | Statute | Penalty |
|---|---|---|
| Acting as a corporation without SEC registration | Sec. 164, RA 11232 | ₱10 000–₱1 000 000 + dissolution order (Lawphil) |
| Doing business without Mayor’s Permit | Sec. 16, Local Government Code & local revenue code | Closure, confiscation, and up to ₱5 000 fine/day |
| Falsely using a DTI business name | Sec. 19, Business Name Act (Act 3883) | ₱5 000 + imprisonment 6 mos – 5 yrs |
| Failure to register with BIR | Sec. 258, NIRC | ₱20 000 – ₱50 000 + 2‑6 yrs jail |
| Money‑laundering using unregistered fronts | Sec. 4, RA 9160 as amended | Up to ₱3 000 000 fine + 7‑14 yrs jail |
5. Quick due‑diligence checklist (print‑friendly)
1. Entity details received (SEC/DTI/CDA number, TIN, address) 2. Name search done (BNRS / SEC) 3. Primary certificate verified (copy + QR scan) 4. Secondary / industry licence verified (if any) 5. Tax status confirmed (Form 2303, ORUS check) 6. Mayor’s Permit validated online 7. Financials (latest audited FS from SEC) 8. Beneficial owners cross‑checked against GIS 9. Red‑flag lists (SEC advisories, AMLC, court dockets) 10. All docs authenticated (CTC or QR‑coded originals)
6. Best practice tips
- Keep screenshots with the URL + timestamp; many portals refresh data nightly.
- Use the SEC Express Lane for same‑day CTC pick‑up if deadlines are tight.
- For LGUs without e‑BPLS, call the BPLO hotline and request e‑mail confirmation.
- When large sums are involved, commission a law‑firm corporate due diligence report—it covers litigation searches, site inspections, and notarised certifications.
7. Take‑away
Verifying a Philippine business is no longer a paper‑intensive ordeal. The Revised Corporation Code, the Ease of Doing Business Act, and a flurry of new e‑government portals have collapsed a week’s worth of legwork into a 30‑minute online routine—if you know where to look. Follow the checklist above, keep certified or QR‑coded evidence, and you can transact with confidence while staying on the right side of AMLA, tax, and corporate‑governance rules.