What to Do with PSA Feedback on Documents in the Philippines

A practical, lawyerly guide to fixing civil registry issues—birth, marriage, death, and related records—in the Philippine setting

1) First, understand what “PSA feedback” actually is

When you order a PSA-issued copy (SECPA) of a civil registry document—birth, marriage, death certificate, CENOMAR/Advisory on Marriages—the certificate or the release slip may carry remarks or you may receive no hit/negative results. Typical feedback includes:

“No record found” / “Negative” – PSA has no copy indexed under the details you provided.
“For manual verification” / “No image record” – The entry exists in a local register but PSA’s central copy is missing/unclear.
“With discrepancy” / “Illegible/blurred entry” / “Mutilated” – A key entry (name, date, place, sex, parents’ details) is wrong or unreadable.
“Needs endorsement from LCRO” / “Late/Delayed registration” – PSA requires an endorsed copy or a properly registered record.
“With annotation” – There’s a marginal note: legitimation, acknowledgment/USE OF FATHER’S SURNAME, annulment, corrections, adoption, change of name, etc.
“Submit supplemental report” – A minor missing item (middle name, municipality, etc.) must be supplied via supplemental reporting.
CENOMAR shows a prior marriage – You may have a homonym issue or an old/annulled marriage still appearing.

Each remark points to a specific remedy. Everything ultimately flows through the Local Civil Registry Office (LCRO) where the event was recorded, with final copies issued by PSA once the LCRO’s action is transmitted and ingested into the PSA database.

2) Quick decision map (start here)

Is there any record at all at the LCRO?
- Yes → Ask LCRO to endorse/transmit a clear copy to PSA (electronic or paper “endorsement”).
- No → If the event truly occurred, pursue late registration (LCRO).
Is the problem a small clerical/typographical error?
- Yes → Use administrative correction at the LCRO under RA 9048 (first name/nickname; clerical errors) and RA 10172 (clerical errors in day/month of birth and sex).
- No/It’s substantial (e.g., change of parents, change of nationality/legitimacy status without basis, change of year of birth) → Likely needs a judicial petition (Rule 108) in the proper court.
Is a minor item missing (e.g., middle name omitted)?
- File an Affidavit/Supplemental Report at the LCRO.
Is it about an illegitimate child using the father’s surname?
- Use administrative acknowledgment/use of father’s surname (formerly RA 9255 process) if statutory requirements are met; otherwise pursue court action.
Is the PSA copy unreadable or damaged?
- Request reproduction from LCRO and re-endorsement of a clear copy; if the LCRO copy is also damaged, LCRO will guide you on reconstruction procedures and evidentiary affidavits.

3) Common PSA feedback & how to fix it

A. “No record found” / “Negative” results

Step 1: Verify at LCRO of place of birth/marriage/death. Many records exist locally but haven’t been properly transmitted or indexed by PSA.
If LCRO has a record: Request endorsement to PSA (electronic submission or paper transmittal).
If LCRO has none:
- For births/marriages/deaths that truly occurred: File for late registration with required supporting documents (see §6).
- For CENOMAR with a known marriage: Confirm spelling, dates, and possible homonyms; provide IDs and supporting evidence so PSA/LCRO can disambiguate.

B. “For manual verification” / “No image record”

LCRO sends a certified machine copy or image re-scan to PSA. You’ll usually:
1. Request at LCRO an endorsement with a legible image;
2. Wait for PSA to ingest the endorsement;
3. Reorder the PSA copy.

C. “With discrepancy” / Clerical errors

Use RA 9048 (change of first name/nickname; correction of clerical/typographical errors) and RA 10172 (day/month of birth, sex—if clerical in nature).
Who files: The document owner or authorized representative.
Where: LCRO of the place where the record is kept (or where the person is currently residing, as allowed).
Process highlights:
- File a petition with IDs and supporting public/official documents (school records, baptismal certificate, medical records, government-issued IDs).
- Posting period at LCRO (public notice).
- Decision by the civil registrar; if approved, LCRO annotates the record and endorses to PSA.
- Reissue: After PSA updates the central database, you can get an annotated PSA copy.

Important: If the error is substantial (e.g., change of year of birth, change of parentage, legitimacy), administrative correction won’t suffice. Proceed to a Rule 108 judicial petition (see §5).

D. “Needs endorsement from LCRO”

Your LCRO must revalidate and re-send the record to PSA (often after fixing forms, seals, signatures, or legibility). You request this at LCRO; bring any prior PSA slips and IDs.

E. “Late/Delayed registration”

If the event wasn’t registered on time, the LCRO will accept late registration supported by proofs of the fact and continuous use of the identity details (see §6). LCRO then forwards to PSA.

F. “Submit supplemental report”

For minor omissions (e.g., absent middle name, missing municipality), LCRO accepts a Supplemental Report/Affidavit with supporting documents. PSA updates after endorsement.

G. “With annotation”

Read the marginal note: it might be RA 9048/10172 correction, acknowledgment, legitimation, annulment/void marriage, adoption, or court-ordered changes.
If the annotation isn’t appearing in the PSA copy, ask LCRO to re-endorse the annotated record or the Advisory on Annotation.

H. CENOMAR shows a marriage you dispute

Investigate homonym issues (same name/birthdate). Provide LCRO/PSA with IDs, birth record, and any disambiguating documents.
If it’s truly your marriage but later annulled/void, ensure the court decision and certificate of finality have been registered/annotated at LCRO and endorsed to PSA so a CENOMAR/Advisory reflects the correct status.

4) Administrative corrections in detail (RA 9048 & RA 10172)

What you can fix administratively:

Change of first name/nickname (e.g., “Baby Girl” to “Maria”).
Clerical/typographical errors in entries on civil records.
Clerical errors in the day or month (not year) of birth, and sex if the error is clearly clerical (not a medical/surgical change).

What you cannot fix administratively (typical examples):

Change of year of birth; parentage (adding/removing a parent); legitimacy status without a recognized legal ground; nationality; or any substantive change affecting civil status or filiation. These go to court (Rule 108).

Evidence to prepare:

Government IDs, school records, baptismal/medical records, employment and SSS/PhilHealth records, PRC/GSIS where applicable; for sex/day/month corrections under RA 10172, medical or hospital records are particularly useful.

Process tips:

Use consistent documents over time (older records carry more weight).
Expect a posting period at the LCRO; after approval, allow time for PSA ingestion before reordering.

5) Judicial correction/cancellation (Rule 108, Rules of Court)

When needed:

Substantive corrections or cancellations (e.g., parentage, legitimacy/illegitimacy, nationality, year of birth, bigamy annotation, adoption effects not yet carried over, complex identity disputes).

Key notes:

File a verified petition in the proper RTC (usually where the civil registry is located).
Implead necessary parties (LCRO/PSA and persons affected).
Publish if required; present evidence (public documents, witness testimony).
Once a final decision issues, ensure registration of judgment with the LCRO and endorsement to PSA so your PSA copies reflect the court-ordered changes.

6) Late registration (birth/marriage/death)

When: No timely registration exists in the LCRO.

General requirements (illustrative; LCRO may add specifics):

Birth: proof of birth (hospital/clinic record, midwife’s affidavit), parents’ IDs, the informant’s ID, proof of continuous use of the claimed name/birthdate (early school records, baptismal), and barangay certification.
Marriage: evidence of the ceremony (marriage contract, officiant’s certification), IDs of spouses and witnesses.
Death: medical certificate/attending physician’s certification, funeral home records, family/next-of-kin IDs.

Process: LCRO evaluates, posts if required, registers, then endorses to PSA.

7) Acknowledgment & use of the father’s surname (formerly RA 9255 process)

When: An illegitimate child seeks to use the father’s surname.

Pathways:

Voluntary acknowledgment/affidavits by the father (and mother’s consent as required) filed at LCRO; or
Court order if the father refuses or if there’s a dispute.

After approval: LCRO annotates and endorses to PSA; reorder the PSA birth certificate to see the annotation.

8) Special scenarios

Overseas events (Report of Birth/Marriage/Death): If the event happened abroad, file a Report of Birth/Marriage/Death with the Philippine Foreign Service Post or DFA; after transmittal and PSA ingestion, you can order the PSA copy. If PSA says “no record,” follow up with the FSP/DFA and request endorsement to PSA.
Annulment/nullity/legal separation: Ensure the decision and finality are registered at the LCRO of the marriage and endorsed to PSA; otherwise the PSA records will still show the prior status.
Adoption: Post-decree, process the amended birth record via LCRO and endorsement to PSA (old record is usually sealed; new record is issued).
Legitimation by subsequent marriage: Register the legitimation at LCRO; PSA will annotate upon endorsement.
Muslim & Indigenous Peoples’ personal laws: Where applicable, registrations may follow special procedures; coordinate with the Shari’a court/competent authority and the LCRO.
Foundlings and rectification: Follow the dedicated LCRO workflow; expect heightened evidentiary requirements.

9) Evidence that actually helps

Earliest-in-time records: baptismal certificate, Form 137/early school cards, immunization/health center cards.
Government records: PhilSys (if any), SSS, GSIS, PRC, LTO, PhilHealth, voter’s records, passports.
Medical/hospital records: indispensable for RA 10172 sex/day/month corrections.
Affidavits: of discrepancy, two disinterested persons, midwife/attendant, or of loss/damage when original local records were destroyed.

10) Practical playbook (do this in order)

Read the exact PSA remark on the certificate or release slip.
Visit or contact the LCRO where the event occurred; bring IDs, the PSA slip/copy, and any supporting documents.
Ask whether the LCRO has the original municipal/city entry and if an endorsement to PSA is needed.
If it’s a clerical issue, file an RA 9048/10172 petition at the LCRO (or the LCRO of your current residence when allowed).
If it’s substantive, prepare for a Rule 108 petition (consult counsel).
Track the endorsement: after LCRO approval/registration, follow up on PSA ingestion before reordering.
Reorder the PSA copy once LCRO confirms transmission.

11) Fees, timing, and expectations

LCRO filing fees apply and vary by LGU; PSA copy fees are separate.
Posting periods apply to administrative corrections; court cases take longer.
PSA database updates depend on transmittal cycles. Always plan ahead for visa, school, or wedding timelines.

12) Red flags & pro tips

Mismatched names across IDs slow everything down—standardize early (start with the birth record).
Do not overcorrect: If a detail appears one way in all early records and only differently on one late-issued ID, align the outlier to the consistent set.
Keep certified copies of everything you file and all receipts/transmittal references.
If you changed first name under RA 9048, remember that downstream agencies (LTO, SSS, banks) must be updated after PSA issues the annotated copy.
Homonyms: Provide middle names/parents’ names and birthplaces to disambiguate.
Court route: When in doubt or if LCRO says the matter is outside RA 9048/10172, don’t waste time—move to Rule 108.

13) Sample LCRO-facing checklists (you can reuse)

For endorsement (record exists at LCRO but PSA has issues):

Government ID(s), PSA slip/negative result, LCRO-certified copy of the registry entry, request letter/endorsement form, official receipt.

For RA 9048 (first name/clerical errors) / RA 10172 (day/month/sex clerical):

Petition form, valid ID, PSA copy, LCRO copy, 2×2 photos (if required), supporting documents (school/baptismal/medical, etc.), affidavits of two disinterested persons, posting fee, filing fee.

For late registration (birth):

Certificate of live birth (if available), midwife/hospital certification, parents’ IDs, barangay certification, earliest school/baptismal/health records, affidavits (attendant, two disinterested persons), fees.

For acknowledgment/use of father’s surname:

Affidavit(s) of acknowledgment/consent, father’s valid ID and personal appearance (if required), child’s PSA/LCRO record, supporting evidence of filiation, fees.

14) Final reminders

LCRO is your hub. Most problems flagged by PSA are resolved locally first and then reflected nationally after endorsement.
Match the remedy to the remark. Clerical vs. substantive is the key fork.
Court orders must be registered. A decision changes nothing at PSA until the LCRO registers and endorses it.
Document consistency wins cases. Gather early, official, and continuous records.

This article is for general information in the Philippine context and is not a substitute for formal legal advice. For complex or contested matters—especially those implicating filiation, legitimacy, or prior marriages—consult counsel to evaluate a Rule 108 petition and evidentiary strategy.