Whether you’re a learner planning to study abroad, or a jobseeker who just got hired to work overseas, your Philippine documents must be certified as legitimate for international use. This involves the issuance of Apostille certificates, which used to be known as “red ribbon” certificates.
Apostille certificates are issued by the Authentication Division of the Department of Foreign Affairs (DFA). This division authenticates school documents, civil records, official clearances, driver’s licenses, and more.
Guide to Applying for Authentication Services at DFA
Based on the DFA official website, below is an overview of the eligibility criteria, documentary requirements, application procedure, and the process for claiming authenticated documents.
Eligibility
The following persons may avail of the DFA’s authentication services:
- Document owners or immediate family members of document owners; or
- Authorized representatives who are not related to the document owners.
Requirements
The requirements vary depending on the document(s) to be authenticated. The requirements when applying for authentication of Philippine Statistics Authority (PSA) certificates, National Bureau of Investigation (NBI) clearance, school documents, and other important papers are as follows:
PSA Certificates
When applying for authentication of Birth/Marriage/Death Certificate and Certificate of No Marriage Record (CENOMAR), be sure to prepare:
- Original document issued by the PSA; and
- Local Civil Registrar (LCR) copy certified by the PSA (for newly-registered documents).
NOTE: If the details on the PSA Certificate are unclear, attach an LCR copy.
NBI Clearance
- Original document issued by the NBI with dry seal
NOTE: For married women, if the NBI clearance reflects her husband’s surname, but her valid ID still has her maiden name, a copy of their marriage certificate must be provided.
School Documents
For Elementary and High School Level (Form 137 and Diploma)
- Certified True Copies from the school; and
- Certification, Authentication, and Verification (CAV) from DepEd Regional Office.
For Technical and Vocational Courses (TOR and Diploma/National Certificate)
- Certified True Copies from the school; and
- CAV from Technical Education and Skills Development Authority (TESDA) Regional Office.
For State Colleges and Universities (TOR and Diploma)
- Certified True Copies and CAV from the school
For Private/Local Colleges and Universities (TOR and Diploma)
- Certified True Copies from the school; and
- CAV from Commission on Higher Education (CHED).
Certificate of Employment/Training/Seminar, Baptismal Certificate, and Other Documents from Private Entities
- Notarized Affidavit stating the following: (a) attest the document is accurate; (b) do not attach public documents; and (c) indicate private document as attached to affidavit;
- Certificate of Authority for a Notarial Act (CANA) signed by the Executive Judge/Vice-Executive Judge/any authorized signatories (issued by the Regional Trial Court); and
- Alien Employment Permit from the Department of Labor and Employment (DOLE) and Alien Certificate of Registration from the Bureau of Immigration (BI) (for foreign nationals).
Special Power of Attorney, Affidavit of Consent/Advice, Joint Affidavit, etc.
- Notarized Instrument; and
- CANA signed by the Executive Judge/Vice-Executive Judge (issued by the Regional Trial Court).
Other Documents
- Barangay Clearance – Mayor’s Certification/Clearance which has a jurisdiction over the Barangay
- Driver’s License – Certification (with receipt) from Land Transportation Officer (LTO)
- Police Clearance – Original document issued by the Philippine National Police (PNP)
- Passport Certification – Certification from Passport Division with Certified True Copy (CTC of Passport bio page)
- Immigration Records – Certified by Bureau of Immigration (BI)
- Court Documents – Certified True Copies from the Court (all pages)
Authorized Representatives
For applications that are filed by authorized representatives, the following additional documents must also be presented:
- Signed authorization letter;
- Copy of valid government ID with document owner’s signature; and
- Original and copy of representative’s valid ID.
NOTE: For documents of minor applicants, these documents are also required — original copy of Notarized Special Power of Attorney (SPA), authenticated by the Philippine Embassy/Consulate if executed abroad by either of the minor’s parents; and copy of proof of kinship to the minor applicant.
List of Acceptable IDs
Meanwhile, here is a list of acceptable IDs that may be submitted when filing for authentication or claiming authenticated documents:
- Social Security System (SSS) ID
- Unified Multipurpose ID (UMID)
- Driver’s License
- Professional Regulation Commission (PRC) ID
- Postal ID
- Philippine Identification System (PhilSys) ID
- Senior Citizen ID
- Solo Parent ID
- Person with Disability (PWD) ID
- Voter’s ID/Voter’s Certificate
- Passport
- Seaman’s Book
- Alumni ID
- Student ID
Fees
As for the processing fee, the prices are as follows:
- Regular Processing (5 days) – PHP 100
- Expedited Processing (2 days) – PHP 200
- e-Apostille Processing (2 days) – PHP 200
Application Procedure
The application process for authentication involves two main stages: booking an online appointment, and making a personal appearance at the DFA Consular Office. Below is a step-by-step guide for each stage:
Book Online Appointment
- Go to the DFA Online Apostille Application and Appointment System (AAAS).
- Read the terms and conditions displayed on screen, and click “I Agree.”
- From the drop-down menu, select “Apostille” as the purpose of your appointment.
- Choose the Consular Office (i.e. office location/region) where you want to set an appointment.
- Enter your personal information and contact details on the intake form onscreen. Click “Next.”
- Follow the instructions for making an online payment.
- After a successful payment and registration, download and print the application form (with confirmed appointment) and transaction slip that will be generated.
Personal Appearance
- On the date and time of your appointment, go to the DFA Consular Office.
- Present your confirmed appointment letter at the Appointment Verification Window Counter.
- Present all the necessary documents and your valid ID to the processing window for assessment.
Claiming of Documents
As mentioned earlier, the authentication process usually takes five (5) days for regular processing, and two (2) days for expedited processing and e-Apostille processing.
To make sure that your authenticated document is ready, you can track the status of your application online by going to this website: https://track.apostille.gov.ph/. Simply enter the processing date, slip number, and official receipt (OR) number onscreen, then click “Search” to know the status of your application.
For Document Owners
If you’re the document owner, just present your official receipt and valid ID at the DFA Consular Office to claim your authenticated document.
For Authorized Representatives
If you’re an authorized representative, you’ll need to present the following to claim the authenticated document: official receipt; authorization letter from the document owner; photocopy of document owner’s valid ID; and original and photocopy of authorized representative’s valid ID.
Infographic: DFA Authentication Process
Getting your documents authenticated is often necessary when applying for work, study, or immigration purposes. Bookmark this guide for the next time you plan to have a document authenticated at the DFA.
While authentication services usually involve making a personal appearance at the DFA Consular Office, certain documents can be fully processed online. Visit this link to learn more about the DFA’s digital apostille for PSA and CHED eCertificates.