PSA Certificates Common Problem and Solutions

PSA Certificates
Common Problems and Solutions
Page 1 of 28
BIRTH CERTIFICATES
FIRST NAME
Blurred (FIRST NAME)

If the record of PSA is blurred, the local civil registrar shall be requested to endorse a copy of the
birth certificate with clearer entry in the first name to the PSA.
If the record of PSA and civil registry are both blurred, a petition for correction of clerical error
under the provisions of R.A. 9048 should be filed
Who Shall File
 the owner of the document or any authorized representative
 National Statistics Office
 owner of the record
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
 other person duly authorized by law or by the owner of the document sought to be
corrected;
 if owner of the record is a minor or physically or mentally incapacitated, petition may be
filed by his spouse, or any of his children, parents, brothers; sisters; grandparents,
guardians, or persons duly authorized by law.
Where to File
 If born in the Philippines
o Civil registry office where the birth certificate is registered
 If born abroad
o Philippine Consulate Office where the birth is reported
For R.A. 9048:
o The petition shall be filed with the local civil registry office of the city or
municipality where the birth is registered.
o When the petitioner had already migrated to another place within the
Philippines and it would not be practical for such party to appear in person with
the civil registrar of the place of birth, the petition may be filed with the civil
registry office where he/she is currently residing
 If born abroad
o If born abroad, with the Philippine Consulate where the birth was reported.
Page 2 of 28
Supporting Documents
For R.A. 9048:
1. Certified machine copy of the birth record containing the entry to be corrected;
2. Not less than two (2) private or public documents upon which the correction shall be
based like baptismal certificate, voters affidavit, employment record, GSIS/SSS record,
medical record, business record, drivers license, insurance, land titles, certificate of land
transfer, bank passbook, NBI/police clearance, civil registry records of ascendants;
3. Notice/Certificate of Posting;
4. Payment of one thousand Pesos (P1,000.00) as filing fee . For petitions filed abroad a fee
of $50.00 or equivalent value in local currency shall be collected;
5. Other documents which may be required by the concerned civil registrar.
Wrong Spelling (FIRST NAME)

The wrongly spelled first name in the birth certificate should be corrected by filing a petition for
correction of clerical error under the provisions of Republic Act 9048.
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 If born abroad
Page 3 of 28
4. Payment of one thousand Pesos (P1,000.00) as filing fee. For petitions filed abroad a fee
No First Name
If the name of the child in the birth certificate is blank, a supplemental report should be filed to
supply the missing entry.
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
o Supplemental report shall be filed with the local civil registry office of the city or
 If born abroad
o Supplemental report shall be filed with the Philippine Consulate where the birth
was reported.
o If the person born abroad is already in the Philippines, supporting documents for
supplemental report shall be coursed through the Department of Foreign Affairs,
Office of Consular Affairs.
Page 4 of 28
To supply the missing entry an affidavit indicating the entry missed in the registration and the
reasons why there was a failure in supplying the required entry. Other Supporting documents
should be provided to show the first name of the child.
First name used is different from the first name entered in the
birth certificate
If the first name used is different from what is entered in the birth certificate, the first name in
the birth certificate shall be changed by filing a petition for change of first name under the
provisions of R.A. 9048.
Change of first names like Ma. to Maria should be corrected by filing a petition for change of first
name under the provisions of R.A. 9048.
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 If born abroad
Page 5 of 28
The following documents should be submitted to support the petition:
transfer, bank passbook;
3. Notice/Certificate of Posting ;
4. Payment of three thousand Pesos (P3,000.00) as filing fee. For petitions filed abroad a
fee of $150.00 or equivalent value in local currency shall be collected;
5. Other documents which may be required by the concerned civil registrar;
6. NBI/police clearance, civil registry records of ascendants and other clearances as may be
required by the concerned civil registry office;
7. Proof of publication
First name is "Baby Boy", "Baby Girl", "Baby", "Boy" and "Girl"
If child is born before 1993
The first name “Baby Boy”, “Baby Girl”, “Baby”, “Boy” and “Girl” as considered as if the first
names were omitted, hence these are cases falling under the procedure of supplemental report.
(Memorandum Circular dated September 12, 2008 re “Revisions n Paragraph 2, Case No. 1 of
Memorandum Circular No. 2007-2008)
If child is born in 1993 onwards

In 1993 onwards the “Baby Boy”, “Baby Girl”, “Baby”, “Boy” and “Girl” are already considered as
a first name and can be corrected by filing a petition for change of first name under R.A. 9048.
(Memorandum Circular dated September 12, 2008 re “Revisions n Paragraph 2, Case No. 1 of
Child is born before 1993
The first name Baby Boy,Baby Girl, Baby, Boy and Girl as considered as if the first names were
omitted, hence these are cases falling under the procedure of supplemental report.
(Memorandum Circular dated September 12, 2008 Re: Revisions in Paragraph 2, Case No. 1 of
Page 6 of 28
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 If born abroad
was reported.
o If the person born abroad is already in the Philippines, supporting documents for
supplemental report shall be coursed through the Department of Foreign Affairs,
Office of Consular Affairs.
For supplemental report
Child is born in 1993 onwards

In 1993 onwards the Baby Boy, Baby Girl, Baby, Boy and Girl are already considered as a first
name and can be corrected by filing a petition for change of first name under R.A. 9048.
(Memorandum Circular dated September 12, 2008 re Revisions n Paragraph 2, Case No. 1 of
Page 7 of 28
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian;
corrected;
Where to File
 If born abroad
transfer, bank passbook;
4. Payment of three thousand Pesos (P3,000.00) as filing fee. For petitions filed abroad a
fee of $150.00 or equivalent value in local currency shall be collected;
5. Other documents which may be required by the concerned civil registrar;
6. NBI/police clearance, civil registry records of ascendants and other clearances as may be
required by the concerned civil registry office;
7. Proof of publication
Page 8 of 28
Blurred (SURNAME)
Who Shall File
 The owner of the document or any authorized representative
 PSA
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
If born in the Philippines
 Civil registry office where the birth certificate is registered
If born abroad
 Philippine Consulate Office where the birth is reported
For R.A. 9048:
 The petition shall be filed with the local civil registry office of the city or municipality
where the birth is registered.
 When the petitioner had already migrated to another place within the Philippines and it
would not be practical for such party to appear in person with the civil registrar of the
place of birth, the petition may be filed with the civil registry office where he/she is
currently residing
If born abroad
 If born abroad, with the Philippine Consulate where the birth was reported.
Page 9 of 28
For R.A. 9048:
Wrong Spelling (LAST NAME)

The misspelled last name in the birth certificate should be corrected by filing a petition for
correction of clerical error under the provisions of Republic Act 9048.
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 The petition shall be filed with the local civil registry office of the city or municipality
where the birth is registered.
 When the petitioner had already migrated to another place within the Philippines and it
would not be practical for such party to appear in person with the civil registrar of the
place of birth, the petition may be filed with the civil registry office where he/she is
currently residing
If born abroad
 If born abroad, with the Philippine Consulate where the birth was reported.
Page 10 of 28
No Last Name
If the last name in the birth certificate is blank, a supplemental report should be filed to supply
the missing entry.
reasons why there was a failure in supplying the required entry. Supporting documents should
be provided to show the name of the child
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 Supplemental report shall be filed with the local civil registry office of the city or
Page 11 of 28
If born abroad
 Supplemental report shall be filed with the Philippine Consulate where the birth was
reported.
 If the person born abroad is already in the Philippines, supporting documents for
supplemental report shall be coursed through the Department of Foreign Affairs, Office
of Consular Affairs.
Illegitimate Child
Born BEFORE August 3, 1988

If acknowledged by both parents
A child acknowledged by both parents shall use the surname of the father.
The last name of the mother shall be the middle of the child.
Who Shall File
 The child, if of age
 Mother
 Father
Where to File
 Civil registry office where the birth of the child is registered.
 If born abroad with the Consul of the Philippine Embassy where the child is born.
 In cases of children born abroad, the birth certificate, shall be annotated by the PSA.
1. Authentic writing
2. Other supporting documents that would prove the paternity of the father over the child
Page 12 of 28
If acknowledged by only one parent
If recognized by only one of the parents, a child shall use the surname of the recognizing parent.
Who Shall File
 Mother
 Father
Where to File
Child under the surname of the mother and acknowledged by the father through authentic
writing
The authentic writing executed by the father can be used as basis for you to use his last name.
Who Shall File
 Mother
 Father
Where to File
Page 13 of 28
Illegitimate Child
Born AFTER August 3, 1988
Birth certificate already registered and child is under the surname of the mother and the
father executed an affidavit of acknowledgment
You can use the surname of the father by applying the provisions of R.A. 9255.
The affidavit of acknowledgment executed by the father should be registered with the civil
registry office where the birth of the child was registered. Since the surname being used is the
surname of the mother, an Affidavit to Use the Surname of the Father (AUSF) should also be
executed with the civil registry office where the birth is registered.
Who Shall File
 Father
 Mother
 Child, if of age
 Guardian
Where to File
1. Affidavit of acknowledgment executed by the father
2. AUSF
Birth certificate already registered and child is under the

surname of the mother and a Private Handwritten Instrument
(PHI) by the father is presented
You can use the surname of the father by applying the provisions of R.A. 9255.
The PHI executed by the father should be the basis in order for you to use the surname of your
father. Since the surname being used is the surname of the mother, an Affidavit to Use the
Surname of the Father (AUSF) should also be executed with the civil registry office where the
birth is registered.
Who Shall File
 Father
 Mother
 Guardian
Page 14 of 28
Where to File
1. PHI executed by the father
2. AUSF
Birth certificate is not yet registered and the father

acknowledges the child at the back of the birth certificate or in a
separate public instrument
The child can already use your last name following the procedures for R.A. 9255.

Who Shall File
 Father
 Mother
 Guardian
Where to File
Blurred (MIDDLE NAME)

Who Shall File
 the owner of the document or any authorized representative
 PSA
 owners spouse
 children
 parents
 brothers
 sisters
Page 15 of 28
 grandparents
 guardian
corrected;
Where to File
 If born abroad
For R.A. 9048
 If born abroad
For R.A. 9048
4. Payment of one thousand Pesos (P1,000.00) as filing fee . For petitions filed abroad a fee
Page 16 of 28
Wrong Spelling (MIDDLE NAME)
The wrongly spelled middle name in the birth certificate should be corrected by filing a petition
for correction of clerical error under the provisions of Republic Act 9048.
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 If born abroad
4. Payment of one thousand Pesos (P1,000.00) as filing fee.For petitions filed abroad a fee
Page 17 of 28
NO MIDDLE NAME
If legitimate
If the middle name in the birth certificate is blank, a supplemental report should be filed to
supply the missing entry.
reasons why there was a failure in supplying the required entry. Supporting documents should
be provided to show the name of the child
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 If born abroad
was reported.
o If the person born abroad is already in the Philippines, coordinate directly to the
Philippine Embassy/Consulate where the birth was registered.
If illegitimate and acknowledged by the father

If the child is acknowledged by the father and middle name is blank, a supplemental report
should be filed to enter the omitted middle name. The last name of the mother shall be the
middle of the child.
Page 18 of 28
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
 If born abroad
was reported.
o IIf the person born abroad is already in the Philippines, supporting documents
for supplemental report shall be coursed through the Department of Foreign
Affairs, Office of Consular Affairs.
If illegitimate and not acknowledged by the father

The omitted middle name shall not be supplied anymore. An illegitimate child whose affiliation is
not recognized by the father bears only a given name and his/her mothers surname and does
not have a middle name. (Memorandum dated June 30, 2009)
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
Page 19 of 28
 grandparents
 guardian
corrected;
Where to File
 If born abroad
was reported.
o IIf the person born abroad is already in the Philippines, supporting documents
for supplemental report shall be coursed through the Department of Foreign
Affairs, Office of Consular Affairs.
Different from the middle name entered in the birth certificate

Last name of the mother in the birth certificate of the child is correct and middle name of the
child is wrong.
Last name of the mother in the birth certificate of the child is wrong and middle name of the
child is correct.
A petition for correction of clerical error under the provisions of R.A. 9048 should be filed to
correct the middle name.
Who Shall File
 The owner of the document or any authorized representative
 PSA
 owners spouse
 children
 parents
 brothers
 sisters
Page 20 of 28
 grandparents
 guardian;
corrected;
Where to File
 If born abroad
For R.A. 9048
 If born abroad
For R.A. 9048
medical record, business record, drivers, insurance, land titles, certificate of land
Page 21 of 28
Middle names of the child and the mother in the birth certificate
are wrong
A petition in court should be filed to correct the middle name of the child and the last name of
the mother in the birth certificate. The error is not already considered as clerical which can be
corrected administratively through R.A. 9048.
Who Shall File
 Any person interested in any act, event, order or decree concerning the civil status of
persons which has been recorded in the civil register, may file a verified petition for the
cancellation or correction (Section 1, Rule 108 Rules of Court)
Where to File
Regional Trial Court of the province where the corresponding civil registry is located.
Any document/s required by the lawyer to be presented during the petition which will show the
correct middle name if the child.
Interchanged middle and last name

The interchanged middle and last name is considered as an error encoding which can be
corrected by filing a petition for correction of clerical error under the provisions of R.A. 9048.
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Where to File
Page 22 of 28
 If born abroad
5. Other documents which may be required by the concerned civil registrar
Compound middle names like Dela Cruz, Quintos Deles, Villa

Roman
What will be the middle initial to be used in case the middle name is Dela Cruz, Quintos Deles or
Villa Roman.
The middle initial that should be used should be the first letter of the middle name. For Dela
Cruz , the middle initial should be "D". For Quintos Deles "Q". For Villa Roman "V".
Middle initial is entered in the birth certificate instead of the full

middle name
The entry should be corrected by a petition for correction of clerical error under the provisions
of R.A. 9048.
Who Shall File
 owners spouse
 children
 parents
 brothers
 sisters
 grandparents
 guardian
corrected;
Page 23 of 28
Where to File
 If born abroad
medical record, business record, drivers, insurance, land titles, certificate of land
MARRIAGE CERTIFICATE
Wrong spelling on the name of bride and/or groom
The first name of the bride and/or groom entered in the Certificate of Marriage (COM) is
different from the first name as appearing in the registered Certificate of Live Birth (COLB). For
example: the first name in the COLB is "Maria Ana" but in the COM is "Ma. Anna, the correct first
name used is "Maria Ana".
How to correct
A petition for the correction of entry/ies through RA 9048 is to be filed at the Local Civil Registry
Office (LCRO) where the COM was registered.
Fees
Under RA 9048 law, the City/Municipal Civil Registrar (C/MCR) or District/Circuit Registrar (C/DR)
shall collect a fee of P 1,000.00 for filing a petition for correction of entries.
Page 24 of 28
No entries in some of the items in the Certificate of Marriage
The COM lacks entry/ies in any of the items except at the Certification portion.
How to correct
A supplemental report may be filed at the LCRO where the marriage certificate was registered.
Requirements of filing a supplemental report at the LCRO is the Affidavit of Supplemental Report
on missing entries executed by the owner of the document and the copy of COLB from PSA.
Blurred/unreadable entries
A requested copy of the COM in security paper from PSA is found out blurred or have
unreadable entry/ies.
How to correct
Proceed to the LCRO of the place where the marriage certificate was registered and request for
endorsement of a certified copy of the COM with clear/readable copy to PSA, if available. If the
file copy is also blurred or has unreadable entries, request the LCRO for endorsement of
Municipal Form 3A (Marriage Available).
Negative result or No record at PSA

A request for copy issuance of COM at PSA resulted to a Negative Certification
How to correct
Kindly request the LCR of the place where the document was registered to endorsed a certified
copy of the COM at PSA.
Error in the date and place of marriage

There was a typographical error in entering the date and place of marriage in the COM.
How to correct
Proceed to the LCRO where the marriage was registered and file a petition for correction of
entries under the procedures of RA 9048.
Annotation on the annulment/declaration of nullity of marriage

1. A request for copy issuance of annotated COM resulted to COM in Security Paper
(SECPA) without the annotation on annulment.
How to correct
Proceed to the LCRO where the COM was registered. Verify from LCRO if the supporting
documents for processing the annotated COM were already forwarded to PSA. If not, request for
certified true copies of the following supporting documents to be used in the processing of the
annotated COM:
 Court Decree of Annulment/Declaration of Nullity of Marriage
 Certificate of Finality
 Certificate of Registration
Page 25 of 28
 Certificate of Authenticity
 UN-annotated Marriage Certificate
 Annotated marriage certificate
 The above requirements shall be submitted to PSA for re-processing of the
request.
2. A request for annotated COM resulted to error in the annotation.
How to correct
Proceed to PSA-Vidal Building located at 4th Floor Vidal Building, EDSA corner, Times St., Quezon
City for the correction of the annotation made.
Annotation on the effects of divorce declared in a foreign country

A request for copy issuance of COM with annotation on the effects of divorce abroad resulted to
a negative result or COM without annotation.
How to correct
 The divorce decree granted by a foreign country must first be filed for recognition in the
Philippine Regional Trial Court (RTC).
 Once the local court recognized the foreign divorce decree, register it to the LCRO of the
place of jurisdiction of the RTC which granted the petition.
 The next step is to provide the copy of the registered court decree and certificate of
finality to the LCRO where the marriage was registered for the annotation in the COM.
 Once registered, you may now request for an annotated COM at PSA. The complete set
of documents: registered court decree, certificate of finality, certificate of registration
and the annotated COM is to be forwarded through courier to PSA for processing. Also
hand-carry the set of documents for filing an application at PSA-Central Outlet, East
Avenue.
No signatures of the contracting parties (Replacement of PSA copy based

on CTC from local)
The COM filed at PSA has no signatures of both the contracting parties.
How to correct
 Proceed to the concern LCRO to verify their file if it contains signatures of the
contracting parties.
 If the copy filed at LCRO has signatures, request the concern LCRO to endorse a certified
photocopy copy of the COM to PSA.
Page 26 of 28
No signatures/different signatures of issuing officer from concerned LCRO
The request for a copy of the COM at PSA resulted to a feedback due to no signature/different
signature of the issuing officer from the concerned LCRO.
How to correct
In case the feedback is due to different specimen signature, request for endorsement of the
updated specimen signature of the issuing officer from the concerned LCRO.
DEATH CERTIFICATE
Error in the first name of the deceased in the Certificate of Death (COD)
There is an error in the spelling of the first name of the deceased in the COD.
How to correct
 The name of the deceased in the death certificate can be corrected through RA 9048.
The petition for correction of entries may be filed by the spouse of the deceased, his/her
children, parents, brothers, sisters, grandparents, guardian or any other person
authorized by law.
 A lawyer or any other person may file the petition provided that a special power of
attorney be given by the persons in the preceding sentence.
 Aside from the requirements for the petition for correction of entries, the death
certificate of the deceased should be attached to the petition.
 The petitioner may file at the LCRO where the COD was registered or at any LCRO
through the process of migrant-petition.
Error in the date and place of death

There was a typographical error in entering the date and place of death in the COD.
How to correct
Proceed to the LCRO where the death was registered and file for a petition for correction of
entries under the procedures of RA 9048.
Blurred/unreadable entries
A requested copy of the COD in security paper from PSA is found out blurred or have unreadable
entry/ies.
How to correct
Proceed to the LCRO of the place where the death was registered and request for endorsement
of a clear/readable copy of the COD to PSA, if available. LCRO file copy is also blurred or has
unreadable entries, request the LCRO for endorsement of Municipal Form 2-A.
Page 27 of 28
No entries in some items
The COD lacks entry/ies in any of the items except at the Medical Certification portion.
How to correct
A supplemental report may be filed at the LCRO where the death certificate was
registered.requirements of filing a supplemental report at the LCRO are: the Affidavit of
Supplemental Report on missing entries, supplemental report using the COD Form and the copy
of COD from PSA.
Negative results at PSA

A request for copy issuance of COD at PSA resulted to a Negative Certification
How to correct
Kindly request at the LCRO of the place where the COD was registered to endorse copy of the
COD at PSA.
No signatures/different signatures of issuing officer from concern LCRO

The request for a copy of the COD at PSA resulted to a feedback due to no signature/different
specimen signature of the issuing officer from the concerned LCRO.
How to correct
 In case the feedback is due to different specimen signature, request for endorsement of
the updated specimen signature of the issuing officer from the concerned LCRO.
 If the copy of the COD has no signature, request the concerned LCRO to re-endorse a
certified copy with signatures affixed in the document.
Page 28 of 28

PSA Certificates Common Problem and Solutions

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PSA Certificates Common Problem and Solutions

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PSA Certificates

Common Problems and Solutions

Blurred (FIRST NAME)

Wrong Spelling (FIRST NAME)

If child is born in 1993 onwards

Child is born in 1993 onwards

Wrong Spelling (LAST NAME)

Born BEFORE August 3, 1988

Birth certificate already registered and child is under the

Birth certificate is not yet registered and the father

Blurred (MIDDLE NAME)

If illegitimate and acknowledged by the father

If illegitimate and not acknowledged by the father

Different from the middle name entered in the birth certificate

Interchanged middle and last name

Compound middle names like Dela Cruz, Quintos Deles, Villa

Middle initial is entered in the birth certificate instead of the full

Negative result or No record at PSA

Error in the date and place of marriage

Annotation on the annulment/declaration of nullity of marriage

Annotation on the effects of divorce declared in a foreign country

No signatures of the contracting parties (Replacement of PSA copy based

Error in the date and place of death

Negative results at PSA

No signatures/different signatures of issuing officer from concern LCRO

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