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Know more about Apostille

Apostille is a certification that authenticates your documents for it to be valid and accepted abroad. Apostille has replaced the “red ribbon” way of authenticating a document. Apostille makes a document recognized as valid in countries included in the Hague Apostille Convention. An apostille is different from anotary.

Recently, on March 19, 2024, the Department of Foreign Affairs Office of Consular Affairs (DFA OCA) launched the e-Apostille service for apostille of PSA e-certificates.

View List of Countries

However, for countries that are not part of the Apostille Convention, the authentication will go through the process of consular authentication, also known asEmbassy Legalization. It is processed within the consulate or embassy of the respective country where the document will be used.

Apostille in the Philippines versus contracting and non-contracting parties

As part of due diligence, it is critical that we, at FileDocsPhil, know where you will use the document and its intended use. Not all countries or territories accept an apostilled document (with the stamp and gold round sticker) – some countries still require the authenticated document (with the red ribbon). For the latter, these countries are:

• Austria
• Finland
• Germany
• Greece

These countries do not acknowledge that the apostilled documents are legal and valid. Therefore, the authentication process is in line. Then, the third step, which requires taking the legalized document(s) to the foreign embassy or consulate, must be performed.

How Can FileDocsPhil Help?

FileDocsPhil is a trusted & leading partner for all your document authentication needs in the Philippines. Our team has extensive experience handling the apostille process, ensuring that your documents are authenticated and legalized. Whether you’re planning to work, study, or settle abroad, we streamline the process of legalizing your documents for use in foreign countries.

Since the entire process involves multiple steps, apostille should be approached diligently. Apostille services will vary depending on where you will use the document. We offer comprehensive apostille services to ensure your documents are processed quickly and efficiently. This includes:

Our Services

Document Review and Preparation

Our team will review your documents to ensure they meet the requirements for Apostille certification. We assist with verification of document completeness and guidance on necessary supporting documents.

Apostille Processing

We handle the entire Apostille process for you. From Submission of documents to the Department of Foreign Affairs to tracking status of your documents and notification of completion and collection of details.

Document Delivery

Once your documents are apostilles, we offer secure delivery options:  pick-ip from our office or nationwide and international shipping.

Get your documents authenticated with us in 4 easy steps!

• Fill out the Apostille/AuthenticationOrder Form.

• Provide your shipping details.
• Upload necessary documents. *If applicable
• Wait for your apostilled/authenticated documents to arrive at your doorsteps.

What documents need to be apostilled?

For a variety of uses, several documents in the Philippines need to be legalized or authenticated by an embassy through embassy legalization or apostille. Here are a few common examples:

Private Documents

• Special Power of Attorney (SPA):
• General Power of Attorney;
• Affidavit;
• Certification;
• Deed of Donation;
• Deed of Sale;
• Extra-Judicial Settlement of Estate;
• Agreements;
• Insurance Forms, etc.

Government-issued Documents

• PSA Certificates
  • Birth Certificates;
  • Death Certificates;
  • CENOMAR;
  • Marriage Certificates, etc.

• Court Order/s;
• NBI Clearance;
• Immigration Record/s;

• And those issued by  private institutions, such as
  • School records;
  • Medical Records;
  • Licenses;
  • Certificate of Training etc.

Business-related Documents

• Articles of Incorporation
• Incorporation Certificates;
• Bank Statements;
• Trademark;
• Patent Application;
• Oath of Corporate Secretaries/Offices;
• Appointment of Resident Agent;
• Affidavit of Use/Non-Use;
• Assignment of Letters etc.

Sample of Apostille certificate

Sample of apostille certification

What are the requirements for getting document(s) apostilled?

In the Philippines, the apostille service provider will ask you to provide or accomplish the following:

• Authentication form
• Original and photocopy of a valid ID
• A digitized government-issued ID with signature
  • The following IDs are accepted
    • Passport
    • Voter’s ID
    • Solo parent ID
    • Senior citizen ID
    • PWD ID
    • Alumni or student ID
    • Seaman’s book

If using an authorized representative, you will additionally need:

• Authorization letter
• Photocopy of the applicant’s ID
• Original SPA (specifically from the parent or legal guardian of a minor applicant)

The representative always needs to bring the letter, ID, and SPA, especially when transacting with the DFA. 

What are the steps in getting your document(s) Apostilled?

The steps and entities involved in the apostille process are straightforward, though it will depend on the country where you will use the apostilled document.

Apostille versus authentication

Prior to inclusion in the Convention, the authentication process is generally implemented. Here are the steps in DFA authentication:

1. Certification – Obtaining the document(s) to be certified from the relevant government agency or entity
2. Authentication – Taking the certified document(s) to the DFA for authentication
3. Legalization – Taking the authenticated document(s) to the relevant embassy or consulate for legalization

The apostille process discards the final step to include only the first two steps. Here are the steps in DFA apostille:

1. Certification – Obtaining the document(s) to be certified by the relevant government agency or entity
2. Authentication – Taking the certified document(s) to the DFA for authentication

Thereby, apostille is faster process because legalization is no longer needed.

Contact Us Today!

Need further information and assistance in the Apostille process?Talk to our team at  FILEDOCSPHIL  to know more about the requirements and process. Call us today at (+63) 917 149 2337 or send an email toinfo@filedocsphil.com or simply message us through the live chat for more information.