Apostille

DFA Apostille for your Philippine Documents

In the recent years, many of you encountered the term “Red Ribbon” when having document authentication in the Philippines for international use. Have you ever wonder where it went?

On May 14, 2019, the Philippines became part of the Hague Apostille Convention, replacing the red ribbon with the Apostille system. This system made document legalization easier and internationally recognized.

This article will help you understand how important the DFA apostille and how does it work. We will also share with you the requirements and process, specially how FileDocsPhil can help you in securing your apostilled documents.

What is DFA Apostille?

Apostille is a form of authentication issued to Philippine documents to use these documents for international transactions. Getting your documents apostilled is required for countries that are part of the Hague Apostille Convention to validate and recognize the authenticity. This is facilitated by the Department of Foreign Affairs (DFA), a government agency that is responsible for issuing apostille certificates.

This process simplifies the authentication process of documents for use abroad by removing the need for double certification, or by having your documents legalized by the foreign country’s embassy or consulate. 

However, some countries still need an attestation or legalization from their foreign embassy or consulate. You may check out this article to see a complete and updated list of countries that are part of the Hague Apostille Convention

sample of apostille certification

Sample of DFA Apostille

What are the DFA Apostille Requirements?

NBI Clearance

  • Original document issued by the National Bureau of Investigation (NBI) with dry seal and verifiable online.

  • Important: If the NBI clearance has already reflected the husband’s surname and the only valid ID that the applicant can present is her maiden name ID, please provide a copy of the marriage certificate
    Note: Personal copy is not accepted by DFA.

PSA Certificates – 

Birth/Marriage/Death Certificate, Certificate of No Marriage Record (CENOMAR, Advisory on Marriage and/or Negative Records)

  • Original document issued by Philippine Statistics Authority (PSA)/ National Statistics Office (NSO)

  • For newly registered records, Local Civil Registrar (LCR) copy should be certified by PSA.
    Note: Provide an LCR copy of Birth (Form 1A)/Death (Form 2A)/Marriage (Form 3A) Certificate if the entries from PSA/NSO are UNCLEAR.
    IMPORTANT: PSA QR entries must match the details on the document

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

    • Certification, Authentication and Verification (CAV) from TESDA Regional Office

  • For State Colleges and Universities (TOR and Diploma)

    • Certified True Copies and Certification, Authentication and Verification (CAV) from the school

  • For Private/Local Colleges and Universities (TOR and Diploma)

    • Certified True Copies from the school; and

    • Certification, Authentication and Verification (CAV) from Commission on Higher Education (CHED)

Professional Regulations Commission (PRC) document/s

  • Original/Certified True Copies from PRC

Medical Certificate/s

  • For employment: DOH stamp per document

  • For other purposes : Certification issued by DOH with attached Medical Certificate

Civil Aviation Authority (CAAP) issued document/s

  • Certified by CAAP

Driver’s License

  • Certification from Land Transportation Office (LTO Main and Regional Offices only)

Certificate of Employment/ Trainings/ Seminars/ Baptismal Certificates and other documents issued by a private entity

  • Notarized Affidavit stating necessary factual circumstances and indicating certificate/s as attachment/s

  • Certificate of Authority for a Notarial Act (CANA) signed by the Executive Judge/Vice-Executive Judge

  • For Foreign nationals: present the Alien Employment Permit from DOLE and Alien Certificate of Registration from the Bureau of Immigration

  • Note: The affiant’s (person who executed the affidavit) name will be reflected on the Apostille’s caption.

Special Power of Attorney/ Affidavit of Consent/Advice, Joint Affidavit, etc

Memorandum of Agreement/Memorandum of Understanding/any other form of contract

  • Notarized Affidavit stating necessary factual circumstances and indicating certificate/s as attachment/s or a jurat from the notary public on the document

  • Certificate of Authority for a Notarial Act (CANA) signed by the Executive Judge/Vice-Executive Judge (issued by the Regional Trial Court)

  • Note: Copy of Notarial Commission is not the same as Certificate of Authority for a Notarial Act. Clerks of Court may not sign the CANA as the certifying official (SC OCA Circular No. 27-2007)

Court Document/s

  • Certified True Copies from the Court

Immigration Record/s

  • Certified by Bureau of Immigration (BI)

DSWD Clearance

  • Original document issued by Department of Social Welfare and Development

Police Clearance/Sundry

  • Original document issued by the Philippine National Police

Business Registration and Other Documents issued by a Government Agency (e.g. SEC, DTI, BIR, SSS, Municipal Business Permit & Licensing Office, etc.)

  • Certified true copy from the issuing office

Barangay Clearance/Certificate

  • Mayor’s certification/clearance which has a jurisdiction over the Barangay

Export Document/s

  • Certified by Philippine Chamber of Commerce (PCCI), Department of Health (DOH), Department of Agriculture (DA) or by the Bureau of Food and Drugs (BFAD), depending on the nature of the document

Foreign Documents for Certification (for use in the Philippines only)

  • Original/Photocopy of the document (Note: Foreign Documents should be attested first by the issuing country’s embassy/consulate)

Passport Certification

  • Original document from the Passport Director’s Office at DFA Aseana

Source: https://www.apostille.gov.ph/documentary-requirements/

Take note that an additional requirements are needed when processing dfa apostille through an authorized representative. These documents are Special Power of Attorney (SPA) for minor document owners or a signed authorization letter, copy of valid government ID bearing document owner’s signature, Representative’s valid ID (photocopy and original). 

Additionally, if authorized representative of a company, please present proof of affiliation (e.g. SEC GIS, company ID indicating position, etc).

If processing a Death Certificate, please present proof of relationship from next of kin and authorization letter if applicable.

For foreign nationals processing for any employment related document, please present the Alien Employment Permit from DOLE and the Alien Certificate of Registration from the Bureau of Immigration.

DFA Apostille Appointment System

DFA launches its appointment system for its transactions. This allows a more systematic and hassle-free process for obtaining your apostille certificate for your Philippine documents. This appointment system will secure a schedule before you can go to DFA-OCA – DFA Office of Consular Affairs, which ensures your slot within a specific date of your preference. For appointment online, you may want to read this article for a more detailed guide on how you can set an appointment to DFA.

DFA Appointment System

DFA Apostille Application & Appointment System (AAAS) website – https://appointment.apostille.gov.ph/

DFA Apostille Cost and Processing Time

The cost of obtaining an apostille from the DFA is generally affordable, but it can vary based on the document type and the processing method, either regular or expedited. Processing times also vary depending on what you will avail, standard processing may take up to five (5) working days, while expedited services can speed this up to two (2) working days.

How can FileDocsPhil help you on DFA Apostille?

FileDocsPhil provides assistance in making the process convenient and efficient for you. From reviewing your documents to meet the DFA requirements, queueing and submitting your documents to DFA, to delivery of apostilled documents. 

Our services also cover related processes, such as securing PSA-certified documents, arranging notarization, and obtaining RTC authentication, ensuring that every step is correctly completed. Whether you need standard or expedited processing, Filedocsphil tailors its approach to meet your deadlines and specific needs.

Let FileDocsPhil Do the Work!

Need further information and assistance in DFA Apostille? 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 to info@filedocsphil.com or simply message us through the live chat for more information. 

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