Remember the days when processing all documents for use abroad would take several months, from securing documents from private and public institutions to submitting them to the Department of Foreign Affairs (DFA) for the attachment of the “red ribbon,” and having them authenticated by the embassy or consulate of the destination country in the Philippines. In most cases, there would be additional authentication requirements after arrival in the country.
Fortunately, when the Philippines officially joined the 1961 Hague Apostille Convention in 2019, document authentication became significantly faster and more streamlined. For instance, a Certificate of Employment (COE), as a requirement for employment in Canada and other countries, now only requires an apostille certificate issued by the DFA. Now, that saves a lot of time, money, and resources. However, this convenience does not yet apply to all situations. Still, some countries are not party to the convention, and so authentication processes may vary.
In this article, we’ll cover the requirements and process for securing an apostille for a Certificate of Employment (COE) in the Philippines and how a service provider, like FileDocsPhil, can ctreamline the process.
What is a Certificate of Employment (COE)?
The DOLE Labor Advisory 06-2020 simply defines a Certificate of Employment (COE) as:
“a certificate from the employer specifying the dates of an employee’s engagement and the termination of his or her employment and type or types of work in which he or she is employed.”
The certificate is usually a one-page document issued by the respective Human Resources (HR) Department or employer. The details, however, vary depending on situations or the requirements of the requesting employee.
Standard COE Contents
- Employer Details. Aside from the document letterhead that displays the pertinent information about the employer, such as the company name, logo, office address, and contact details, the complete employer name is also indicated in the main content of the certificate. Normally, the Human Resources (HR) Head or Supervisor is the signatory in the document as the representative of the employer.
- Employee Name. Together with the employer name, the complete name of the employee, which is normally in boldface font, is clearly provided in the main content.
- Employment Details. These include the employee’s job position or role (e.g., Marketing Staff), department or unit (e.g., Digital Marketing Department), and duration of employment (e.g., January 06, 2024 – June 30, 2024). Salary information, either monthly or annually, may also be added as may be necessary or as per request by the employee. For general purposes, however, this is not usually included.
- Document Purpose. Generally, final COEs simply indicate the statement ‘issued for whatever (legal) purpose it may serve.’ Other purposes include credit card applications, loan applications, visa processing, higher education or graduate school enrollment, etc.
- Other Details. COEs may also contain other information such as relevant rewards and achievements, overall performance, and potential for certain duties. While employers are bound by law to only include factual information, legal actions may be taken against them should there be false or erroneous details.
Common Uses of COE Abroad
The issuance of a COE is not explicitly mandated by law. In fact, it is not mentioned in the Labor Code of the Philippines (P.D. 442), but the Implementing Rules and Regulations (IRR) of the code provide certain legal obligations and considerations that employers must adhere to for the provision of the document. Additionally, under R.A. 6715, also known as the “Herrera Law”, employees must be issued a COE upon request. These legal provisions ensure transparency and accountability in employment relationships and help protect the rights of the workers.
Among these legal bases, the most recent DOLE Labor Advisory 06-2020 provides the most clear definition of the certificate and other regulations for its issuance. As can be gleaned from the advisory, COEs serve various purposes, including but not limited to:
- Overseas employment applications
- Immigration and permanent residency processing
- Visa applications (Canada, Australia, UK, EU countries, etc.)
- Professional licensing and credential evaluation
- PRC Stateboard Verification for internationally licensed Filipino professionals
- Bank, loan, and credit applications abroad
DFA Apostille and Embassy Legalization of COE
If your COE will be used in countries that are part of the Hague Apostille Convention, such as Canada, Australia, the United Kingdom, Japan, South Korea, New Zealand, and more, you are only required to have it apostilled by the Department of Foreign Affairs.
On the contrary, if your destination country is not a member of the Apostille Convention, your COE must undergo Embassy or Consular legalization before you proceed to Apostille.
How to Apostille a Certificate of Employment (COE) in the Philippines
Step-by-Step DFA Apostille Process
- Secure the Original COE
Request the COE from your employer or HR department.
By law, it must be released within three (3) days.
- Prepare a Notarized Affidavit
Since a COE is a private document, the DFA requires a notarized affidavit stating:
- The authenticity of the COE
- The factual circumstances of its issuance
- The COE as an attached document
This affidavit acts as the DFA-accepted equivalent of:
Take note that incorrect affidavits are a common reason for DFA rejection.
- Book an Appointment via DFA AAAS
Appointments are made through the DFA Apostille Application and Appointment System (AAAS).
- Walk-ins are limited
- Appointments are strongly recommended
- Submit Documents at the DFA Consular Office
Submit the following documents:
- Original COE
- Notarized affidavit
- DFA appointment confirmation
- Valid government-issued ID
For representatives:
- Authorization Letter or Special Power of Attorney (SPA)
Why Apostilled COEs Are Important for PRC Stateboard Verification
Filipino professionals, such as engineers, nurses, teachers, architects, accountants, and other PRC-licensed practitioners, often need an apostilled COE for:
- PRC Stateboard Verification
- International credential assessments
- Overseas licensure and employment validation
Many foreign regulatory bodies require:
- Proof of professional experience
- Employer-issued COEs with DFA Apostille
- Supporting documents verified by accredited service providers
Sounds Overwhelming? It doesn’t have to be!
The Apostille Convention significantly improved document authentication for Filipinos, but COE apostille processing still requires technical knowledge, compliance with DFA rules, and careful preparation, especially for PRC Stateboard Verification and overseas employment.
If you want to avoid delays, rejections, and unnecessary stress, working with an experienced service provider, such as FileDocsPhil, makes all the difference.
Let FileDocsPhil Do the Work!
Avoid delays. Avoid rejections. Let FileDocsPhil handle your apostille of COE, professionally and efficiently.
Where can an employee request for a COE?
The certificate may be requested from the company’s Human Resources (HR) Department or actual employer. Upon request, the employee has to communicate clearly the purpose, as it is normally added in the document. It is, however, a standard operating procedure for the companies and employers to release it once the employment is terminated, or the employee resigns.
Is COE the same as clearance?
The COE is NOT a form of clearance, so there must be no reason for the employer to withhold its issuance. The COE is simply a type of document that certifies the employment status and history of an employee.
Who can request for a COE?
Anybody who was and is an employee of the company can request for the document. These include the separated employees (i.e., whether by termination, resignation, separation, or end of contract) and current employees whether or not active or rendering services. Those working as part-time, probationary, contractual, seasonal, fixed term, and regular employees can also request for a COE.
When should employers issue COEs?
When should employers issue COEs? As per DOLE advisory, the employer must issue the certificate within three (3) days from the time of request.
Can employers be requested for inclusion or exclusion of other details in the COE?
Yes, it is possible. However, there is no specific law that compels or forces the employers to do so.
Can employers indicate (negative) termination reasons in the COE?
The DOLE advisory does not limit the information to only the start date, end date, and type/s of work. Hence, it is NOT illegal for an employer to include facts about the employment (i.e., even the reasons for termination), provided that these are truthful, documented, and verifiable.
Should employees resign properly and complete clearances first before receiving COEs?
No. The DOLE advisory is very clear that employees whose employment is not yet terminated may also ask for a COE, and this must be issued within three (3) days after request.
