Delayed Registration of Certificate of Death, Municipal Form No. 103 and Municipal Form No. 103A

Classification: Highly TechnicalTotal Processing Time: 1 hour and 50 minutes and 10 daysTotal Fees: PHP 125.00

Registration of death that was made beyond the 30 days reglementary period of registration.

Who May Avail

Any interested party covered by Civil Registration Law (Act. No. 3753), its rules and regulations, Memorandum Circulars issued by the PSA and Data Privacy Act of 2012 (R.A. 10173)

Requirements

Requirements	Where to Secure
Duly accomplished Certificate of Death (COD) or Municipal Form No. 103 / Certificate of Fetal Death (COFD) or Municipal Form No. 103A, with Signed and Notarized Affidavit of Delayed Registration of Death at the back of the Certificate of Death/Fetal Death form, in quadruplicate (4)	Hospital Authority/Local Health Officer/Funeral Services Authority
Duly accomplished Certificate of Death (COD) or Municipal Form No. 103 / Certificate of Fetal Death (COFD) or Municipal Form No. 103A, Attachments on Civil Registry Documents of Muslims and Indigenous People, if applicable, in quadruplicate (4)	Imam/Muslim Mosque
Form 2B (Death, not available) or Form 2C (Death, Destroyed), if applicable – 1 original copy	Local Civil Registry Office
Negative Certification of Death / CRS Form No. 2 – 1 original copy	Philippine Statistics Authority (PSA)
Affidavit of Two Disinterested Persons – 2 original copies	Notary Public / Local Civil Registry Office
Affidavit of Delayed Registration of Certificate of Death (stating the place and date of death, facts and circumstances surrounding the death and the reason or cause of delay) – 2 original copies	Notary Public / Local Civil Registry Office/ Family or Nearest relative of the deceased
Certificate of Death issued by the church, if applicable – one (1) original copy	Issuing Authority
Picture of Tombstone (Lapida) – 1 original copy	Cemetery/Crematorium
Barangay Captain's Certification – 1 original copy	Barangay Captain
Affidavit of Explanation or Undertaking/Letter of Intent, if applicable – 2 original copies and 1 photocopy	Authorized Issuing Agency
Any other supporting documents stating the name, date and place of death of the registrant – 1 original copy and 1 photocopy	Authorized Issuing Party /Agency
Any Government Issued Identification Cards of the Applicant/Registrant (present original copy) – 1 photocopy	Document Owner/Applicant/Authorized Person/Authorized Issuing Agency
Special Power of Attorney (SPA) / Authorization Letter, if applicable – 1 original copy	Notary Public / Authorizing Person/ Authorized Person
Any Government Issued Identification Cards of the Authorizing person and the person authorized (present original) – 1 photocopy, if applicable	Authorizing Person/ Authorized Person
For Out of Town Delayed Registration of Certificate of Death: Affidavit of Out of Town Registration and above stated requirements	Local Civil Registry Office of the receiving LCRO/ Notary Public/Issuing Agency/ies

Step-by-Step Process

Submission and Assessment of Documents
Proceed to Visitor's Log Book Registration Window and log personal information and purpose on the Client Log-book for Contact Trace, presents Valid ID
Agency Action
1. Information personnel inquires the specific transaction of the applicant and assists client to sign the log book
  Fee: None · Processing Time: 5 minutes (varying on the registering clients) · Administrative Aide VI, Administrative Aide I
Get queuing number and Citizens Charter (ARTA) Monitoring Form
Agency Action
1. Provides queuing number and Citizens Charter ARTA Monitoring Form, and informs client to submit documents, queuing number and ARTA Monitoring Form at Window 4
  Fee: None · Processing Time: 5 minutes (varying on the registering clients) · Administrative Aide VI, Administrative Aide I
Submit queuing number, Citizens Charter ARTA Monitoring Form and all necessary documents and requirements
Agency Action
1. Receives queuing number and Citizens Charter (ARTA) Monitoring Form; examine and pre-evaluate the completeness and correctness of the Certificate of Death/Fetal Death (COD/COFD), if available and supporting documents
  Fee: None · Processing Time: 60 minutes (varying on the case to be reviewed) · Registration Officer II, Administrative Aide I, Administrative Aide IV, Registration Officer IV or City Civil Registrar
Wait for notification
Agency Action
1. Interviews the applicant for the preparation of the Certificate of Death/Fetal Death (COD/FD), if applicable
  Fee: None · Processing Time: 60 minutes (varying on the case to be reviewed) · Registration Officer II, Administrative Aide I, Administrative Aide IV, Registration Officer IV or City Civil Registrar
Receive Transaction slip with instruction and signs log book, if applicable
Agency Action
1. 1.If for inquiries only, interviews applicant and provides list of requirements for the application of delayed registration
  Fee: None · Processing Time: 60 minutes (varying on the case to be reviewed) · Registration Officer II, Administrative Aide I, Administrative Aide IV, Registration Officer IV or City Civil Registrar
2. 2.If all necessary documents and requirements are found to be in order, prepares the Certificate of Death/Fetal Death (COD/FD) form and issues the order of payment
  Fee: None · Processing Time: 60 minutes (varying on the case to be reviewed) · Registration Officer II, Administrative Aide I, Administrative Aide IV, Registration Officer IV or City Civil Registrar
Payment of Applicable Fees at the City Treasurer's Office
Personal Information System (PIS) Verification. Without PIS, proceed to Management Information System Section. With PIS, proceed to City Treasurer's Office for payment of applicable fees
Agency Action
1. 1.Penalty Fee for Delayed Registration
  Fee: PHP 100.00 per document · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
2. 2.Processing Fee for Out of Town Delayed Registration, if applicable
  Fee: PHP 500.00 · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
3. 3.Fee per set of Municipal Form No. 103 / 103A, if applicable
  Fee: PHP 30.00 · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
4. 4.Burial Permit Fee, if applicable
  Fee: PHP 100.00 · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
5. 5.Transfer Permit Fee, if applicable
  Fee: PHP 200.00 · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
6. 6.Fee per set for Islam Attachment, if applicable
  Fee: PHP 20.00 · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
7. 7.Documentary Stamp Tax
  Fee: PHP 30.00 per document · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
8. 8.ICT Fee
  Fee: PHP 25.00 per official receipt · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office
Processing of Documents
Present Official Receipt, check and sign the encoded COD/COFD form
Agency Action
1. Receives the receipt, issues Transaction Slip indicating the date of release and instruct the client to return after 10 days mandatory posting period
  Fee: None · Processing Time: 20 minutes and 10 days mandatory posting period (varying on the case to be processed). Note: If the release date falls on a holiday, release is on the next working day; if it falls on a Saturday or Sunday, release shall be on a Monday · Registration Officer II, Administrative Aide I or City Civil Registrar
Receive Verification Slip and return after the 10 days mandatory posting period of Notice
Agency Action
1. Process registration of document and attached mandatory requirements and prepares the notice of posting for 10 days
  Fee: None · Processing Time: 20 minutes and 10 days mandatory posting period (varying on the case to be processed). Note: If the release date falls on a holiday, release is on the next working day; if it falls on a Saturday or Sunday, release shall be on a Monday · Registration Officer II, Administrative Aide I or City Civil Registrar
Releasing of the Document
Proceed to Visitor's Log Book Registration Window and log personal information and purpose on the Client Log-book for Contact Trace, presents Valid ID
Agency Action
1. Information personnel inquires the specific transaction of the applicant and assists client to sign the log book
  Fee: None · Processing Time: 5 minutes (varying on the registering clients) · Administrative Aide VI or Administrative Aide I
Get queuing number and Citizens Charter (ARTA) Monitoring Form
Agency Action
1. Provide queuing number and Citizens Charter ARTA Monitoring Form, and informs client to submit documents, queuing number and ARTA Monitoring Form at Window 4
  Fee: None · Processing Time: 5 minutes (varying on the registering clients) · Administrative Aide VI or Administrative Aide I
Submit queuing number, Citizen's Charter (ARTA) Monitoring Form and Transaction Slip
Agency Action
1. Receives queuing number, Citizens Charter ARTA Monitoring Form and Transaction Slip
  Fee: None · Processing Time: 20 minutes · Registration Officer II, Administrative Aide I or City Civil Registrar
Wait for notification
Agency Action
1. Register the Certificate of Death/Fetal Death (COD/FD) on the 11th day after the posting period
  Fee: None · Processing Time: 20 minutes · Registration Officer II, Administrative Aide I or City Civil Registrar
Receive personal copy of the registered Certificate of Death/Fetal Death (COD/FD) duly signed by the City Civil Registrar, signs log book, and answers the Harmonized Client Satisfaction Measurement and Client Feedback Survey Form (optional)
Agency Action
1. 1.Civil Registrar or authorized signatory signs the Certificate of Death/Fetal Death (COD/FD)
  Fee: None · Processing Time: 20 minutes · Registration Officer II, Administrative Aide I or City Civil Registrar
2. 2.Ask the client to review the documents for their satisfaction as to accuracy and format, ensure completeness of signatories before release
  Fee: None · Processing Time: 20 minutes · Registration Officer II, Administrative Aide I or City Civil Registrar
3. 3.Releases personal copy of the registered Certificate of Death/Fetal Death and assists in signing log book
  Fee: None · Processing Time: 20 minutes · Registration Officer II, Administrative Aide I or City Civil Registrar

Offices Concerned

City Registrar's Office