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Civil Registry & Vital Records

Issuance of Certified Photocopy, Certified Transcription and Certification of All Civil Registry Documents

Classification: SimpleTotal Processing Time: 35 minutesTotal Fees: PHP 155.00

Issuance of the available copy, transcription and certification of all registered civil registry documents

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

RequirementsWhere to Secure
Accomplished Request Slip for duly registered Civil Registry Document (CRD) such as Birth, Marriage, Death, Fetal Death, Islam Conversion and other CRDs – one (1) copy for each requestLocal Civil Registry Office/Information Desk/ Visitor's Log Book Registration Window
Any Government Issued Valid ID of the document owner, duly authorized person and authorizing person - (present original copy)Document Owner/Authorized Person/Authorizing Person
Duly Notarized Special Power of Attorney (SPA) or Authorization letter, if applicable – one (1) original copyNotary Public/ Document Owner/ Authorized Person/Authorizing Person (in the order mentioned in Memorandum Circular No. 2024-11 on Guidelines on the Issuance of CRDs)
Duly notarized Affidavit of Nearest Kin provided that they show link/relationship as the nearest surviving kin of the document owner, if applicable – one (1) original copyNotary Public/ Nearest Kin
Duly notarized Affidavit of Guardianship, if applicable – one (1) original copyNotary Public/ Legal guardian/ custodian
Supporting document for Affidavit of Guardianship: Barangay Certification that the minor is in the custody of the requesting party/guardian, if applicableOffice of the Punong Barangay
Supporting document for Affidavit of Guardianship: School ID/Report Card of the minor that indicates the name of the requester as Guardian – one (1) original and one (1) photocopy, if applicableEducational institution recognized by the Department of Education
Letter of Request from court or proper public official whenever necessary in administrative, judicial or other official proceedings, if applicable – one (1) original copyCourt, proper public official or duly licensed and accredited agencies
Printed copy of Authorization Letters/SPA with picture of the Document Owner or Authorizing Person holding both the original Authorization Letter and Valid ID (for Authorization Letter sent via email or messenger), if applicable – one (1) copyDocument Owner/Authorizing Person

Step-by-Step Process

  1. Submission and Assessment of Documents

    Proceed to Visitor's Log Book Registration Window and presents Valid ID and Authorization Letter/SPA, if applicable

    Agency Action

    1. Information personnel inquires the specific transaction of the applicant

      Fee: None · Processing Time: 5 minutes (varying on client's filling-out of request form) · Administrative Aide VI or Administrative Aide I

  2. Fill-out request form

    Agency Action

    1. If the requesting party is the document owner, verifies the Valid ID presented

      Fee: None · Processing Time: 5 minutes (varying on client's filling-out of request form) · Administrative Aide VI or Administrative Aide I

  3. Log personal information and purpose on the Client Log-book for Contact Trace

    Agency Action

    1. If the requesting party is an authorized representative, verifies the relationship to the document owner and the authenticity and correctness of the authorization letter or Special Power of Attorney (SPA) executed by the authorizing person

      Fee: None · Processing Time: 5 minutes (varying on client's filling-out of request form) · Administrative Aide VI or Administrative Aide I

  4. Get queuing number and Citizens Charter (ARTA) Monitoring Form

    Agency Action

    1. 1.If found complete and authentic, instructs the client to fill-out request form before signing the log book

      Fee: None · Processing Time: 5 minutes (varying on client's filling-out of request form) · Administrative Aide VI or Administrative Aide I

    2. 2.Provides queuing number and Citizens Charter ARTA Monitoring Form and informs client to submit queuing number and request form at Window 1

      Fee: None · Processing Time: 5 minutes (varying on client's filling-out of request form) · Administrative Aide VI or Administrative Aide I

  5. Submit queuing number, Citizens Charter ARTA Monitoring Form and all necessary documents and requirements

    Agency Action

    1. Receives queuing number, Citizens Charter (ARTA) Monitoring Form and filled-out Request Form

      Fee: None · Processing Time: 20 minutes (varying on the availability of documents to be searched) · Administrative Aide VI or Administrative Assistant III

  6. Wait for notification

    Agency Action

    1. 1.Verifies the completeness and accuracy of the information supplied by the client in the request form

      Fee: None · Processing Time: 20 minutes (varying on the availability of documents to be searched) · Administrative Aide IV

    2. 2.Forward the request form to the Digital Archiving Section and search through the Manage Point System and/or the Records and Archiving Section for a manual search of the document if it is not available in the database

      Fee: None · Processing Time: 20 minutes (varying on the availability of documents to be searched) · Administrative Aide IV or Administrative Aide I

    3. 3.If the document is available (positive) or not available (negative), issue the order of payment. Note: The office will issue certification regarding the availability and/or unavailability of the requested civil registry document

      Fee: None · Processing Time: 20 minutes (varying on the availability of documents to be searched) · Administrative Aide IV or Administrative Aide I

  7. 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.Certified Photocopy (CPC)/Certified Transcription/Certification (both local purposes and abroad)

      Fee: PHP 100.00 per copy · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office

    2. 2.Endorsement fee, if applicable

      Fee: PHP 500.00 per document · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office

    3. 3.Documentary Stamp Tax

      Fee: PHP 30.00 per document · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office

    4. 4.ICT Fee

      Fee: PHP 25.00 per official receipt · Processing Time: Not specified in the Citizen's Charter · City Treasurer's Office

  8. Processing of Documents

    Present Official Receipt at Window 1

    Agency Action

    1. Receives Official Receipt, records its Unique Transaction Number (UTN) and Official Receipt Number

      Fee: None · Processing Time: 5 minutes (varying on the number of documents requested) · Administrative Aide IV, Administrative Aide VI, Administrative Assistant III, Administrative Officer I, Registration Officer II, Registration Officer III, Registration Officer IV or City Civil Registrar

  9. Wait for notification

    Agency Action

    1. 1.Prepare the Certified Photocopy (CPC)/Certified Transcription/Certification of the requested document

      Fee: None · Processing Time: 5 minutes (varying on the number of documents requested) · Administrative Aide IV, Administrative Aide VI, Administrative Assistant III, Administrative Officer I, Registration Officer II, Registration Officer III, Registration Officer IV or City Civil Registrar

    2. 2.Verifier and Civil Registrar or authorized signatory signs the document

      Fee: None · Processing Time: 5 minutes (varying on the number of documents requested) · Administrative Aide IV, Administrative Aide VI, Administrative Assistant III, Administrative Officer I, Registration Officer II, Registration Officer III, Registration Officer IV or City Civil Registrar

  10. Releasing of Document

    Receive and review the copy of the requested civil registry document and signs log book

    Agency Action

    1. Ask the client to review the requested document to confirm their satisfaction with its accuracy, completeness, and the appropriateness of the signatories

      Fee: None · Processing Time: 5 minutes · Administrative Aide VI or Administrative Aide I

  11. Answer Harmonized Client Satisfaction Measurement and Client Feedback Survey Form (optional)

    Agency Action

    1. Release copy of the requested civil registry document to client

      Fee: None · Processing Time: 5 minutes · Administrative Aide VI or Administrative Aide I

  12. Log out and sign the client log book

    Agency Action

    1. Assist client in signing the client log book

      Fee: None · Processing Time: 5 minutes · Administrative Aide VI or Administrative Aide I

Offices Concerned

City Registrar's Office