Requesting PSA Authenticated Copies of Civil Registry Documents

The Philippine Statistics Authority (PSA) is the government agency responsible for issuing certified and authenticated copies of civil registry documents such as birth certificates, marriage certificates, death certificates, and CENOMAR (Certificate of No Marriage). These documents are often required for legal, administrative, and personal purposes, including passport applications, visa processing, school enrollment, and estate settlement.

Why Choose an Authenticated Copy?

An authenticated copy bears the PSAs official seal and signature, confirming that the document is a true and correct reproduction of the original civil registry entry. It is preferred over a regular certified copy when the receiving agency specifically requests an authenticated version.

Eligibility and Requirements

Anyone can request an authenticated copy, but the PSA may ask for additional proof of identity or relationship to the person named in the document, especially for sensitive records such as death certificates.

Typical Requirements

• Valid governmentissued ID: passport, drivers license, PRC ID, SSS/GSIS ID, or any other ID with photo, name, and signature.
• Completed application form: PSAs Application for Certification of a Record (Form PSACIMS). Forms are available online or at any PSA office.
• Specific details of the record: Full name, date of birth or marriage, place of event, and parents names if applicable.
• Payment proof: Receipt of the processing fee (usually PHP115 for each copy, plus 15 for authentication).
• Authorization letter: If a representative is applying on your behalf, a notarized Letter of Authorization plus the representatives ID is required.

Where to Apply

Requests can be made through three main channels:

1. PSA Online Services (ePSA)

• Visit ePSA Online and create an account.
• Select Civil Registry Document and choose Authenticated Copy.
• Fill in the required details, upload scanned copies of your ID and payment slip, and submit.
• Delivery options: home delivery (courier) or pickup at the nearest PSA office.

2. PSA Customer Service Centers

• Locate the nearest PSA Customer Service Center (CSC) via the PSA website.
• Bring the original documents, IDs, and cash or card for payment.
• Processing time is usually 13 business days for sameday pickup, depending on the location.

3. Accredited PSA Agencies (e.g., Laging Handa, 1-Stop Shop)

• These private agents act on behalf of PSA and may charge a service fee.
• They often provide faster turnaround (sameday service) for an extra cost.

StepbyStep Guide (Online)

1. Create an ePSA account: Provide an email address and set a password.
2. Log in and select Request a Document: Choose the appropriate civil registry type.
3. Enter the details: Ensure spelling, dates, and place names match the original record.
4. Choose Authenticated Copy: The system will add the authentication fee automatically.
5. Upload supporting documents: Scans of your valid ID, any required authorization letter, and the payment receipt.
6. Pay the fees: Use credit/debit card, GCash, or online banking. A receipt will be emailed to you.
7. Track your request: The portal provides a tracking number; status updates are sent via email/SMS.
8. Receive the document: Choose courier delivery or schedule a pickup. The authenticated copy arrives with a PSA seal and a QR code for verification.

Processing Times and Fees

Standard processing time for an authenticated copy is 13 business days if you request via the online portal and opt for regular courier delivery. Expedited services (sameday or nextday) are available at an additional cost.

Common Issues & How to Resolve Them

• Incorrect name spelling: Verify the exact name as it appears on the original record. Small variations can cause a denial.
• Missing ID or unclear scan: Ensure the ID is front and back, with a legible photo and signature. Reupload a clearer image if prompted.
• Payment not reflected: Allow up to 30 minutes for online payment processing. If the status remains Pending, contact PSA helpdesk at (02) 9315859.
• Document not delivered: Use the tracking number to check courier status. If lost, file a claim with the courier and request a reissuance from PSA.

Tips for a Smooth Application

• Prepare digital copies of all IDs and documents before starting the online process.
• Doublecheck the entered data against the original record; a single typo can delay the request.
• If you need multiple copies, request them at once to avoid repeating the process.
• Keep the receipt number; it serves as proof of payment and can be used for followup.
• For urgent travel or visa needs, opt for the expedited service and ask the embassy what type of copy (certified vs. authenticated) they require.

Contact Information

PSA Customer Service Center
Phone: (02) 9315859
Email: customercare@psa.gov.ph
Website: https://psa.gov.ph