The Philippine Statistics Authority (PSA) defines civil registration as the continuous, permanent, and compulsory recording of vital events occurring in the life of an individual such as birth, marriage, and death, as well as all court decrees, and legal instruments affecting his civil status in appropriate registers as mandated by Act No. 3753, the Civil Registry Law of the Republic of the Philippines.
It is a fundamental responsibility carried out by the state through its citizens and qualified authorities whose collective reports become official records from which important milestones in a person's life is documented.
In accordance with Rule 10 of Administrative Order No.1, s.1993 (Implementing Rules and Regulations of Act No.3753 and Other Laws on Civil Registration) “all vital events occurring to Filipinos residing abroad (permanently or temporarily) shall be reported to the Philippine Foreign Service Establishments of the country of residence or where the vital event took place, or where non is located thereat, in the Philippine Foreign Service Establishment of the country nearest the place of residence of the party concerned or where the vital event occurred”.
Through civil registration, Filipinos are able to show proof of legal identity, civil status and family relationship among others.
These permanent records of vital events grant Filipinos access to the state's essential services which include education, social security and healthcare, while also enabling participation in political exercises, property ownership and inheritance, recourse to the judicial system, employment, access to banking, and facilitating travel and identification.
Vital events which occurred WITHIN the Embassy’s jurisdiction
The provinces of Aceh, Riau Islands, Java, West Kalimantan, Central Kalimantan, South Kalimantan, Bali, West Nusa Tengarra, and East Nusa Tengarra are under the jurisdiction of the Philippine Embassy in Jakarta. Hence, vital events occurring within these provinces are to be reported to the Philippine Embassy in Jakarta.
If the applicant is already in the Philippines, the applicant is encouraged to contact the nearest DFA office to inquire on the procedures and requirements for the registration of the vital event/s.
Vital events which occurred OUTSIDE the Embassy’s jurisdiction
For vital events which occurred outside the Embassy's jurisdiction, i.e. outside of the abovementioned provinces or in countries other than Indonesia, the Philippine Embassy in Jakarta may accept applications for reports of birth, marriage, and death.
The applicant should first coordinate directly with the Philippine Embassy/Consulate with jurisdiction over the place where the vital event/s occurred for the list of requirements. After the Embassy/Consulate with jurisdiction confirms to the applicant the completeness of their documents, the applicant may then proceed to the Philippine Embassy in Jakarta to submit the civil registry form for notarization, along with the supporting documents for onward transmittal to and registration with the Embassy/Consulate which has jurisdiction over the place of occurrence of the vital event/s. For this purpose, the Philippine Embassy will collect service fees for the notarization of the civil registry form and its registration.
