How To Apostille Documents in the Philippines: An Ultimate Guide to DFA Authentication

Aside from processing Philippine passports, the Department of Foreign Affairs (DFA) is also tasked with authenticating documents.

Formerly known as “red ribbon” authentication, the process used to involve affixing red satin ribbons to public documents that will be used abroad.

Starting June 17, 20191, however, DFA has officially stopped issuing “red ribbons,” which have been replaced by “Apostille” certificates following the Philippines’ accession to the Apostille Convention.

What exactly is an Apostille certificate, and how does it differ from the “red ribbon” certificates we’re all familiar with?

In this guide, we’ll cover everything about this new authentication process and how it has made processing documents to be used abroad easier than ever before.

Table of Contents

Watch Video: How To Authenticate/Apostille Documents in DFA

Why Do You Need To Authenticate a Document?

Let’s say you have a PSA birth certificate.

Birth certificates in the Philippines and those issued by other countries don’t look the same. They’re also not processed in the same way.

So how can a foreign country accept a document (in this case, a birth certificate) from a completely different country with completely different laws and cultures?

This is when authentication enters the picture.

Since the 1963 Vienna Convention on Consular Relations, embassies or consulates around the world have been following the same authentication procedure to ensure that a document processed in a particular country will remain valid in another country.

For this reason, the purpose of having your documents authenticated by DFA is to ensure embassies or consulates in other countries that the said documents have been carefully reviewed, examined, and subjected to an agreed-upon authentication procedure.

In other words, the DFA authentication guarantees foreign embassies that whatever document you’re submitting is not fake and was released by a recognized Philippine government agency.

 

DFA “Red Ribbon” Versus Apostille Certificates: What’s the Difference?

Filipinos have grown familiar with “red ribbons” that whenever their foreign employers ask them to authenticate certain documents, they immediately associate this procedure with “red ribbons.”

However, starting June 17, 2019, DFA stopped issuing “red ribbon” certificates to authenticate public documents that will be used abroad.

The “red ribbons” have been replaced by Apostille certificates. This new procedure is designed to streamline the authentication process.

Let me explain.

On September 12, 2018, the Philippines formally acceded to the Apostille Convention held in The Hague, Netherlands.

The Apostille Convention is an international treaty where all signatory countries agreed that documents issued by one signatory country can be accepted by another signatory country without undergoing additional consular authentication.

Now, this is what makes the Apostille certificate different from the discontinued “red ribbon” certificates.

In the old system (see image below), you can’t use a Philippine-issued document abroad unless it’s authenticated by DFA and then legalized by the Foreign Embassy with jurisdiction over the country where the document will be used.

apostille authentication in the philippines
Photo Credit: DFA official website

By contrast, the Apostille certificate enables Filipinos to use their authenticated documents in any Apostille-contracting country without going through another consular authentication or legalization procedure.

In other words, you only need to go to the DFA to get your documents authenticated. There’s no longer a need to go to the Consular Office of your destination country, making the whole process easier, faster, and cheaper.

Related: But what happens to my old red ribbon documents? Are they still valid? Can I still use them?

 

Sample of an Apostille Certificate in the Philippines

how to apostille documents in the Philippines 1
Source: DFA

How To Verify Apostille Certificate in the Philippines

Take note that you can verify the authenticity of an Apostille Certificate by using the DFA Apostille Verification System. Enter the Apostille number (located in the upper-right portion of the document) and keycode (left of the QR code) in the fields provided. If your certificate is verified, an image of it will appear on your screen.

You can also scan the QR code in the certificate using your mobile device. If the certificate is verified, an image of it will also appear on the screen.

An authentic Apostille Certificate usually includes the following features:

  • A dry seal of the DFA
  • Signature of the Authentication Officer
  • QR code
  • Eight-digit keycode

In case you’re unable to verify your Apostille on the DFA site, email [email protected] and attach a copy of the certificate.

 

Which Countries Accept the Apostille Certificate for Authenticated Documents?

As mentioned, an Apostille certificate issued by DFA in the Philippines is only accepted by other countries that are also signatories to the Apostille Convention.

For a complete list of Apostille-contracting countries, please check out this link or see the image below.

apostille countries
Photo Credit: DFA official website

In addition to the countries NOT included above, Apostille certificates are also NOT accepted in Austria, Germany, Greece, and Finland.

 

List of Documents That Can Be Authenticated and Get an Apostille Certificate

apostille documents
Source: DFA

All documents released by local government units, government agencies, judicial courts, public schools, and state universities that are subject to DFA authentication can be apostilled2

If a document is released by a private entity, it must be notarized first and then issued with a Certificate of Authority for Notarial Act (CANA) by the supervising Regional Trial Court before it can be apostilled.

The Department of Foreign Affairs (DFA) offers authentication services for the following documents:

1. Transcript of Records (TOR) and Diploma (For State Colleges and Universities)

  • Only bring Certified True Copies from the school.
  • Documents must have the Certification, Authentication, and Verification (CAV) from the school and be signed by the school/university registrar and/or the school’s authorized signatory.

2. Transcript of Records (TOR) and Diploma (Private Schools and Local Universities and Colleges)

  • Only bring Certified True Copies from the school.
  • Documents must have the Certification, Authentication, and Verification (CAV) from the Commission on Higher Education (CHED) where the school is located.

3. Transcript of Records (TOR) and Diploma / National Certificate (Technical or Vocational Courses)

4. Form 137 and Diploma (High School and Elementary Level)

  • Only bring Certified True Copies from the school.
  • Documents must have the Certification, Authentication, and Verification (CAV) from the Dep-Ed Regional Office where the school is located.

5. Medical Certificate/AIDS-Free Certificate

  • If for employment, a DOH stamp per document is required.
  • If the document will be used for other purposes, please obtain the Certification issued by DOH with the attached Medical Certificate.

6. Civil Aviation Authority of the Philippines (CAAP) issued licenses

  • Must be certified/authenticated by CAAP.

7. Driver’s License

8. Professional Licenses/Board Certificates/Board Ratings/Certifications and other PRC documents

  • Must be Original3 or Certified True Copies from the Professional Regulations Commission (PRC).

9. Certificate of Employment/Invitation Letter/Training/Seminars, Baptismal Certificate, and other documents issued by a private entity

  • Must have a notarized affidavit that states the necessary factual circumstances and indicates the certificate/s as attachment/s.
  • Please secure a Certificate of Authority for a Notarial Act (CANA) signed by the Executive Judge/Vice Executive Judge/any office authorized signatories (issued by the Regional Trial Court).
  • Note that the copy of the Notarial Commission is not the same as the Certificate of Authority for a Notarial Act (CANA).
  • Please secure a Certificate of Authority for a Notarial Act (CANA) signed by the Executive Judge/Vice Executive Judge/any office authorized signatories (issued by the Regional Trial Court).

11. Court Document/s (Decisions/Resolutions/Orders)

  • Only bring certified true copies of the document/s.

12. Immigration Records

  • Must be certified/authenticated by the Bureau of Immigration (BI).

13. DSWD Clearance

  • This refers to the travel clearance for minors issued by the Department of Social Welfare and Development (DSWD). Only bring the original documents issued by DSWD.

14. NBI Clearance/Sundry

15. Police Clearance/Sundry

16. Barangay Clearance/Certificate

  • Mayor’s Clearance or Certification with jurisdiction over the Barangay of the applicant’s place of residence.

17. Export Document/s

  • Depending on what type of export document you have, it must be certified/authenticated by any of the following: Department of Health (DOH), Philippine Chamber of Commerce (PCCI), Bureau of Food and Drugs (BFAD), or Department of Agriculture (DA).

18. Business Registration and Other Documents issued by a Government Agency (e.g., SEC, DTI, BIR, SSS, Municipal Business Permit & Licensing Office, etc.)

  • Must be Certified True Copy from the issuing office.

19. Birth/Marriage/Death Certificate, Certificate of No Marriage Record (CENOMAR, Advisory on Marriage, and/or Negative Records)

  • Must be an original document issued by the National Statistics Office (NSO) or the Philippine Statistics Authority (PSA).
  • If it’s a newly registered record, the Local Civil Registrar (LCR) copy should be certified by the PSA.
  • If any of the entries from PSA/NSO are unclear, please provide a Local Civil Registrar (LCR) copy of Birth (Form 1A)/Death (Form 2A)/Marriage (Form 3A) Certificate.
 

Requirements To Get an Apostille Certificate in the Philippines

Before going to the DFA office, ensure that you already have the following documentary requirements:

a. At least one valid government-issued ID

You can bring any one of the following:

  • Passport.
  • PRC ID
  • LTO Driver’s License (Student permits may be accepted if in card format4)
  • IBP ID
  • OWWA ID
  • UMID
  • SSS ID
  • GSIS E-Card
  • Senior Citizen’s ID
  • PWD ID
  • Solo Parent ID
  • Voter’s ID
  • Digitized Postal ID
  • Alumni ID
  • Employment ID
  • PNP Permit to Carry Firearms Outside Residence
  • Airman License
  • Seafarer’s Record Book
  • School ID (for elementary, high school, and college students).

b. If authorized representative, please bring the following:

c. Document/s to be authenticated (see the previous list of documents)

 

How Much Does Apostille Cost in the Philippines?

The cost of document authentication depends on whether you prefer to expedite or stick to regular processing. For expedite, you can receive the Apostille after only one working day for the cost of 200 per document. Regular processing, on the other hand, takes three working days for a cheaper fee of ₱100 per document (Office of Consular Affairs [OCA], 2022).

 

How To Apostille Document in the Philippines: 5 Easy Steps

1. Set an Appointment With the DFA Consular Office That Offers Authentication Services

As of March 22, 20225, the Department of Foreign Affairs has resumed processing of apostille walk-in applications. Thus, if there’s no appointment slot available in the DFA  online system, you may now proceed to a DFA Consular Office to process the authentication of your documents. Make sure to bring all the documentary requirements to avoid any delay.

Applicants who want to submit their documents for authentication at DFA Aseana can now register and secure an appointment online.

For step-by-step instructions on how to book an appointment online, you can watch the video below.

To book an appointment online, do the following:

Step 1: Select whether you’re the owner of the document to be apostilled or an authorized representative.

Step 2: Select the DFA site where you wish to apply for an apostille.

As of this writing, DFA authentication services are available at the following consular offices (OCA, 2022):

  • DFA Aseana (main office)
  • DFA NCR-Northeast (Ali Mall)
  • DFA CO South (Alabang)
  • DFA CO West (SM Manila)
  • DFA CO (La Union)
  • DFA San Fernando, Pampanga (Robinsons StarMills)
  • DFA CO Iloilo
  • DFA CO Cebu
  • DFA Davao
  • DFA CO Cagayan de Oro

For the complete address and contact information of each office mentioned above, please refer to this guide.

Step 3: Complete your personal information and enter the documents that will be apostilled.

Step 4: Select your preferred appointment time and date from the available appointment slots.

Step 5: After confirming your appointment, you’ll receive a confirmed appointment letter via email. Download and print this letter so that you can bring and present it during your appointment date.

Before you head over to your chosen DFA Consular Office, keep in mind the following reminders:

  • DFA Consular Offices are open from Monday to Saturday, 10 AM to 6 PM.
  • DFA Aseana (main office) only offers authentication services on weekdays (Monday to Friday) from 7 AM to 4 PM.
  • Both DFA Davao and Cebu recently opened their doors to applicants in need of authentication services, making it easier for OFWs from the Visayas and Mindanao to complete their requirements without the need to fly to Manila.
  • DFA Davao is the first consular office in Mindanao to offer authentication services. It is located on the 3rd Floor of SM City Davao on Quimpo Boulevard, Ecoland, Matina, and is open from 10 AM to 5 PM (Mondays to Fridays). It issues Apostille certificates for the authentication of the following documents: PSA birth certificates and marriage contracts, NBI clearances, PRC licenses, and CHED-certified academic credentials.
  • DFA Cebu is the latest addition to the list of DFA consular offices that offer authentication services. Located on the fourth floor of the Pacific Mall in Mandaue City, this office accepts applications from Monday to Saturday, 9 AM to 4 PM.
  • Although authentication services are available from Monday to Saturday in most Consular Offices, the authenticated documents are only released on weekdays (Monday to Friday).

In case you’re unable to proceed to your appointment date, you need to request cancellation of the appointment three days before the appointment date. Send your cancellation request to [email protected]

2. Fill Out the DFA Authentication Application Form

Upon arrival at the DFA Consular Office, present a printed copy of your appointment letter to the Appointment Verification Counter.

For walk-in applicants, you have to fill out the DFA Authentication application form. Here’s a PDF copy of the application form to give you an idea of what it looks like.

Take note that there’s a maximum of 5 documents (to be authenticated) per application form.

3. Submit Documents to the Processing Window

Proceed to the Processing Window and present your valid ID.

Submit your duly accomplished DFA Authentication application form along with the document/s to be authenticated.

4. Pay the DFA Authentication Fee

Pay the appropriate DFA authentication fee to the cashier.

As of this writing, DFA authentication costs ₱100/document for regular processing (released after four working days) and ₱200/document for express processing (released after one working day).

The table below summarizes the current DFA authentication fees.

Processing TypeAuthentication Fee (Amount in Philippine Peso)Releasing Timeframe (No. of days before Release)
Regular₱100/documentAfter 3 working days
Expedite₱200/documentAfter one working day (i.e., the following working day)

After payment of the fee, you will be issued an official receipt along with a release date when you can claim the authenticated document/s.

Please keep the official receipt.

5. Claim Your Authenticated Document/s

Return to the DFA Consular Office on the indicated release schedule.

Drop the official receipt issued to you after payment (see the previous step) at the Releasing DropBox and wait for your name/number to be called.

Once it’s your turn, present a valid ID and/or Special Power of Attorney (if you’re claiming the document/s on behalf of someone) at the Releasing Window.

If you’re claiming apostilled documents filed in DFA Aseana, an appointment is not required. For other consular offices, you have to inform them by email if you wish to claim the documents.

Upon receiving the authenticated document/s, double-check for any inaccuracy or errors before leaving the DFA premises.

 

Tips and Warnings

  • Apostilles do not expire.
  • Apostille certificate only certifies the origin of the document or the person/authority whose signature/seal appears on the public document. It doesn’t certify the content of the said document.
  • Apostille certificates only apply to public documents that will be used abroad. Authentication and the Apostille certificates will not be issued to documents that will only be used locally.
  • If the country of your destination is one of the excluded countries or not a signatory to the Apostille Convention, you may need to go to that country’s Consular Office/Embassy and have your documents legalized/certified. For more information, please contact the Foreign Embassy or the intended recipient of your documents to see what options are available.
  • Altering or revising information presented in your appointment letter is prohibited. All necessary corrections will be made on the DFA site during your appointment date.
 

Frequently Asked Questions

1. How long is the validity of DFA-authenticated documents?

2. I can’t personally go to DFA to file/claim the documents. Can an authorized representative do it on my behalf?

3. How can I authenticate my Philippine-issued documents if I’m abroad?

4. What happens to unclaimed DFA-authenticated documents?

5. My documents were authenticated with a red ribbon before the “Apostillization” took effect. Can I still use them?

6. How can I apply for the authentication of civil service eligibility?

7. I will use a document for a foreign country that doesn’t require an apostille document. What should I do?

Contact the country’s embassy or consulate. These countries have their specific conditions regarding the authorization of documents. They will inform you regarding some available options for you.

 

References

  1. PH Does Away with Red Ribbons on Authentication Certificates. (2019). Retrieved 12 August 2022, from https://dfa.gov.ph/dfa-news/dfa-releasesupdate/23009-ph-does-away-with-red-ribbons-on-authentication-certificates
  2. Authentication FAQs. (n.d.). Retrieved October 4, 2022, from https://dfa-oca.ph/authentication/authentication-faqs/
  3. Documentary requirements. (n.d.). Retrieved October 5, 2022, from https://dfa-oca.ph/documentary-requirements/
  4. Valid IDs For Authentication. (n.d.). Retrieved October 4, 2022, from https://dfa-oca.ph/authentication/authentication-requirements/valid-ids-for-authentication/
  5. Statement on Issues Arising from the Accommodation of Walk-In Consular Applicants. (2022, March 23). Retrieved October 5, 2022, from https://dfa.gov.ph/dfa-news/statements-and-advisoriesupdate/30281-statement-on-issues-arising-from-the-accommodation-of-walk-in-consular-applicants#:~:text=On%2022%20March%202022%2C%20the,following%20morning%2C%2023%20March%202022

Luisito Batongbakal Jr.

Luisito E. Batongbakal Jr. is the founder, editor, and chief content strategist of FilipiKnow, a leading online portal for free educational, Filipino-centric content. His curiosity and passion for learning have helped millions of Filipinos around the world get access to free insightful and practical information at the touch of their fingertips. With him at the helm, FilipiKnow has won numerous awards including the Top 10 Emerging Influential Blogs 2013, the 2015 Globe Tatt Awards, and the 2015 Philippine Bloggys Awards.

229 thoughts on “How To Apostille Documents in the Philippines: An Ultimate Guide to DFA Authentication

  1. Is an SPA executed by a former Filipino citizen, now a US citizen, in Maryland, USA and notarized before a Notary Public in Maryland, USA valid in the Philippines?

    1. Please read FAQ #7 in this article: https://filipiknow.net/special-power-of-attorney/

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  6. Can I do walk in to CHED for CAV or appointment is the only way??

    Thanks hoping for a quick reply

  7. Thank you. Napakahelpful po nito.

    Ask ko lang po, hindi kasama ang Thailand sa signatories. Kailangan ko parin ba mg apostille ng TOR/Diploma? And also meron ako original copy ng diploma at TOR, pero walang CAV kasi ung school laging close ngayon, gusto ko sana mgkuha ng new TOR na my CAV from CHED kaso hanggang hindi parin nagrerespond ang school.

  8. Hello Mr. Batongbakal. Will BIR and the Registry of Deeds accept an SPA , Extrajudicial Settlement of X’s Estate and Waiver of Rights with Apostille Certificates issued in California? Thank you po.

  9. Am I allowed to have an NBI clearance and Medical Certificate Apostilled by the DFA here in Manila and use it at the Spanish Consulate in Canada when applying for a student visa to enter Spain?

    1. Spain is a signatory of the Apostille Convention and you’ll be using the document to study in Spain. Therefore, the Spanish Consulate should have no problems accepting your Apostille certificate.

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