Red Ribbon Documents: Summary of Document Authentication Processes by the DFA

A common requirement when travelling abroad are DFA-authenticated IDs and documents.  Whether you are traveling as a tourist, an overseas worker, or an exchange student, you will be required to have certain supporting documents “red-ribboned” by the Department of Foreign Affairs.

Here is a summary of the processes and requirements involved when having your documents authenticated.  Certain agencies handle the submission of the documents for authentication to the DFA.  For easier reference, we separated the documents that need to be hand-carried by the applicant to the DFA and those that will be handled by the agency.

General Procedure:

Step 1: Fill out an application form.

Step 2: Present a valid ID upon submission of the documents to the Processing Window.

Step 3: Pay appropriate Authentication Fees:

a. Php 100 / document (4 days processing)

b. Php 200 / document (1 day processing)

Step 4: Return the Duplicate copy of the receipt to the Processing Window.

Step 5: Claim the Authenticated document on the release date; simply present the machine-validated receipt at the releasing window.

Requirements for Authentication of Documents: APPLICANTS TO HAND-CARRY THESE DOCUMENTS TO THE DFA

1. Birth / Marriage / Death Certificate and Certificate of No Marriage (CENOMAR).
   • Certificates must be in Security Paper issued by the PSA or must have been certified / authenticated by the PSA.
   • Local Civl Regsitrar (LCR) copy of Marriage Certificate, Birth Certificate, or Death Certificate may be required in cases when entries on the PSA copy are unreadable.
2. Transcript of Records (TOR) and Diploma (For State Colleges and Universities)
   • Certified True Copies from the school
   • Secure Certificate of Authentication and Verification (CAV) from the school signed by the School/University Registrar.
3. Form 137 and Diploma (High School and Elementary Level)
   • Certified True Copies from the school
   • School Principal’s Certification
   • Division Superintendent’s endorsement to Dep-Ed Regional Office
   • Certification (CAV) from Dep-Ed Regional Office
4. Certificate of Employment / Trainings / Seminars, Baptismal Certificate and other documents issued by a private entity.
   • Applicant must first secure an affidavit, stating necessary factual circumstances and indicating certificates as annex or attachment.
   • Affidavit must be notarized.
   • Applicant must secure Certificate of Authority for a Notarial Act (CANA) signed by the Executive Judge or Vice Executive Judge from the Regional Trial Court which issued the commission of the Notary Public. (Copy of Notarial Commission is not the same as Certificate of Authority for a Notarial Act).
5. Other Notarized Documents (Special Powers of Attorney (SPA) / Affidavit of Consent / Invitation / Guarantee / MOA, etc.)
   • After document is notarized, applicant must secure Certificate of Authority for a Notarial Act (CANA) signed by the Executive Judge or Vice Executive Judge from the Regional Trial Court which issued the commission of the Notary Public.
6. Court Decisions / Resolutions / Orders
   • Applicant must present certified true copies of the decision, resolution, or order.
   • Applicant must secure copy of specimen signature of the court personnel who signed the certified copies from the Office of Administrative Services (Supreme Court – located beside PGH).
   • Applicant may be required to submit annotated marriage certificate in cases regarding decision of finality of annulment.
7. Immigration Records
   • Certified / Authenticated by the Bureau of Immigration (BI).
8. DSWD Clearances
   • Travel Clearances for minors directly issued by the Department of Social Welfare and Development (DSWD).
9. NBI Clearances
   • NBI Clearances for travel abroad must be issued by the National Bureau of Investigation (Green).
10. Police Clearances
    • Police Clearance signed by the Chief of Police issued by the Philippine National Police in various police stations nationwide, usually by the police precinct which has jurisdiction over the applicant’s place of residence or applicant may opt to secure police certification from Camp Crame.
11. Barangay Clearances
    • Clearances issued by the barangay which has jurisdiction over the applicant’s place of residence and must have been authenticated by the office of the Mayor which has jurisdiction over the barangay.
12. Export Documents
    • Must be authenticated by the Philippine Chamber of Commerce (PCCI), the Department of Health (DOH), Department of Agriculture (DA), or by the Bureau of Food and Drugs (BFAD), depending on the nature of the document
13. Business Registration and Other Documents issued by a Government Agency (e.g. SEC, DTI, BIR, Municipal Business Permit and Licensing Office, etc.)
    • Secure certified true copy from the issuing office.
14. Foreign Documents
    • A Philippine Embassy or Philippine Consulate General in the country from where the document originated or by the said country’s Embassy or Consulate General based in the Philippines must have authenticated these documents.

Requirements for Authentication of Documents: SUBMISSION OF DOCUMENTS TO DFA IS HANDLED BY THE GOVERNMENT AGENCY

The applicant will be issued a claim stub which he needs to bring to the DFA when claiming his authenticated document.

1. Transcript of Records (TOR) and Diploma (Collegiate Level)
   • Certified True Copies from the school.
   • Secure Certificate of Authentication and Verification (CAV) from the Commission on Higher Education (CHED).
2. Transcript of Records (TOR) and Diploma (Technical or Vocational Courses)
   • Certified True Copies from the school
   • Secure Certificate of Authentication and Verification (CAV) from Technical Education and Skills Development Authority or TESDA.
3. Medical / AIDS Free Certificate
   • Authenticated by the Department of Health (DOH) and applicable only for use to the following countries:
     • Spain
     • Palau
     • Libya
     • Oman
     • Cuba
     • Portugal
     • Greece
     • Cyprus
     • Angola
4. Civil Aviation Authority of the Philippines (CAAP) issued licenses.
   • Authenticated by CAAP
5. Driver’s Licenses
   • Applicant must first secure certification from Land Transportation Office (LTO Main Branch only).
6. Professional Licenses / Board Certificates / Board Ratings / Certifications
   • Certified True Copies must be authenticated by  Professional Regulations Commission (PRC).

All unclaimed authenticated documents will be disposed of by the DFA after three months so make sure to claim your documents on the date reflected on your claim stub.

Source: http://dfa.gov.ph/procedures