Tag Archive: Clerical Error


9 Sept 10

I may have already written about this topic before but I noticed that there are more and more people who send emails and messages asking me how to have a misspelled name (on a PSA birth certificate) can be corrected.  And fast. Haha!  All of us want quick fixes for everything.

Although I could not make the process of correcting your child’s misspelled name faster, I know I could still help by posting yet another “how-to” blog on the topic.  This time, I made sure the details are shorter and easier to follow.

So mommies, I truly hope this topic that I resurrected from my archives helps.  Read and share!

A misspelled first name in a PSA birth certificate can be corrected by filing a petition for correction of a clerical error.  This applies to corrections that are clearly and evidently the result of carelessness in typing.

The last statement is important because there are some misspelled names that do not look like typographical errors. Example:

The child’s name is supposed to be Rachelle but what’s written on her PSA birth certificate is Rochelle.  The name may be misspelled, as far as Rachelle is concerned, but Rochelle is also a valid girl’s name.  In cases like this, the LCR may recommend solutions other than the correction of a clerical error.  I just wanted to make that clear before we proceed with the rest of today’s article.

So assuming yours is really a clerical or typographical error, here’s what you need to do:

  1. Proceed to the LCR or municipal hall of your birthplace and bring with you a copy of the erroneous PSA birth certificate. To support your claim, bring relevant documents bearing the correct spelling of the first name such as a baptismal certificate, school records, IDs.
  2. Fill out the forms from the LCR and pay the corresponding administrative fee. This may vary, depending on the municipality (others have approximated it at Php 1,500); what is important is you pay only to the municipal or city hall treasurer or cashier and you should be issued a government official receipt.

3. Your petition will be submitted by the LCR and you will be advised to wait for around three to four months.

  1. If your petition is approved, you will not be issued a new birth certificate. Your existing PSA birth certificate will be duly annotated to show the correct spelling of the first name.

And that’s it!  You just really have to be patient and vigilant in making follow-ups to make sure that your petition is being attended to.

When you claim the first corrected copy of your PSA birth certificate, you have to request for it in person at the PSA office in East Avenue.  After that, you may just simply order for a copy at PSAHelpline.ph whenever you need a new copy of your annotated PSA birth certificate.

Tomorrow I will write about birth certificates that have missing entries in the First Name, Last Name, and Middle Name fields for legitimate children.  So visit us again tomorrow!

We have a summary of solutions to the most common PSA birth certificate problems!  Read our blog, Common PSA Birth Certificate Problems (and their solutions!).

Source: www.psa.gov.ph

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Do you have a problem with the entries in your birth date, month, or year in your birth certificate?  Like any other error, your birth date details are as vital because it indicates your age – a vital requirement for job applications, getting a driver’s license, school enrollment, and other transactions that have age requirements.  If your birth date details are erroneous or inaccurate, you have to have these corrected right away.

Here’s how:

  1. Wrong Birth Date

The owner may file a Petition for Correction of Clerical Error at the Local Civil Registry (LCR) where the birth record containing the day in the date of birth to be corrected is registered.

If the petitioner has migrated to another place within the Philippines and may no longer be practical for him to travel back to his birthplace, the petition may be filed with the LCR of the place where the petitioner is currently residing.

If the petitioner’s birth was reported abroad and is presently residing in the Philippines, the petition may be filed with the LCR of the place of residence following the procedures of the migrant petition.

  1. Wrong Birth Month

The process to correct a wrong birth month in your birth certificate is similar with correcting an incorrect birth date.

  1. Wrong Birth Year

This type of error in the birth certificate is not covered by R.A. No. 9048 or the Clerical Error Law of 2001.  Errors in the civil register pertaining to a person’s age (determined by the year of birth indicated in his birth certificate) need to undergo a court proceeding and with the aid of a lawyer.

Note that the fees for the amendment of wrong birth date and month that LCRs may charge may vary.  Always make sure that you pay only to the LCR cashier and that you are issued a government receipt after paying.  You will need this later on when claiming the first corrected copy of your birth certificate.

The fees and processes for the correction of an incorrect birth year will all depend on the attorney’s fees and LCR that shall handle the case.  Again, make sure you are paying only to the city hall cashier and are issued the necessary official receipt from the government.

We have a summary of solutions to the most common PSA birth certificate problems!  Read our blog, Common PSA Birth Certificate Problems (and their solutions!).

Reference: www.psa.gov.ph

Chips And Nibblers (1)

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A most common issue encountered by Filipinos with their birth certificates are misspelled first, middle, or last names.  These can go from just a single misplaced letter to an entire unknown name that somehow made it to the person’s birth certificate by mistake.  If you need to have your name corrected or changed, you may do so at the city or municipality where your birth was registered.

Here is the list of requirements and fees when filing for an affidavit for clerical error and change of first name at the Quezon City Hall.  This is also otherwise known as Republic Act 9048.

Requirements for Clerical or Typographical Error:

  1. Certified true machine copy of the Certificate sought to be corrected.  Make three copies.
  2. Documents showing the correct entry/entries upon which the correction shall be based such as Baptismal Certificate, Voter’s ID, School Records, GSIS records, SSS records, medical records, business records.
  3. Other relevant documents as the Registrar may require.
  4. Filing Fee: PHP1,000 and additional service fee for Migrant Petitioner of PHP500.00.

Requirements for Change of First Name/Nickname:

  1. Certified true machine copy of the Certificate sought to be corrected.  Make three copies.
  2. Clearance from the following authorities (these are MANDATORY):
    • Clearance from Employer or Certification that the applicant has no pending case with the company (if employed).
    • Affidavit of No Employment (if the applicant is not employed).
    • NBI or PNP Clearance
    • Documents showing the correct entry/entries upon which the correction shall be based, such as: Baptismal Certificate, Voter’s ID, School records, GSIS records, SSS records, medical records, business records.
    • Other relevant documents as the Registrar may require.
  3. Filing fee: PHP3,000.00 and additional service fee for Migrant Petitioner of PHP1,000.00.

Applicants must proceed to the Civil Registry Department for further instructions.

Source:

http://quezoncity.gov.ph/index.php/qc-services/requirements-a-procedures/261-civilregguide

Chips And Nibblers (1)

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A misspelled first name on your birth certificate can be detrimental to important transactions like applying for a passport or claiming an inheritance.  If you have a couple of letters missing or added to your first name, have it corrected as soon as you can.

Here are the list of requirements and steps to follow when filing a petition for correction of a misspelled first name for single individuals (not married):

Requirements:

  1. 2 copies of PSA birth certificate (formerly NSO) to be corrected.
  2. 2 copies of baptismal certificate.
  3. 2 copies of school records (Elementary and High School either F-137/138 or Certification or College (Transcript of Records).
  4. 2 certified copies of voter’s registration record/voter’s affidavit (COMELEC).
  5. 2 latest original NBI Clearance (purpose: For Change of Name)
  6. 2 latest original PNP Clearance (purpose: For Change of Name)
  7. 2 copies of valid IDs of the petitioner and the document owner and 1 copy of latest community tax certificate from the place of work or residence.
  8. Other documents which the Office may consider relevant and necessary for the approval of the Petition (GSIS/SSS Records, school diploma, medical records, business records, school records, service records, insurance, certificate of land title, passbook, etc.)
  9. SPA (Special Power of Attorney), if the petitioner is not the document owner (ex. auntie, uncle, godparents, client, friend, colleague, etc.)

Reminders and Fees:

  1. All civil documents (birth, marriage, and death) to be submitted should be the latest certified local copy when issued in Manila.  If issued outside Manila, present the PSA birth certificate (on PSA Security Paper).
  2. Submit all requirements to R.A. 9048 receiving table for assessment and initial interview.  Please bring all original documents and IDs and proceed to Table 1.
  3. Proceed to the Computer Table for the preparation of Petition Paper.
  4. Line up for the final interview.  The city hall follows a first-come, first-served policy for interviews.
  5. Proceed to Room 214 (City Legal’s Office) to have the petition notarized.
  6. Pay the following fees at the Tax Payer’s Lounge:
    • Registration Fee – P1,000
    • True Copy Fee – P230
    • Transmittal Fee – P210
  7. Receiving and filing of petition paper and all documents.  You may also secure a schedule for follow-ups at Table 3.

The City Hall of Manila does not conduct interviews during Fridays.

Source: http://manila.gov.ph/services/civil-registry/

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As Filipinos, we consider it very important to use our mother’s maiden last name as our middle name.  Although we are widely known to practice patriarchal system in families (and sometimes, businesses), we are also known to give utmost reverence to our mothers and her lineage.

That is why it is important to make sure that the middle name written on our birth certificates are accurate and can be read clearly.  Any discrepancy on the middle name and mother’s maiden name declared on our civil registry documents may cause problems in our transactions in the future.

The following is a detailed article on how Manila residents can file for the correction of clerical errors on their Middle Names and their Mother’s Name on their birth certificates.  Please note that although majority of the entries are consistent with how other city halls process this type of petition, there may just be some distinct processes and requirements that are applicable only at the Manila City Hall.  These were lifted from the website of the Manila City Hall.

What Do I Need To Bring?

(a). 2 copies of latest PSA birth certificate of your mother.

(b). If your mother is deceased, bring 2 copies of PSA death certificate.

If you were issued a Certification of No Record”, please submit a copy of Birth Certificate or Marriage Contract of your mother’s brother or sister.

(c). 2 copies of PSA Marriage Certificate of your parents.

If you were issued a Certificate of No Record, please submit birth certificate of at least 2 brother or sister.

(d). 2 copies of baptismal certificate

(e). 2 copies of school records (Elementary, High School, or College).  Form 137 or Transcript of Records will do.

(f). 2 certified copies of Voter’s Registration record/voter’s affidavit (COMELEC).

(g). 2 copies of valid IDs of the petitioner and the document owner and 1 copy of latest community tax certificate from the place of work or residence.

(h). Other documents which the Office may consider relevant and necessary for the approval of the Petition.

Reminder: All Marriage Contracts, Birth and Death Certificates to be submitted should be latest certified Xerox copies if issued in Manila.  If issued outside Manila, all documents must be in Security Paper of PSA (formerly NSO).

Step-by-step Process

(a). Submit all documentary requirements to R.A. 9048 receiving table for assessment and initial interview.

(b). Bring all original documents and I.D.s to Tables 1 & 2.

(c). Have your petition paper prepared at the Computer Table.

(d). Line up for your interview.  Please come early as this follows a “first come, first served” queuing system.

(e). After your interview, proceed to Room 214 (City Legal’s Office) for notarization.

(f). Pay the necessary fees at the Tax Payer’s Lounge.

  • Registration Fee – P1,000
  • Certified True Copy Fee – P230
  • Transmittal Fee – P210

(g). Proceed to Table 3 and have your petition papers and all other documents “Received”.  You will be give a schedule for follow ups on the status of your petition.

Please be reminded that the Manila City Hall does not conduct interviews during Fridays.

Source: http://manila.gov.ph/services/civil-registry/

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Any discrepancy on your first name on your birth certificate is sure to cause problems and delays on your transactions later on.  It is your responsibility to have this corrected to avoid issues with your records and other IDs such as your driver’s license and passport.

The Manila City Hall has released a clear, step-by-step process for citizens who need to have their first names corrected.  Included as well is the list of documentary requirements that applicants need to have on hand for this particular transaction.

Here is the second part in this 16-part series on Civil Registry procedures at the Manila City Hall:

DOCUMENTARY REQUIREMENTS:

(a). 2 latest certified/local copies and 2 latest PSA (formerly NSO) copies of birth certificate to be corrected.

(b). 2 latest certified copy of PSA (formerly NSO) marriage contract of the document owner.

(c). 2 latest certified copies of PSA (formerly NSO) birth certificate of at least 2 children of the document owner.

(d). 2 copies of baptismal certificate.

(e). 2 copies of school records, (Elementary and High School either F-137/138 or Certification) or College (TOR)

(f). 2 certified copies of voter’s registration record/voters affidavit. (COMELEC)

(g). 2 latest original NBI Clearance. (PURPOSE: FOR CORRECTION OF FIRST NAME)

(h). 2 latest original PNP Clearance. (PURPOSE: FOR CORRECTION OF FIRST NAME)

(i). 2 copies of valid ID of the petitioner and the document owner and 1 copy of latest community tax certificate from the place of work or residence.

(j). Other documents which the Office may consider relevant and necessary for the approval of the Petition.

(GSIS/SSS Record, Diploma (Grade School, High School, or College/Vocational), Medical Record, Business Record, Service Record, Insurance, Certificate of Land Title, Passbook etc.

(k). SPA (Special Power of Attorney), If the petitioner is abroad, or sick, he/she can be represented by lawyer or his/her nearest relative (up to third degree of consanguinity).

PROCESS AND REMINDERS:

(a). All civil documents (Birth, Marriage and Death) to be submitted should be the latest certified local copy or Security paper from PSA (formerly NSO).

(b). After the compliance of the requirements, please proceed to the information counter and get a number for the Pre-interview and bring the original copies of the supporting documents (Personal Records).

Please be reminded that only the applicants with complete set of requirements will be entertained for pre-interview.

(c). Steps to follow will be provided after the Final Interview.

(d). Processing period of the petition is four (4) months and will commence on the date the petition is received by the Office.

(e). Payments are as follows:

  • Registration Fee (P 1,000.00)
  • Certified Xerox Copy (P230.00)
  • Transmittal Fee (P 210.00)
  • Additional Payment of 30.00 (Document with supplemental report.)

Please be reminded that the City Hall does not conduct interviews during Fridays.

Source: http://manila.gov.ph/services/civil-registry/

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No First or Last Name in NSO Birth Certificate

What could be more disappointing than finding out that you do not have a first name or last name written on your NSO Birth Certificate (now PSA Birth Certificate)?

It could be that your parents were overwhelmed with joy when they first saw you that they failed to tell the nurses your name.  Or maybe they haven’t decided on a name yet and thought that they’d just have yours registered later on.  The clerk may have missed it.  Or the nurse.

There are a whole bunch of reasons why a PSA Birth Certificate would show a blank space where a first or last name should be.  But take heart; this can be corrected so that your name would clearly reflect on your Birth Certificate.

Here’s how:

a. You need to file a supplemental report to supply the missing entry.

b. Any of the following may file the said report:

  • Owner of the record
  • Owner’s spouse
  • Children
  • Parents
  • Brothers and Sisters
  • Grandparents
  • Guardian
  • Other person duly authorized by law or by the owner of the document sought to be corrected;
  • If the owner is a minor, physically or mentally incapacitated, the petition may be filed by his spouse, or any of his children, parents, brothers, sisters, grandparents, guardians, or persons duly authorized by law.

c. If the owner of the birth certificate was born in the Philippines, the reports must be filed with the Local Civil Registry (LCR) Office of the city or municipality where the birth is registered.  Otherwise, the report must be filed with the Philippine Consulate of the country where the birth was reported.  In case the owner (who was born abroad) is already in the Philippines, supporting documents for supplemental reports shall be coursed through the Department of Foreign Affairs, Office of Consular Affairs.

d. In support of your claim, you need to execute a notarized affidavit to explain why the name (first or last) was not supplied when the birth was registered.  Be prepared to submit other documents that may be required by the Local Civil Registry.

After your petition has been filed and accepted, you will be informed of the possible timeline when the changes may already be visible on your PSA Birth Certificate.

Source: https://psa.gov.ph/civilregistration/problems-and-solutions/no-first-name

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