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  9. Annotation of Civil Registry Documents

Filing of the Application for Annotation
of Civil Registry Documents (Report of Birth/Marriage/Death)
Registered at the Philippine Embassy, Tokyo Pursuant to a Court Decree/Decision

In accordance with the Philippine Statistics Authority (PSA) Memorandum Circular No. 2021-20, following are the requirements for the annotation of civil registry documents registered at the Embassy pursuant to a Court decree/decision:

A. Domestic Court Order/Decree (applicable to ROM, ROB and ROD)

  1. DFA Authenticated (Apostille) Certified photocopy of the registered Court Order/Decree;
  2. DFA Authenticated (Apostille) Certified photocopy of the corresponding Certificate of Finality;
  3. DFA Authenticated (Apostille) Certified photocopy of the Certificate of Registration of the Court Order/Decree; and
  4. DFA Authenticated (Apostille) Original copy of the Certificate of Authenticity of the Court Order/Decree.

B. Foreign Court Judgment/Order/Decree (applicable to ROM only)

  1. DFA Authenticated (Apostille) Certified True Copy of the registered Foreign Court Judgment/Order/Decree issued by the City Civil Registrar (CCR) of Manila;
  2. DFA Authenticated (Apostille) Certificate of Registration of the Foreign Court Judgment/Order/Decree issued by the City Civil Registrar (CCR) of Manila;
  3. DFA Authenticated (Apostille) of the Certified photocopy of the Court Decision recognizing the Foreign Court Judgment/Order/Decree;
  4. DFA Authenticated (Apostille) Certified photocopy of the corresponding Certificate of Finality;
  5. DFA Authenticated (Apostille) Original copy of the Certificate of Registration of the Court Decision recognizing the Foreign Court Judgment/Order/Decree; and
  6. DFA Authenticated (Apostille) Original copy of the Certificate of Authenticity of the Court Decision recognizing the Foreign Court Judgment/Order/Decree.

Upon completion of the requirements, applicants are advised of the following steps:

  1. Verify the authenticity of the court documents with the PSA Central Office; and
  2. Once duly verified by PSA, applicants can send the relevant documents along with their contact details directly to the Philippine Embassy, Tokyo via courier for the annotation of the civil registry document. Below is the address of the Embassy:

    Philippine Embassy Tokyo, Japan
    5-15-5 Roppongi Minato-ku, Tokyo 106-8537
    (Attn: Civil Registration Unit)

For any inquiries and/or clarification, please contact the Civil Registration Unit through email (civilreg@philembassy.net).