In short
- What it is
- A letter letting a relative or representative claim your PSA certificate for you.
- Notarised?
- Not normally required for a counter release, though an outlet may ask for more in a particular case.
- Must attach
- Photocopy of your valid ID, signed, and your representative's valid ID.
- Easiest thing to get wrong
- The record details and the number of copies. Copy them from a document, and say how many copies you want.
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Works for a birth certificate, CENOMAR, marriage certificate or death certificate — change the document named in the request block. One letter per record owner: a single letter cannot cover two different people's certificates.
[15 September 2026]
The Officer-in-Charge
Philippine Statistics Authority
[Serbilis Outlet, East Avenue, Quezon City]
Dear Sir/Madam:
Re: Authorization to claim PSA [Certificate of Live Birth]
I, [MARK ANGELO T. BAUTISTA], of legal age, Filipino, and a resident of [55 Katipunan Avenue, Barangay Loyola Heights, Quezon City], am the owner of the civil registry record described below and am unable to personally claim it because [I am currently working in Cebu City].
I hereby authorise my [mother], [ROSARIO T. BAUTISTA], of legal age and a resident of [the same address], to request, claim and receive on my behalf the following document from your office:
Type of document: [PSA Certificate of Live Birth]
Number of copies: [Two (2) copies]
Name on the record: [Mark Angelo T. Bautista]
Date of birth: [09 June 1997]
Place of birth: [Quezon City, Metro Manila]
Father's full name: [Antonio S. Bautista]
Mother's maiden name:[Rosario D. Tolentino]
Purpose: [Employment requirement]
Reference number: [1234-5678-9012, if the request already has one]
My representative is [my mother], and she is likewise authorised to sign the claim stub and any acknowledgement receipt required by your office in connection with this request.
Attached are photocopies of my valid identification card, signed by me, and of my representative's valid identification card. My representative will present her original identification card upon claiming. The signature appearing above is my own and matches the signature on the identification card attached.
This authorisation is valid for this transaction only.
Thank you very much for your assistance. I may be reached at [0917 123 4567] for verification.
Very truly yours,
______________________________
[MARK ANGELO T. BAUTISTA]
ID presented: [PhilSys ID No. 1234-5678-9012]
Conforme — specimen signature of the authorised representative:
______________________________
[ROSARIO T. BAUTISTA]
ID presented: [UMID No. 0123-4567890-1]Who the PSA will release a document to
PSA civil registry documents are released to the record owner and, subject to the PSA's current rules, to close relatives of the record owner — commonly the spouse, a parent, a direct descendant, a grandparent, or a legal guardian — or to a duly authorised representative presenting an authorization letter. The PSA sets that list and revises it from time to time, and outlets apply it with some local variation, so confirm the current rule at the specific outlet before anyone travels.
What the letter itself must carry
A PSA authorization letter is a short document, and everything in it is there so the clerk can match your request to a record and hand the right number of copies to the right person. Each of the items below answers one of those questions.
| Include | Why it is there |
|---|---|
| The type of civil registry document | Birth, marriage, death, or CENOMAR — these are searched in different registers and priced separately |
| The number of copies requested | Copies are paid for per copy. A letter that does not say how many leaves the clerk to guess, and your representative will usually be released one |
| The complete record details | Full name as registered, date and place of the event, and the parents' names for a birth record or both spouses' names for a marriage record. This is what the search actually runs on |
| The complete name of the representative | “My representative” is not a name. Write it in full, as it appears on the ID they will present |
| The relationship or the purpose, where the office asks for it | Some outlets record the relationship of a non-owner claimant, and a CENOMAR request commonly asks for the purpose, which is printed on the certificate |
| Your fresh signature over your printed name | The clerk compares the signature on the letter against the signature on the ID copy you attach. An unsigned letter, or a signature that does not match, is the surest refusal |
| A photocopy of your valid government ID, signed | It proves the person with the right to the record actually authorised the release |
| A photocopy of the representative's valid ID, with the original presented at the counter | It ties the person at the window to the person you named |
| A photocopy of your passport, where you are signing from abroad and the PSA's current rules call for it | For requests authorised from overseas the PSA may look for passport identification rather than a domestic ID; check the current requirement for the channel you are using |
This is drafting guidance for a letter that a counter can act on. The PSA sets the authoritative requirements for its own releases and revises them from time to time — check its current guidance for the outlet or channel you are using.
| Document | What to state in the letter | Also bring |
|---|---|---|
| Certificate of Live Birth | Full name on the record, date and place of birth | Owner's ID photocopy; representative's original ID |
| CENOMAR / Certificate of No Marriage Record | Full name, date and place of birth, and the purpose | Same |
| Certificate of Marriage | Both spouses' names, date and place of marriage | Same |
| Certificate of Death | Deceased's name, date and place of death, and your relationship | Proof of relationship is often requested |
How to make sure it is accepted the first time
- 1
Set the record details out as a labelled block
Type of document, number of copies, name exactly as registered, date and place of the event, the parents' names for a birth record. Set them out as a labelled block, not buried in a sentence — the clerk is scanning, not reading. These details are what the search actually runs on.
- 2
Say how many copies you want
Copies are charged individually and released against what the request says. If you need three, say three, and give your representative enough money for three.
- 3
Include the reference number if the request already has one
If you ordered online or by phone, the reference or transaction number lets the counter pull up the request directly. If there is no reference number — because your representative is applying from scratch — complete record details do the same job. Add it where it exists; do not stall because it does not.
- 4
Sign the ID photocopy
A signed photocopy lets the clerk compare three signatures: the letter, the ID photocopy, and the ID your representative presents on your behalf. Consistency is what gets it through.
- 5
Say why you cannot come
One clause — working elsewhere, abroad, unwell. It is not legally required but it makes the request look ordinary rather than suspicious.
- 6
Give a contact number
A clerk who can verify by phone will usually verify rather than refuse.
The three ways a PSA request can reach you
Before you send anyone to queue, check whether you need a representative at all. There are three routes, and for many people the third is faster and cheaper than the first.
| Route | How it works | When it makes sense |
|---|---|---|
| In person at a Serbilis outlet | You or an authorised claimant fills in the application form, pays, and claims on the release date | You are nearby and need it quickly |
| A representative with an authorization letter | Your representative applies or claims, presenting your letter, a photocopy of your ID, and their own ID | You are working elsewhere in the country and someone you trust is near an outlet |
| PSA delivery service | You order online or by phone; the certificate is couriered to a Philippine address | You are abroad, or nobody is free to queue. Often the least trouble overall |
Channels, fees and delivery coverage are set by the PSA and its authorised service providers and change from time to time. Confirm the current options and prices on the PSA's own channels before ordering.
Filling in the record details correctly
Most PSA rejections at the counter are not about the letter at all — they are about the record details not matching. The PSA searches on exactly what you give it, so the details in your letter should be copied from a document, not from memory.
- Use the full name exactly as it appears on the record, including the middle name in full rather than an initial.
- For a married woman's birth record, use the maiden name — the birth record was registered under it.
- Give the date of birth in full, and the city or municipality and province of birth, not just the region.
- Include both parents' full names where the form asks; this is often what disambiguates two people with the same name.
- For a CENOMAR, add the purpose — some outlets ask for it, and it is printed on the certificate.
- For a marriage certificate, give both spouses' names and the date and place of the marriage.
- For a death certificate, give the date and place of death and your relationship to the deceased.
Why letters get refused at the counter
PSA outlets process very high volumes and the clerk has seconds per transaction. Refusals are rarely about the substance of your authority — they are about something the clerk cannot verify quickly.
| Reason for refusal | Fix |
|---|---|
| Nothing in the letter identifies the record | Give the type of document, the full registered name, the date and place of the event, and the parents' or spouses' names. Add the reference number too if the request already has one |
| The letter does not say how many copies | State the number in words and figures, and send enough money for them |
| The owner's ID photocopy is missing or unsigned | Attach a clear, signed photocopy — the clerk compares three signatures |
| The signature on the letter does not match the ID | Sign the letter the same way you sign your ID, every time |
| The representative brought only a photocopy of their own ID | They must present an original valid ID at the counter |
| The letter is undated | Date it. An undated letter cannot be shown to be current |
| The record details do not match anything in the system | Copy the full name, date and place of birth from a document, not from memory |
| The representative is not a relative and the outlet is strict | Send a spouse, parent, child or sibling, or use the PSA delivery service instead |
| The letter authorises a different transaction from the one presented | Name the exact document and the exact acts — request, claim, receive, sign the stub |
What if…
- 1
…you are abroad
The letter can be signed abroad and sent by scan or courier; a PSA counter release does not normally require notarisation or consularisation. Attach a clear photocopy of your passport data page as your identification — for a request authorised from overseas that is what the PSA's rules commonly look for. Confirm the current requirement for the channel you are using before you send anything, and sign the letter yourself in ink so the signature matches the passport.
- 2
…the outlet refuses the letter
Ask which requirement is missing. It is usually the reference number, the ID photocopy, or the relationship. Having your representative call you from the counter often resolves it on the spot.
- 3
…you need the document urgently
PSA delivery services will courier a certificate to a Philippine address, which removes the need for a representative entirely. That is usually faster than sending someone to queue.
Frequently asked questions
+Does a PSA authorization letter need to be notarised?
Not normally. A signed letter with photocopies of both valid IDs is what the counter asks for. Notarisation is not part of the standard requirement.
+Can a friend claim my PSA birth certificate?
A duly authorised representative can, but outlets scrutinise non-relatives more closely. If you have the option, send a spouse, parent, child or sibling and include proof of the relationship.
+Can I claim my child's birth certificate without a letter?
Yes. A parent claims a minor child's record in their own right, presenting their own valid ID. No authorisation from the child is needed.
+What if I do not have the PSA reference number?
A reference number only exists where a request was already lodged online or by phone. If your representative is applying at the counter from scratch, there is nothing to quote — give the record details instead: type of document, the full registered name, the date and place of the event, and the parents' names or the spouses' names. Those are what the search runs on. Where a reference number does exist, include it, because it lets the counter pull the request up directly.
+Can one letter cover my birth certificate and my child's?
No. Each record owner authorises releases of their own record, so a letter signed by you covers your records only. A minor child's record is claimed by a parent or legal guardian in their own right, with proof of the relationship — no letter from the child is needed or possible.
+How many copies should the letter ask for?
As many as you actually need, stated expressly. Copies are charged per copy and released against what the request says, so a letter that is silent typically results in one copy being released.
SPA or authorization letter? Article 1878 explained
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About this page. Written and maintained by the Sulat.ph editorial team, with the statutes, rules and issuances cited in the text. Last updated 2026-09-04. The samples and the generator are drafted to reflect current Philippine legal requirements; a receiving court, agency, bank, registry or other institution may require its own form or additional supporting documents. Sulat.ph is not a law firm and this page is not legal advice — read our disclaimer.
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