How to obtain an apostille in the Philippines
The Philippines is a party to the Hague Apostille Convention, which means Filipino public documents can be authenticated for use abroad through an apostille—eliminating the need for embassy or consular legalisation when the destination country is also a Convention member.
This article explains what an apostille is, who issues it in the Philippines, which documents qualify, and the step-by-step process to obtain one.
What is an apostille?
An apostille is a standard certificate issued under the Hague Apostille Convention that verifies the authenticity of the signature, seal, or stamp on a public document. Once apostilled, the document is recognised in all other Convention countries without further authentication.
Important: An apostille confirms the origin of a document—not the truth of its contents.
The apostille authority in the Philippines
Apostilles in the Philippines are issued by the Department of Foreign Affairs of the Philippines (DFA), through its Office of Consular Affairs (OCA).
Most applicants lodge requests at:
- DFA-OCA in Parañaque (ASEANA Business Park), or
- DFA Consular Offices nationwide that offer apostille services.
Apostilles are issued for use outside the Philippines in other Hague Convention countries.
Documents that can be apostilled in the Philippines
Civil registry documents
- Birth certificates
- Marriage certificates
- Death certificates
- Certificates of No Marriage (CENOMAR)
(Typically issued by the Philippine Statistics Authority – PSA)
Personal and legal documents
- Police clearance and NBI clearance
- Court documents and judgments
- Affidavits and sworn statements
Educational documents
- Diplomas and degrees
- Academic transcripts
- Certificates of enrolment or graduation
(Often require prior authentication by the issuing school or the Commission on Higher Education (CHED) / DepEd.)
Commercial and corporate documents
- Articles of incorporation
- Board resolutions
- Powers of attorney
- Contracts and notarised business documents
Key rule:
Private documents must be notarised by a Philippine notary public before they can be apostilled.
Step-by-step: how to obtain an apostille in the Philippines
Step 1: Secure the correct original document
Obtain the original or a certified true copy from the issuing authority (e.g., PSA for civil registry documents).
For private documents:
- Arrange notarisation first.
Step 2: Pre-authentication (if required)
Some documents must be endorsed before DFA submission, for example:
- School records: authentication by the issuing institution and/or CHED/DepEd
- Corporate documents: certification from the Securities and Exchange Commission (SEC)
Skipping pre-authentication is one of the most common causes of rejection.
Step 3: Translation (if required)
If the document will be used in a country that does not accept English or Filipino:
- Arrange a certified translation into the destination country’s official language
- In practice, translations are often prepared before apostille, and both the original and translation may be apostilled
Step 4: Book an appointment with the DFA
Most DFA apostille services require online appointment booking.
Bring:
- The document(s) to be apostilled
- Valid ID of the applicant or authorised representative
- Proof of appointment
- Applicable government fees
Authorised representatives may lodge on behalf of applicants.
Step 5: Apostille issuance
Once approved, the DFA issues a paper apostille certificate attached to the document. Philippine apostilles typically include security features and a QR/online verification reference to allow recipients to confirm authenticity.
Processing times vary by location and document type but are generally faster than the old “red ribbon” legalisation process.
Apostille vs the old “red ribbon” process
Before joining the Convention, Philippine documents required DFA authentication followed by embassy legalisation (commonly called “red ribbon”).
| Situation | Correct process |
|---|---|
| Document used in a Hague Convention country | Apostille |
| Document used in a non-Convention country | Embassy / consular legalisation |
| Document used within the Philippines | No apostille required |
Common mistakes to avoid
- Using an apostille for a non-Convention country
Always check the destination country’s Hague status. - Failure to notarise private documents
The DFA will not apostille unsigned or informal documents. - Assuming apostilles certify content
Apostilles authenticate signatures and seals only.
Practical tips
- Apostilles do not expire, but receiving authorities (immigration, courts, banks) may impose their own validity periods.
- Keep both hard copies and scans—many overseas institutions verify apostilles electronically.
- If you are overseas, using a Philippines-based agent can save time and avoid appointment delays.