CORRECTION OF CLERICAL ERROR

OVERVIEW

Filipinos abroad may file a petition before the Embassy to correct a clerical or typographical error in the civil registry documents issued by the Philippine Embassy in Washington D.C. without the need for a judicial order.

GENERAL INFORMATION

Only petitions for correction of entries in the civil registry documents registered or reported at the Philippine Embassy in Washington D.C. may be processed. For civil registry documents recorded by other Philippine consulates in the United States, please check the Consulate Finder to learn where you can file your petition.

What Is A Clerical Error

A clerical or typographical error refers to an obvious mistake committed in clerical work, either in writing, copying, transcribing, or typing an entry in the civil register that is harmless and innocuous, such as the following: 

    • A misspelled name or misspelled place of birth and the like, and can be corrected or changed only by reference to other existing record or records 
    • Day and/or month of birth 
    • Sex (provided that this correction is not a result of a sex-reassignment)

Who May File The Petition

The petition may be filed by a person of legal age who must have a direct and personal interest in the correction of the error in the civil register, such as the: 

    • Owner of the record that contains the error to be corrected or first name to be changed 
    • Owner’s spouse, children, parents, brothers, sisters, grandparents, guardian, or any other person duly authorized by law or by the owner of the document sought to be corrected. 

The Philippine Embassy assumes no responsibility for any delay or loss during mail delivery, or while the documents are in the custody of the courier service.

HOW TO APPLY

1. Prepare Your Documents. Complete your required documents before submitting your application. This includes your cover letter, supporting documents, a self-addressed stamped envelope, and the required money order.

2. Send Your Application. Mail your completed application package to the following address:

Embassy of the Philippines
Civil Registration Unit
1617 Massachusetts Ave NW
Washington, DC 20036

3. Await Delivery. Once received, your application will be promptly processed and forwarded to the Philippine Statistics Authority. Please note that the processing time at the PSA is determined by their agency and is beyond the Embassy’s control. If approved, the PSA will release the corrected document.

WHAT TO INCLUDE IN THE MAIL

Please make sure all your documents are complete before mailing your application to avoid delays in processing. The Embassy reserves the right to return incomplete applications.

1. Cover Letter

    • Indicate the service requested
    • Write your name and contact information (mobile number and email address)
    • List the enclosed documents

2. Affidavit

    • Three (3) original notarized affidavits
    • The Affidavit should include the following: 1. Set forth facts necessary to establish the merits of the petition. 2. Show affirmatively that the petitioner is competent to testify to the matters stated. 3. State the particular erroneous entry or entries sought to be corrected and the correction to be made.

3. Document For Correction

    • One (1) original and Three (3) certified copy of the PSA certificate containing the alleged erroneous entry or entries

4. Supporting Documents

    • One (1) original and three (3) photocopies of document that supports the petition
    • At least two (2) public of private documents showing the correct entry

5. Money Order 

    • USD 50.00 processing fee for Petition for Correction of Clerical/Typographical Error (Sex, Birth Day, Birth Month)
    • USD 150.00 processing fee for Petition for Change of First Name
    • Payable to “Embassy of the Philippines”

 

For Change of First Name

6. NBI/PNP/Employer Clearance

    • One (1) original and three (3) photocopies certifying that the petitioner has no pending administrative, civil or criminal case, or no criminal record 

7. Affidavit of Publication and Proof of Publication

    • The petition is required to be published in the newspaper of general circulation at least once a week for two (2) consecutive weeks 
    • Affidavit of publication from the publisher
    • Copy of the newspaper clipping

 

For Correction of Sex

8. Medical Certificate

    • One (1) original and three (3) photocopies of medical certificate issued by an accredited government physician that the petitioner has not undergone sex change or sex transplant 

APPLICATION FOR ANNOTATION OF CIVIL REGISTRY DOCUMENTS

The Philippine Statistics Authority (PSA) recently issued a Memorandum Circular providing the following requirements for the annotation of civil registry documents registered in the Philippine Embassies/Consulates pursuant to Court/ decree/decision:

Domestic Court Order/Decree

  1. Certified photocopy of the registered Court Order/Decree;
  2. Certified photocopy of the corresponding Certificate of Finality;
  3. Original copy of the Certificate of Registration of the Court Order/Decree; and
  4. Original Copy of the Certificate of Authenticity of the Court Order/Decree.

 

Foreign Court Judgment/Order/Decree

  1. Certified True Copy of the registered Foreign Court Judgement/Order/Decree issued by CCR of Manila;
  2. Certificate of Registration of the Foreign Court Judgement/Order/Decree issued by CCR of Manila;
  3. Certified photocopy of the Court Decision recognizing the Foreign Court Judgement/Order/Decree;
  4. Certified photocopy of the corresponding Certificate of Finality;
  5. Original copy of the Certificate of Registration of the Court Decision recognizing the Foreign Court Judgement/Order/Decree; and
  6. Original Copy of the Certificate of Authenticity of the Court Decision recognizing the Foreign Court Judgement/Order/Decree.

 

Pending the detailed guidance from PSA, 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 concerned Philippine Embassy/Consulate via courier for the annotation of their respective civil registry document (Report of Birth/Marriage/Death).

FURTHER RESOURCES

For further inquiries, email us at civilregistration@phembassy-us.org.