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REPUBLIC OF THE PHILIPPINES
PHILIPPINE CONSULATE GENERAL - CALGARY
Suite 100, 1001 1st St SE Calgary, AB, T2G 5G3

Report of Birth

Home Civil Registration

Requirements for Reporting the Birth of a Child Born Abroad to Filipino parent(s)

​​​​​The birth of a child born in Alberta or Saskatchewan to Filipino parent/s should be reported to and registered with the Philippine Statistics Authority (PSA), formerly known as National Statistics Office or NSO, through the Philippine Consulate General (PCG).

I. Documentary Requirements

When reporting/registering the birth of the child, the following documents should be submitted:

  1. Report of Birth (ROB) form (FA-Form No. 40)
    • Four originals
    • Download FA-Form No. 40
    • Entries can be TYPEWRITTEN OR PRINTED LEGIBLY. Please use black ink only.
    • Entries/details must be at the time of birth of the child.
    • Please note that under the Philippine naming convention, a legitimate child’s Last Name refers to the father’s surname, the First Name refers to the child’s given name/s, and the Middle Name refers to the mother’s maiden surname.
      • Duly-filled out forms. If the ROB is submitted by mail, it must be notarized by a notary public and authenticated by the Deputy Provincial Secretary’s office in Edmonton (for Alberta-based applicants) or the Ministry of Justice and Attorney General in Regina (for Saskatchewan-based applicants). Please refer to guide below on mailed applications (please scroll down).

Important: Please check the information under item II (Procedure for Application) for information on how to submit the ROM either in person or by mail.

  1. ORIGINAL and four (4) photocopies of the following supporting documents:
    1. Child’s birth certificate issued by the Vital Statistics Office of Canada where the name of parents and the place of birth are indicated.

      • If parents are married: Submit PSA/NSO copy of the parents’ Marriage Certificate or Report of Marriage.

      • If parents are not married and the child is using the surname of the father:

        • Affidavit of Acknowledgment of Paternity (AAP) executed by the father.
        • Affidavit to Use the Surname of the Father (AUSF) executed by the mother.

        Download AAP Download AUSF

        These must be notarized a notary public and authenticated by the Deputy Provincial Secretary’s office in Edmonton (for Alberta-based applicants) or the Ministry of Justice in Regina (for Saskatchewan-based applicants). Please refer to guide below on mailed applications.

        The PCG will issue a Certificate of Registration of AAP and AUSF, which is required by RA 9255. Fee: CAD 36.25

      • If parents are not married and the child is using the surname of the mother: Birth certificate issued by the Vital Statistics Office of Canada is sufficient.

    2. Child’s foreign passport (photocopy data page only), if child has one
    3. Parents’ Philippine passport valid at the time of birth of the child
    4. Document showing the immigration status of parents at the time of birth of the child (e.g., Permanent Resident Card, Landing Paper/Record of Landing of Parents, Work Permit, or Visitor Visa - as applicable).
    5. Affidavit of Late Registration of Birth if ROB is being reported after twelve (12) months from the time of birth. These must be notarized a notary public and authenticated by the Deputy Provincial Secretary’s office in Edmonton (for Alberta-based applicants) or the Ministry of Justice and Atty. General in Regina (for Saskatchewan-based applicants). Please refer to the guide below on mailed applications (please scroll down).
    6. Certificate of Canadian Citizenship of parents, if applicable.
    7. Philippine citizenship re-acquisition/retention documents (Identification Certificate, Order of Approval, Oath of Allegiance), if applicable.
      • If the child is 18 years old and above: Submit original Negative Certification of Birth from the PSA (Note: This is to ensure that there is no prior registration of birth).

Note

Please do not send original passports / PR cards by mail. Send only the photocopies.

  1. ROB processing fee of CAD 36.25 in postal money order or bank draft made payable to the “Philippine Consulate General Calgary”. (Note: Please use these exact words. Do not abbreviate. Otherwise, the bank will not accept your draft/money order.) Do not send cash in your mail. Personal cheques are not accepted.
  2. Self-addressed envelope, preferably with tracking features, to be used in mailing the Parents’ copy of the registered ROB.

II. Procedure for Application

A. In-Person Application

Below are the step-by-step procedures for in-person submission:

  1. Book an appointment for a notarial/civil registration service with the PCG using its Calendly appointment system: http://www.calendly.com/yycpcg/nonpassport
  2. On the date and time of your appointment, please bring the documents stated above.
  3. Payment Option: Payments should be made in Canadian Dollars either in cash, bank draft, postal money order, debit card, or credit card (with 2.4% convenience fee applied for credit card only). Personal cheques are NOT accepted.
  4. Self-addressed and stamped unused return envelope that the PCG will use to mail the ROB to the applicant; and
  5. Note stating the applicant’s full name, address, email, and phone number.

Please note that processing of the documents takes seven (7) business days, counted from the next business day following receipt of application, before the documents are returned by mail to the applicants, provided the requirements and procedures listed above are complied with. The PCG is NOT RESPONSIBLE for any delay or loss in the mail or any other uncontrollable circumstances surrounding the notarization or authentication of the documents.

It would be best to use an envelope with tracking features so the applicant would know the status of the delivery of the documents by Canada Post/private courier service.

B. Submission by Mail

  1. The ROB Form and affidavits (AAP, AUSF, affidavit of late registration) must be notarized by a local notary public.
  2. The notarized ROB and affidavits should then be submitted to these provincial authorities for authentication:
    • For a birth that took place in Alberta:
      Deputy Provincial Secretary’s Office
      Room 111, 9833 109 Street
      Edmonton ABT5K 2E8
      Phone: 780-427-5069
    • For a birth that took place in Saskatchewan:
      Ministry of Justice and Attorney General
      Authentication Services
      800 - 1874 Scarth Street
      Regina SK S4P 4B3
      Phone: 306-787-2951
  3. Mail the following to the PCG:
    • locally notarized and authenticated ROB and affidavits;
    • supporting documents stated above;
    • self-addressed and stamped return envelope; and
    • postal money order/bank draft payment of CAD 36.25.

The PCG’s address is:
Philippine Consulate General
Suite 100 - 1001 1st ST SE Calgary AB Canada T2G 5G3

Mailed applications should likewise include the applicant’s contact details (telephone and/or email address) in case the PCG needs to get in touch with the applicant for further information on the documents submitted.

Applicants are requested to submit a self-addressed prepaid envelope (preferably with tracking features) to be used in mailing back their copy of the ROB.

Note: Additional documents may be required by the action officer from the applicant upon evaluation of the requirements to determine the citizenship, identity or eligibility of the child for registration of birth under Philippine law. Queries on ROB matters may be emailed to calgarypcg.civreg@gmail.com.

Processing of ROB applications takes seven (7) working days, counted from the day after receipt of the complete application from the mail. Incomplete / non-compliant applications will not be accepted or processed.

FOR STAND-ALONE AFFIDAVIT OF ADMISSION OF PATERNITY (AAP) OR AFFIDAVIT TO USE THE SURNAME OF THE FATHER (AUSF) TO BE SUBMITTED TO LOCAL CIVIL REGISTRARS IN THE PHILIPPINES, FOLLOWING ARE THE REQUIREMENTS:

  1. Four (4) original AAPs or AUSFs - The parent must attach a copy of his/her valid passport in each AAP/AUSF.The distribution of the copies is as follows:
    1. Copy for the parent
    2. Copy for the Local Civil Registrar in PH where the child’s birth is being registered
    3. Copy for the PCG
    4. Copy for the Philippine Statistics Authority (PSA) to be sent by the PCG through the DFA
  2. The AAP/AUSF must be authenticated (please see procedure above)
  3. Copy of child’s local birth certificate or record of birth from the hospital
  4. Mail the authenticated AAP / AUSF to the PCG including a postal money order / bank draft payable to PHILIPPINE CONSULATE GENERAL in the amount of CAD 72.50 (The fee is for the AAP/AUSF and the Certificate of Registration that the PCG will issue once the AAP/AUSF has been registered.)
  5. Include your personal contact details (mobile number, email address) in case the PCG needs to get in touch with you.
  6. Include a new / unused self-stamped, self-addressed mailing envelope to be used in mailing back to you the registered AAP/AUSF.

Reminders

The Consular Officer reserves the right to require additional proof or documents from an applicant to prove his/her citizenship, status or identity pursuant to Philippine Passport Law (RA 8239) and the Foreign Service Act (RA 7157).

Application for Passport

First time applicants for PH Passport may submit the Parent’s Copy of the ROB as supporting document, if the PSA copy is not yet available. Please refer to list of requirements on Passport Application for Minors.


Frequently Asked Questions on ROB:


Is my child eligible to a Philippine citizenship even if he/she was born in Canada?

When a child is born abroad to parents who are both Filipino citizens or to one (1) parent who is a Filipino citizen, i.e. one who has not been naturalized as a citizen of a foreign country, the child is considered a Filipino citizen and the child’s birth must be immediately reported to the Philippine Embassy or Consulate which exercises jurisdiction over the place of birth.​

When should I report the birth of my child to the Philippine Consulate General?

Ideally, the birth must be reported to the Philippine Consulate General within twelve (12) months after its occurrence. When the parents neglect to report the birth within twelve (12) months, the birth may, nevertheless, be recorded upon the determination of the consular officer of satisfactory evidence on the authenticity of the report. In these cases, the person submitting the report shall be required to execute an Affidavit explaining the delay in reporting the birth.

Why should I report the birth of my child to the Philippine Consulate General?

The Report of Birth is a declaration of the person furnishing information on the birth abroad of a Filipino child. It is important for Filipinos permanently residing abroad to promptly register with the Philippine Consulate General the birth of a child in order for such a birth to be registered with the Philippine Statistical Authority (PSA).

How do I get a Report of Birth issued by the Philippine Statistics Authority (formerly the National Statistics Office)?

Please note that a PSA-authenticated copy of the Report of Birth/Marriage/Death may be requested from the Philippine Statistics Authority only after six months from the date of filing of said report at the Philippine Consulate General. To request a PSA-copy of the ROB, you may go to https://psa.gov.ph/ or www.psaserbilis.com.ph/Default.aspx.

*[ROB]: Report of Birth *[AAP]: Affidavit of Acknowledgment of Paternity *[AUSF]: Affidavit to Use the Surname of the Father