Republic of the Philippines

PHILIPPINE STATISTICS AUTHORITY

Basic Concepts and Procedures

on Civil Registration
OUTLINE

 Basic civil registration concepts and

definitions

 Registration procedures for

• Births;
• Marriage;
• Deaths/Fetal Deaths; and
• Foundling

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GOAL
 To present uniform concepts and procedures on civil
registration and inform the participants of the correct
requirements for every document type application
LEARNING OBJECTIVE
 The participants will have adequate knowledge on the
standard concepts, definitions and procedures on
civil registration

 The participant will also have understanding on the

correct requirements for every document type
application

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Basic Civil
Registration
Concepts
and
Definitions

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What is Civil Registration?

 The continuous, permanent and compulsory

recording of the civil status of persons and
modification thereof.

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 Civil Register
 Refers to the various registry books and
related certificates and documents kept in
the archives of the Local Civil Registry
Offices (LCROs), Philippine Foreign Service
Posts (PFSPs), Shari’a Circuit/District Courts
and Office of the Civil Registrar General.
 The civil register also includes the actual
copies of the registrable court decisions
and legal instruments concerning civil
status of persons

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What is a Vital Event?
 This is an event which has
something to do with an
individual’s entrance into or
departure from life together
with the change in civil status
which may occur to him/her
during his/her lifetime.

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 Live Birth

 is the complete expulsion or extraction from its

mother of a product of conception,
irrespective of the duration of pregnancy,
which, after such separation, breaths or shows
any other evidence of life.

EXCEPTIONS:
If the fetus had an intra-uterine life of less than 7 months, it is not
deemed born if it dies within 24 hours after its complete delivery from
the maternal womb (Art. 41, R.A. 386)

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Registration Procedures

Registration Period:
• 30 days from the time of birth

Delayed registration
• Beyond 30 days

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Place of Registration

GENERAL RULE: Office of the Civil

Registrar where the birth occurred
EXCEPTIONS:
• aboard vessel, airplane while in
transit, within RP — mother’s
destination or city/municipality where
the mother habitually resides

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Place of Registration

EXCEPTIONS:
• aboard vessel or airplane, en route
to RP – If resident of the Philippines,
habitual residence of mother
• If not resident of RP and both
parents are foreigner – Manila is the
place of registration

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Place of Registration

EXCEPTIONS:
• aboard vessel, airplane en route to
another country — Philippine
Foreign Service Post (PFSP) of the
country of the mother’s destination

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Persons Responsible to Report

• Administrator of the hospital, clinic or

similar institution where the birth
occurred;
• Physician, midwife or any person who
attended the delivery;
• Either or both child’s parents

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 Civil Registry Form

NUMBER OF COPIES:
• 4 copies of Municipal Form No. 102,
Certificate of Live Birth (COLB)

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Civil Registry Form
Certificate of Live Birth

REVISED 2007 REVISED 2016

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 REGISTRATION OF ICCs/IPs
ADMINISTRATIVE ORDER
NO. 3, Series of 2004
 Legal Basis: Section 2 of
Act No. 3753 (Civil Registry
Law of the Philippines;
Chapters V and VI of
Republic Act No. 8371
(Indigenous Peoples Rights
Act)

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 REGISTRATION OF ICCs/IPs
NAMING CONVENTION:
 One name/indigenous/tribal name;
 First, middle and last name not following filial
relationships;
 First, middle and last name according to filial
relationships;
 Other names
 Municipal Form No. 102 and attachment (IP Form No. 1)
 The COLB bear annotation that said birth was registered
pursuant to RA 8371

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 REGISTRATION OF ICCs/IPs
IP Form No. 1 (Attachment)

MOUNTAIN PROVINCE
TABUC

KILI MANUNGUILID IMBING

LUMOK HUDJO BHON LAI

IGOROT IGOROT

Lumok Hudjo
LUMOK HUDJO TABUC, MOUNTAIN PROVINCE

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 REGISTRATION OF MUSLIM FILIPINOS

ADMINISTRATIVE ORDER NO. 1,

Series of 2005
 Legal Basis: Section 2 of
Act No. 3753 (Civil Registry
Law of the Philippines);
Section 3 of Executive Order
157; Chapters 1 & 2, Title VI,
Book II of Presidential
Decree No. 1083

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 REGISTRATION OF MUSLIM FILIPINOS
NAMING CONVENTION:
 First name of the father or the surname
of either the father or mother may be
used as the child’s last name subject to
Islamic or Muslim Law
 Municipal Form No. 102 and the
attachment shall be permanently kept
together and shall constitute the record
of birth

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REGISTRATION OF MUSLIM FILIPINOS
Municipal Form No. 102 Attachment

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 REGISTRATION PROCEDURE

• Administrator of
hospital/ clinic/ Local Civil
institution w/in
Registry
30 days
• Attendant at birth Office (LCRO)
• Parents
• Any interested party

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MARRIAGE
 A special contract of
permanent union between
a man and a woman
entered into in accordance
with law for the
establishment of conjugal
and family life.

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Article 14 of Presidential Decree 1083

 Among Muslims, marriage is not only a civil

contract but a social institution. Its nature,
consequences and incidents are governed by
P.D. 1083 and the Shari’a, and not subject to
stipulations, except that the marriage
settlements may, to a certain extent, fix the
proper property relations of the spouses

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Chapter V and VI of
Republic Act No. 8371 (IPRA Law)

 Marriages performed in accordance with

Indigenous Peoples’ (IPs) or Indigenous
Cultural Communities’ (ICCs) customary laws,
rites, traditions and practices shall be
recognized as valid.

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Section 7 Act No. 3753 (Civil Registry Law)

 Marriage should be recorded in the civil

register
 Civil officers and priests or ministers
authorized to solemnize marriages shall send
a copy of marriage contract to the Local Civil
Registrar (LCR) within time limit specified in
the existing Marriage Law.

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Article 23 of the Family Code

 Marriage should be recorded in the civil

register
 The person who solemnized the marriage to
furnish either of the contracting parties, the
original of the marriage contract and submit
the duplicate and triplicate copies within 15
days after the marriage to the LCR of the place
of marriage.

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 Article 23 of the Family Code
• If marriage is performed under Muslim customs and
tradition
– Indicate in the marriage certificate that said marriage
was in accordance with P.D. 1083.
– Fill up attachment to the COM with the following
information:
• Amount of Mhar (Dowry)
• First or subsequent marriage
• Tafwid if granted
• Other stipulations

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 Article 23 of the Family Code
 If marriage is performed under IPs/ICCs customs and
tradition
– Indicate in the marriage certificate that said
marriage was in accordance with R.A. 8371.
– Fill up attachment to the MC with the following
information:
• Ethnic Affiliation
• Marriage Order
• Amount of Dowry
• Other stipulations

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 Kinds of Marriages
 Ordinary Marriage – requiring a marriage license.
Registration period – 15 days after date of marriage
 Marriage of Exceptional Character – does not require a
marriage license. Registration period – 30 days after date of
marriage.
• Marriage in articulo mortis (Article 27 of the Family Code)
• Marriage in a remote place (Article 28 of the FC)
• Marriage among members of ethnic cultural communities
(Article 33 of the FC)
• Marriage between a man and a woman who lived together as
husband and wife for a period of at least 5 years (Article 34 of
the FC)

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 Marriage Requirements
 Essential Requisites (Art 2 of the Family Code)
• Legal capacity of the contracting parties who must
be a male and a female;
• Consent freely given
 Formal Requisites (Article 3 of the Family Code)
• The authority of the Solemnizing Officer;
• Valid marriage license except in cases of
marriages exempt from marriage license;
• Marriage ceremony

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 Procedures of registration

Local Civil Registry

Person Responsible Office

(Solemnizing (LCRO)
in 15/30
Officer/either of the Registration
contracting Parties/ days Officer
Any interested Place of Occurrence
parties) is the Place of
registration

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Place of Registration

• Muslim marriages shall be registered at the

Shari’a Circuit Court in the city/municipality
where it was performed
• Where there is no Shari’a Circuit Court, the
COM must be registered at the LCRO in the
city or municipality where such marriage was
celebrated with the proper notation that such
marriage was solemnized in accordance with
P.D. 1083 (Rule 9, Administrative Order No. 1,
Series of 2007)

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Place of Registration
• All vital events occurring to Filipinos residing
abroad shall be reported and registered to the
Philippine Foreign Service Post (PFSP) of the
country nearest to the residence, or where the
vital event occurred.
• Marriages among Filipinos in a foreign country
are not registrable in any LCRO in the
Philippines

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Number of Copies to be Accomplished

 4 copies is prepared and distributed as

follows:
• 1st copy - contracting parties;
• 2nd copy - CRG file copy;
• 3rd copy - C/MCR file copy;
• 4th copy - Solemnizing Officer file
copy
Distribution is the same for Ordinary/Exceptional Marriages and for
ICCs/IPs

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 Number of Copies to be Accomplished

For Marriages under Muslim customs and traditions

 Five copies is prepared and distributed as
follows:
• 1st copy - contracting parties;
• 2nd copy - CRG file copy;
• 3rd copy - C/MCR/Circuit Registrar file copy;
• 4th copy - District Registrar (Shari’a Court);
• 5th copy - Solemnizing Officer file copy.

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Civil Registry Form
Certificate of Marriage

REVISED 2007 REVISED 2016

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 COM Attachments for IPs

MOUNTAIN PROVINCE
TABUC

IGOROT IGOROT

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COM Attachments for Muslim Filipinos

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 DELAYED REGISTRATION
 Marriages reported beyond reglementary period

Delayed Registration Requirements

• Posting of the application for 10 days.
• Sworn declaration explaining why marriage was not
registered within the prescribed period
• Various documents where information can be
obtained in the reconstruction of the certificate of
marriage.

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DEATH
• Permanent disappearance of
evidence of life
• A fetus with intrauterine life of seven months or
more and born alive at the time it was completely
delivered from the maternal womb but died later
shall be considered as death and shall be
registered
• Fetus with intra-uterine life of less than 7
months, dies within 24 hours after complete
delivery (for statistical purposes only)

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FETAL DEATH
• Fetal death is the death prior to the complete
expulsion of a product of conception, irrespective of
the period of pregnancy. The death is indicated by the
fact that after such separation, the fetus does not
breathe nor show any other evidence of life, such as
the beating of the heart, pulsation of the umbilical
cord or definite movement of voluntary muscles.

REGISTRATION:
• Follow procedures of registration of deaths

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Medico Legal
• Death under investigation by NBI or other
investigating agency of government
• Registration – if not registered, head of
investigating agency thru health officer cause
registration
• Medico-legal signs the certification of death

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HEALTH OFFICER
• Examine the cause of death, affix signature,
order registration
• If no health officer or authorized
representative
– Mayor
– Sangguniang Bayan member
– Municipal Secretary (for burial purposes)

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WHERE TO REGISTER

GENERAL RULE: Office of the Civil Registrar

where the death occurred

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WHERE TO REGISTER
EXCEPTIONS:
• Death of citizen, en route from RP – Philippine
Foreign Service Post of country of destination
• Death of citizen, within RP, body recovered –
place of burial
• Death in high seas, body existing – place of
burial
• Death in high seas, body not recovered – last
known address of deceased or Manila

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WHERE TO REGISTER

EXCEPTIONS:
• Death of a person – vehicle, airplane, or vessel
while in transit, within Philippine territory; place of
death can not be ascertained
– Certificate of Death (COD) – shall be issued by
the health officer of place of burial/cremation
– Place of registration – place of burial/
cremation (within the Philippines, otherwise
Manila)

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WHERE TO REGISTER
EXCEPTIONS:
• Death of a Filipino citizen aboard a vessel or
airplane en route to the Philippines – exact
place of death can not be ascertained
– Place of registration – habitual residence
of the deceased. (Same with a foreigner
but resident of the Philippines. Not
resident of the Philippines, in Manila)

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REGLEMENTARY PROCEDURES

REGLEMENTARY PERIOD:
• 30 days from the time of death

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 PERSON RESPONSIBLE TO REPORT

• Administrator of the hospital, clinic or similar

institution where the death occurred;
• Physician who last attended the deceased; or
• Nearest relative or person who has
knowledge of the death (if deceased is not
medically attended)

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 DELAYED REGISTRATION
• Registration of death beyond 30 days
• REQUIREMENTS:
– 4 copies of accomplished Certificate of
Death (COD)
– Affidavit
– Authentic copy of certificate of burial,
cremation, etc.
– Approval of health officer

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REGISTRATION PROCEDURE

• Administrator of
hospital/ clinic/ Local Civil
institution w/in Registry
• Attendant at 30 days Office (LCRO)
death
• Nearest kin

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Civil Registry Form

 4 copies of Municipal Form No. 103,

Certificate of Death (COD)

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Civil Registry Form
Certificate of Death

ELENA GUANZON
DIZON

REVISED 2007 REVISED 2016

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 Civil Registry Form
Certificate of Fetal Death

• 4 copies of MF 103A –
Certificate of Fetal Death

REVISED 2016
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 Registration of Death of
Muslim Filipinos

 Municipal Form No. 103 and the

attachment shall be permanently kept
together and shall constitute the record of
death

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 Registration of Death of
Muslim Filipinos
Municipal Form No. 103 Attachment

5. PERSON WHO PERFORMED BURIAL RITES

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Registration of ICCs/IPS Death

 Follow the provisions of Administrative Order

No. 1, Series of 1993
• Municipal Form No. 103 and IP Form No. 2
(attachment) shall be permanently kept
together and shall constitute the record of
death

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Registration of ICCs/IPS Death
IP Form No. 2

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Foundling
Is a deserted or abandoned child found, with
parents, guardian or relatives being unknown or a
child committed to institution with unknown facts
of birth and parentage

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Foundling
REGLEMENTARY PERIOD:
• Within 30 days
• Beyond 30 days (delayed registration)

Place of Registration:
• Local Civil Registry Office of the place where
the child was found

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Civil Registry Form

NUMBER OF COPIES:
• 3 copies of OCRG Form No. 101, Certificate
of Foundling (COF)

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Civil Registry Form
Certificate of Foundling

REVISED 2007 REVISED 2016

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Requirements in Registering Foundling

 Certified True Copy of Certification issued by

the Secretary of the DSWD stating that the
child was legally available for adoption;

 Certified True Copy of Child Profile issued by

DSWD

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New Rules in the Registration of Foundling
(Memorandum Circular 2011-5)

 Pursuant to Republic Act No. 9523 (An Act

Requiring the Certification of the Department of
Social Welfare and Development (DSWD) to Declare
a “Child Legally Available for Adoption Proceedings,
Amending for this Purpose Certain Provisions of
Republic Act No. 8552, Otherwise known as the
Child and Youth Welfare Code, and for Other
Purposes), the rules for registration of foundling
under Administrative Order No. 1, Series of 1993
are hereby repealed.

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Person Responsible to Register
 Only DSWD authorized social worker can register the
foundling. All foundling cases shall now be referred to
the regional office of the DSWD where the foundling was
found for the issuance of a “certification” declaring the
foundling legally available for adoption

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Presidential Proclamation
No. 1106-2015 signed by His
Excellency Benigno S. Aquino on
20 August 2015 “Declaring the
Years 2015-2024 as Civil
Registration and Vital Statistics
Decade”

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