Consular Notarization or Authentication of Documents

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Authentication or Consular Notarization

of Documents

 

If you are going to use in the Philippines any documents that are executed, signed, or issued in the United States, these documents must bear a consular notarization or authentication in order for them be accorded legal effect in the Philippines.

 

Please note, however, that the Philippine Consulate General in New York only performs consular notarization or authentication for documents that are issued or executed within Connecticut, Delaware, Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, and Vermont. The Consulate does not notarize or authenticate documents that are executed or issued in other States.

 

Also, the Consulate does not perform notarial services for documents that are intended to be presented or submitted to NON-Philippine government or private entities, such as Affidavits of Support for U.S. immigration purposes and other documents of similar nature.

 

Why Do I Need To Do This?

 

If you are going to use in the Philippines any documents that are executed, signed or issued in the United States, these documents must bear a consular notarization or authentication so that they will be accorded legal effect in the Philippines.

 

Examples of these documents are Special Powers of Attorney, General Powers of Attorney, Affidavits, Deeds, Contracts, Assignments, Letters of Patent, Articles of Incorporation, Certificates of Birth, Marriage or Death and other official documents issued by U.S. authorities within the Consulate's jurisdiction.

 

It is important to note that the Philippine Consulate General in New York only performs consular notarization or authentication for documents that are issued or executed within Connecticut, Delaware, Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, and Vermont. The Consulate does not notarize or authenticate documents that are executed or issued in other States. Also, the Consulate does not perform notarial services for documents that are intended to be presented or submitted to non-Philippine government or private entities.

 

 

All documents presented for consular notarization or authentication must comply with the procedures and requirements set forth below to avoid unnecessary delay in the notarization/authentication process.

 

What Is The Difference Between Authentication and Notarization?

 

Both terms refer to providing legal effect in the Philippines to documents executed abroad. There is a distinction only if the person who signed the document is personally present before the Consular Officer.

 

If the person is signing it personally before the Consular Officer, it is called notarization. If the document was previously notarized by an accredited notary or signed by US Government Agencies, authentication is the proper process.

 

What Are The Requirements?

 

I.AUTHENTICATION OF DOCUMENTS

 

TYPES OF DOCUMENTS

REQUIREMENTS

GENERAL DOCUMENTS

Examples:

  • Affidavits 
  • Agreements 
  • Articles of Incorporation 
  • Bylaws 
  • Commercial Invoices
  • Copy of a U.S. Passport (identification page only) 

 

 

  • Deeds of Assignment
  • Home Study 
  • Income Verification 
  • Powers-of-Attorney 
  • Single Status 
  • Diplomas 
  • Transcript of Records[1]
  • Other business documents

1.For general, state- and local-issued documents, original and one (1) copy of document

2.For federally-issued documents, original and one (1) copy of the document executed by US federal agencies. The document must bear the official’s original and/or stamped signature with the raised and/or stamped seal of the agency

3.Original and one (1) copy of Authentication Certificate from the Secretary of State where the document was executed/issued, together with one (1) copy of the document certified.

Note: Please check with respective Secretary of State requirements for authentication (whether the document needs to be duly notarized by a notary public and/or certified by the County Clerk where the notary public is commissioned).

 

Documents issued in the following states must bear the seal and signature of the Secretary of State before submitting to the Consulate for authentication:

 

Connecticut, Delaware, Maine, New Hampshire, Rhode Island and Vermont

 

Documents issued in the following states must bear the seal and signature of the Secretary of Commonwealth before submitting to the Consulate for authentication:

 

Pennsylvania and Massachusetts

Documents issued in the following states will be accepted with County Clerk seal and signature before submitting to the Consulate for authentication:

 

 

New York and New Jersey

 

4.Processing Fee of $25.00 per document per copy, payable in cash or money order made payable to the "Philippine Consulate General”.  Personal checks and credit cards are not accepted.

5. (IF APPLYING BY MAIL) Self-addressed prepaid stamped envelope – the Consulate strongly recommends Priority Mail with tracking number. Please include applicant’s contact details such as mobile number and email address.

 

The processing time normally takes three (3) working days from the date the completely accomplished packet is received by the Consulate. Only applications compliant with the requirements and procedures listed above can be accepted for processing.

 

 Note: The Philippine Consulate General assumes no responsibility for any delay or loss in the mail, or while the documents are in the custody of the courier service. It is the responsibility of the applicant to monitor the tracking numbers of all envelopes used and submitted.

 

STATE AND LOCAL DOCUMENTS

Examples:

  • Birth Certificates 
  • Marriage Certificates 
  • Death Certificates
  • Divorce Decrees 
  • Probate of Wills 
  • Judgments

FEDERALLY-ISSUED DOCUMENTS

Examples:

US Department of Agriculture

  • Animal/Plant Certifications
  • Animal Health Certifications

US Department of Justice

  • FBI – Background check  
  • U.S. Federal Court Documents 
  • U.S. Bankruptcy Court 

US Department of Homeland Security

  • Immigration Certifications

US Department of Health and Human Services

  • Certificate of Foreign Governments 
  • Certificate of Pharmaceutical/Export 

US Patent and Trademark Office

  • Registration Certificates

Environmental Protection Agency

Social Security Administration

STATE AND LOCAL DOCUMENTS

Examples:

  • Birth Certificates 
  • Marriage Certificates 
  • Death Certificates
  • Divorce Decrees 
  • Probate of Wills 
  • Judgments

FEDERALLY-ISSUED DOCUMENTS

Examples:

US Department of Agriculture

  • Animal/Plant Certifications
  • Animal Health Certifications

US Department of Justice

  • FBI – Background check  
  • U.S. Federal Court Documents 
  • U.S. Bankruptcy Court 

US Department of Homeland Security

  • Immigration Certifications

US Department of Health and Human Services

  • Certificate of Foreign Governments 
  • Certificate of Pharmaceutical/Export 

US Patent and Trademark Office

  • Registration Certificates

Environmental Protection Agency

Social Security Administration

 II.NOTARIZATION OF DOCUMENTS

EXAMPLES OF DOCUMENT

REQUIREMENTS

*For applicant appearing in person at the PH Consulate

  • Affidavits
  • Special Powers-of-Attorney
  • General Powers-of-Attorney
  • Certifications
  • Contracts to Sell
  • Deeds of Donations
  • Deeds of Absolute Sale
  • Bank Forms / signature cards
  • Insurance Forms
  • SSS / GSIS forms
  • Extra-Judicial Settlement
  • NBI Clearances
  • J1-Visa Waivers
  • Au Pair Agreements

1.Two (2) copies of the unsigned document. Document will be signed once at the Consular window.

2.Two (2) original Government-issued Identification Document showing full name, photo and signature of the applicant (Passport, Driver's license, Resident card, etc.) and Two (2) photocopies of IDs per set of documents to be legalized. The processor will check the name and signature on the document against the photocopies of the IDs presented for correctness.

3.Processing Fee of $25.00 per document per copy, payable in cash or money order made payable to the "Philippine Consulate General”.  Personal checks and credit cards are not accepted.

 

Additional Requirements:

For Affidavit of Support and Consent:

4.Two (2) copies of birth certificate of child

5.Two (2) copies of child’s passport data page

6.Two (2) copies of passport data page of accompanying adult/guardian

7.Original and two (2) copies passport data page of parents. If child is illegitimate, only the mother’s passport data page is required.

 

For Affidavit of One and the Same Person:

8.Original and two copies (2) of supporting documents/IDs bearing the two different names

 

For Certification of Subsequent Marriage:

9.Original and two (2) copies of Philippine Passport

10.Original and 2 copies of Divorce Decree

11.Original and 2 copies of Marriage Certificate (second spouse)

12.Original and 2 copies of US Permanent Resident Card (Green Card)

 

What Is The Processing Time?

 

Monday to Friday (except Philippine and US holidays) from 9:00 am – 4:00 pm.

 

For walk-in applicants: Applications processed between 9:00 am to 12:00 noon may be released on the same day between 4:00 pm to 5:00 pm; those processed after 12:00 noon are released the following business day between 4:00 pm-5:00 pm.

 

For mailed applications: Processing normally takes three (3) working days from the date the completely accomplished packet is received by the Consulate. If you have not received your processed document/s two (2) weeks from mailing your application to the Consulate, please email us at  This e-mail address is being protected from spambots. You need JavaScript enabled to view it with the following subject line: Subject: (Insert Name of Applicant) – Authentication Sent on (Insert Date of Mailing of Application) OR call the Legal Section at (212) 764 1330 ext. 2019.