PSA Annotation: How to Annotate a Civil Registry Document
Annotation is the process of recording supplemental information or legal changes on a civil registry document (such as a birth or marriage certificate). Common triggers include adoption (now administrative under RA 11642, issued by the NACC), annulment or declaration of nullity of marriage, legitimation (RA 9858 / Family Code Art. 177–178), recognition / acknowledgment of an illegitimate child, and court-ordered corrections under Rule 108. The annotation appears as a marginal note on the original LCRO record and is reflected in all subsequent PSA-issued copies.
Annotation at a Glance
Estimated Cost
Varies widely — ₱300–1,000 for the LCRO annotation fee, plus the cost of supporting court orders, NACC Adoption Orders, or other source documents.
Timeline
1-2 months at LCRO + 2-3 months for PSA to update.
Key Fact
Annotations are permanent entries on civil registry documents. Once annotated, all future PSA copies will include the annotation. Common reasons include adoption, annulment, legitimation, and court-ordered corrections.
Types of Annotations
There are several types of annotations that can be made on civil registry documents. Each type has specific legal requirements and processes.
Adoption (Domestic — RA 11642)
NACC Order of Adoption annotated on the original birth certificate. Domestic adoption is now administrative (no court hearing required); the child's name and parentage are updated through the NACC under RA 11642 (2022).
Annulment/Declaration of Nullity
Court decision nullifying a marriage annotated on marriage certificate and birth certificates of spouses.
Legal Separation
Court decree of legal separation annotated on marriage certificate.
Legitimation
Annotation recording that child has been legitimated by subsequent marriage of parents.
Recognition/Acknowledgment
Father's acknowledgment of an illegitimate child annotated on birth certificate.
Court-Ordered Corrections
Any correction ordered by the Regional Trial Court (Rule 108) annotated on the relevant document.
Where to File
Domestic Adoption (RA 11642)
The NACC (National Authority for Child Care) issues the Order of Adoption and, in most cases, directly transmits the order to the LCRO of birth and to the PSA for annotation. The adoptive parents (or their counsel) should follow up with the LCRO where the child's birth was originally registered to confirm the annotation.
Court Orders (Annulment, Rule 108 Corrections, Inter-Country Adoption)
The court directs the Local Civil Registrar to annotate. The winning party or their lawyer files a copy of the final court decision (with Certificate of Finality and Entry of Judgment) at the LCRO where the document was originally registered.
Administrative Annotations (Legitimation, Acknowledgment)
File directly at the LCRO where the document was originally registered. No court order or NACC order is needed for these.
PSA Updates
After the LCRO annotates the document, they forward all documents to PSA for implementation in the national civil registry database. This process typically takes 2-3 months.
Requirements (General)
The following documents are generally required when requesting an annotation at the LCRO. Additional documents may be needed depending on the specific type of annotation.
| Document | Details |
|---|---|
| Certified True Copy of the Source Document | For court-based annotations (annulment, Rule 108): the court Decision authenticated by the issuing court. For domestic adoption: the NACC Order of Adoption. Must be an original certified true copy, not a photocopy. |
| Certificate of Finality (court-based annotations only) | Issued by the court confirming that the decision is final and executory and no appeal has been filed. Required for annulment / nullity and Rule 108 corrections; not applicable to NACC adoption orders. |
| Entry of Judgment (court-based annotations only) | Official record from the court showing that the judgment has been entered and is ready for execution. Required for court-based annotations only. |
| PSA Copy of Document to be Annotated | PSA-issued copy of the birth or marriage certificate that will be annotated. Walk-in cost: ₱155 per copy. |
| Valid ID of Requesting Party | Original + photocopy of a valid government-issued ID (e.g., passport, driver's license, PhilSys/National ID, UMID, PRC license). |
| Filing/Annotation Fee | Varies by LCRO, typically ₱300–1,000. Pay in cash at the LCRO cashier and keep the official receipt. |
| For Domestic Adoption (RA 11642) | NACC Order of Adoption and the new Certificate of Live Birth issued by the NACC. Domestic adoption no longer requires a court decree; the process is fully administrative through the NACC. |
| For Annulment | Decision of Nullity/Annulment, Certificate of Finality, and Entry of Judgment from the court. |
| For Legitimation | Affidavit of Legitimation executed by both parents, plus PSA Marriage Certificate of parents. |
| For Acknowledgment/Recognition | Affidavit of Acknowledgment/Paternity executed by the father, notarized by a licensed notary public. |
Step-by-Step: Annotation for Domestic Adoption (RA 11642)
Since RA 11642 took effect in January 2022, domestic adoption in the Philippines is processed administratively by the NACC, not by the courts. The NACC issues the Order of Adoption and an Amended Certificate of Live Birth, and ordinarily transmits these to the LCRO and PSA for annotation. The steps below cover what the adoptive family should do.
Obtain the NACC Order of Adoption
Once the NACC has approved the adoption petition, it issues an Order of Adoption together with an Amended Certificate of Live Birth (reflecting the adoptive parents and, if applicable, the child's new name). Request certified copies for your records — the LCRO and PSA may each need their own.
Confirm Transmission to the LCRO
The NACC ordinarily transmits the Order of Adoption directly to the LCRO of the child's place of birth. Follow up with that LCRO to confirm receipt and that the annotation has been entered on the original birth record. If the NACC's transmission has not reached the LCRO, bring your certified copies in person.
Pay the LCRO Annotation Fee (If Applicable)
Some LCROs charge a small annotation fee (typically ₱300–1,000) for processing the marginal annotation and printing the Amended Certificate of Live Birth. Pay at the LCRO cashier and keep the official receipt.
LCRO Annotates the Original Record
The LCRO records the NACC Order of Adoption as a marginal annotation on the original Certificate of Live Birth and prints the Amended Certificate of Live Birth showing the adoptive parents. The original record is kept sealed and confidential under RA 11642.
LCRO Forwards to PSA
The LCRO transmits the annotated record to the PSA Civil Registry Service for updating in the national database. The PSA update typically takes 2–3 months.
Request a New PSA Birth Certificate
After PSA has updated its records, request the new PSA-issued birth certificate showing the adoptive parents. Walk-in at a PSA Serbilis outlet (₱155 per copy) or order online through psaserbilis.com.ph or psahelpline.ph (delivered).
Step-by-Step: Annotation for Annulment/Nullity of Marriage
The following steps outline the process for annotating documents after a court decision declaring a marriage null and void or annulled.
Obtain Certified Copies from the Court
Get certified true copies of the court Decision (Declaration of Nullity or Annulment), Certificate of Finality, and Entry of Judgment from the Regional Trial Court that issued the decision. Request multiple copies for the LCRO and PSA.
Go to the LCRO Where the Marriage Was Registered
Proceed to the Local Civil Registry Office of the city or municipality where the marriage was originally registered. The annotation must be made at this specific LCRO because the original marriage certificate is on file there.
Submit All Court Documents with PSA Marriage Certificate
Submit the court Decision, Certificate of Finality, and Entry of Judgment along with a PSA-issued copy of the marriage certificate. Present your valid ID and fill out the annotation request form provided by the LCRO.
Pay the Annotation Fee
Pay the annotation/filing fee at the LCRO cashier. The fee varies by LCRO. Keep the official receipt for your records.
LCRO Annotates the Marriage Certificate
The LCRO annotates the marriage certificate to reflect the annulment or declaration of nullity. The annotation includes the court decision details, case number, date of finality, and the fact that the marriage has been declared void or annulled.
LCRO Also Annotates Both Spouses' Birth Certificates
The LCRO also annotates the birth certificates of both spouses to reflect the change in civil status from "married" back to "single" (or the appropriate status). If the spouses' births were registered in different LCROs, the annotating LCRO will coordinate with the other offices.
LCRO Forwards to PSA
The LCRO forwards all annotated documents and supporting papers to PSA for updating in the national database. The PSA update process typically takes 2-3 months.
Request New PSA Copies to Verify Annotation
After the PSA processing period, request new PSA-issued copies of both the marriage certificate and the spouses' birth certificates to confirm that the annotations have been properly reflected. These updated copies are essential for future legal transactions such as remarriage.
Complete Example: Anna's Adoption Annotation (NACC, RA 11642)
Anna, 8 years old, was domestically adopted by Mr. and Mrs. Santos. Under RA 11642, the petition was filed and approved administratively through the NACC — no court hearing was needed. Here is how the annotation flowed after the NACC approval.
Received the NACC Order of Adoption
After the NACC approved the petition, the Santos family received the Order of Adoption and the Amended Certificate of Live Birth from the NACC. The NACC also transmitted copies directly to the LCRO of Anna's place of birth.
Followed Up with the LCRO
Mr. and Mrs. Santos visited the LCRO where Anna's birth was originally registered, brought their certified copies of the NACC documents, and confirmed that the annotation had been entered on the original record.
Paid the LCRO Annotation Fee
They paid the LCRO annotation fee of ₱500 at the LCRO cashier, who issued an official receipt and a freshly printed Amended Certificate of Live Birth showing Mr. and Mrs. Santos as Anna's parents (surname now Santos). The original record was kept sealed and confidential under RA 11642.
PSA Updated Records
The LCRO forwarded the annotated record to PSA. After about 3 months, PSA updated its national database. The Santos family ordered a new PSA-issued birth certificate (₱155 walk-in) and confirmed that it shows Anna Santos with Mr. and Mrs. Santos as parents.
Cost Summary for Anna's Adoption Annotation
Total time: approximately 3–4 months after the NACC Order of Adoption. NACC adoption filing fees and any legal-assistance costs for the underlying adoption petition are separate expenses.
Frequently Asked Questions
How long does annotation take?
The annotation process at the LCRO typically takes 1-2 months from filing to completion. After the LCRO annotates the document, it takes an additional 2-3 months for PSA to update the national civil registry database. Overall, expect 3-5 months from the time you file at the LCRO to the availability of an updated PSA-issued copy reflecting the annotation.
Do I need a lawyer to annotate?
It depends on the type of annotation. For court-based annotations (annulment / declaration of nullity, Rule 108 corrections), the court itself orders the LCRO to annotate, and counsel typically handles the LCRO filing. For domestic adoption under RA 11642, the NACC handles the proceeding administratively and transmits the Order of Adoption to the LCRO — no lawyer is required, though many families still use one. For administrative annotations such as legitimation or recognition/acknowledgment, you can file directly at the LCRO on your own.
Can I request annotation at any LCRO?
No. The annotation must be filed at the LCRO where the document was originally registered. For example, if the child was born and registered in Cebu City, you must file the annotation request at the Cebu City LCRO, even if you currently reside in Manila. This is because the original civil registry record is kept at the LCRO of registration, and the annotation must be made on that original record.
What if the LCRO no longer has the original document?
If the LCRO no longer has the original document due to loss, fire, or other calamity, the LCRO must coordinate with PSA to obtain a copy of the record from the national database. The LCRO may also require the petitioner to provide a PSA-issued certified copy as a reference. The LCRO will then reconstitute the record and proceed with the annotation. In some cases, a court order for reconstitution may be required before the annotation can proceed.
Will the annotation appear on all future PSA copies?
Yes. Once the annotation is processed and the PSA updates its national database, all future PSA-issued certified copies of the document will include the annotation as a marginal note. The annotation becomes a permanent part of the civil registry record and cannot be removed or hidden from subsequent copies.
Can an annotation be reversed?
An annotation can only be reversed or modified through another court order. For example, if a court decision that was the basis for an annotation is reversed on appeal, the appellate court's decision would need to be annotated to supersede the original annotation. The original annotation remains visible but is effectively overridden by the new annotation. You cannot simply request the LCRO or PSA to remove an annotation without a court order.
What annotations are needed for annulment?
For annulment or declaration of nullity of marriage, multiple documents need to be annotated: (1) the marriage certificate is annotated to reflect that the marriage has been declared null and void or annulled; and (2) the birth certificates of both spouses are annotated to update their civil status from "married" to the appropriate status. This ensures that all civil registry records consistently reflect the current legal situation.
Important Reminders
- Court orders must be final and executory before annotation: The LCRO will not process an annotation based on a court order that is still subject to appeal. Always obtain the Certificate of Finality and Entry of Judgment before proceeding.
- Bring certified true copies of ALL court documents: The LCRO requires original or certified true copies of court orders and decrees. Photocopies will not be accepted. Request multiple certified copies from the court.
- File at the LCRO where the original document was registered: The annotation must be processed at the LCRO where the birth or marriage was originally registered, not at the LCRO of your current residence.
- Allow 2-3 months for PSA to reflect the annotation: After the LCRO completes the annotation and forwards the documents to PSA, it typically takes 2-3 months for PSA to update its database. You can use the annotated local copy from the LCRO in the meantime.
- After PSA update, request new copies for your records: Once PSA has processed the annotation, request new PSA-issued certified copies of the annotated document to verify that the changes have been properly reflected.
- For annulment, remember to annotate BOTH the marriage certificate AND both spouses' birth certificates: Annulment requires annotations on multiple documents. The marriage certificate and the birth certificates of both spouses must all be annotated to reflect the change in civil status.
- Keep all court documents and LCRO receipts for future reference: Retain copies of all court orders, decrees, receipts, and correspondence related to the annotation. These may be needed for future legal transactions or if any issues arise with the PSA records.
Need Help?
Contact PSA / LCRO
- PSA Civil Registry Service: PSA Complex, East Avenue, Quezon City
- PSA Helpline (civil documents): (02) 8737-1111
- Email: info@psa.gov.ph
- Website: psa.gov.ph
- NACC (for domestic adoption): nacc.gov.ph
- Office Hours: Monday to Friday, 8:00 AM to 5:00 PM
Sources
- LawPhil — RA 11642 (Domestic Administrative Adoption and Alternative Child Care Act, 2022) — repealed RA 8552 and created the NACC.
- Official Gazette — RA 11642 (Official Gazette text).
- Rules of Court, Rule 108 — court-based correction or cancellation of entries in the civil registry.
- Family Code of the Philippines (Executive Order No. 209), Articles 35–36, 45–47 — grounds for nullity / annulment of marriage.
- LawPhil — RA 9858 (Legitimation of Children Born to Parents Below Marrying Age).
Disclaimer
This guide is provided for general informational purposes only. The requirements, steps, fees, and procedures mentioned here may vary depending on the PSA office you visit. We recommend visiting your nearest PSA office first to confirm the specific requirements and process before preparing your documents.