How to Annotate a Birth Certificate
Annotation is the process of recording supplemental information, court orders, or legal changes on a civil registry document (such as a birth certificate or marriage certificate). Annotations are made to reflect changes in civil status, legal name changes by court order, adoption decrees, annulment/nullity of marriage, legitimation, recognition/acknowledgment, and other court-ordered modifications. The annotation appears as a marginal note on the original document and is reflected in all subsequent PSA-issued copies.
Annotation at a Glance
Estimated Cost
Varies widely — P300-1,000 for LCRO annotation fee + cost of supporting court orders/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
Court decree of adoption annotated on original birth certificate; child's name and parentage may change.
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
For Annotations Based on Court Orders (Adoption, Annulment, etc.)
The court itself usually directs the Local Civil Registrar to annotate. The winning party or their lawyer files a copy of the court decision with the LCRO where the document was originally registered.
For Administrative Annotations (Legitimation, Acknowledgment)
File directly at the LCRO where the document was originally registered. No court order is needed for these types of annotations.
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 Court Order/Decision/Decree | Authenticated by the court that issued the order. Must be an original certified true copy, not a photocopy. |
| Certificate of Finality | Issued by the court confirming that the court decision is final and executory and no appeal has been filed. |
| Entry of Judgment | Official record from the court showing that the judgment has been entered and is ready for execution. |
| PSA Copy of Document to be Annotated | PSA-issued copy of the birth certificate or marriage certificate that will be annotated. Cost: P155 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 P300-1,000. Pay in cash at the LCRO cashier and keep the official receipt. |
| For Adoption | Decree of Adoption and Amended Birth Certificate from the court (if the court ordered a new birth certificate). |
| 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 Adoption
The following steps outline the complete process for annotating a birth certificate after a court-issued Decree of Adoption.
Obtain the Final Court Decree
Get certified true copies of the Decree of Adoption, Certificate of Finality, and Entry of Judgment from the court. These documents confirm that the adoption is final and executory and no appeal has been filed. Request multiple certified true copies as the LCRO and PSA may each require their own copy.
Get the Amended Birth Certificate from the Court
If the court ordered a new birth certificate as part of the adoption decree, obtain this amended birth certificate from the court. This document will reflect the new parents and the child's new name (if applicable).
Go to the LCRO Where the Child's Original Birth Was Registered
Proceed to the Local Civil Registry Office (LCRO) of the city or municipality where the child's birth was originally registered. The annotation must be made on the original record of birth at this specific LCRO.
Submit All Court Documents with PSA Copy
Submit the Decree of Adoption, Certificate of Finality, Entry of Judgment, and Amended Birth Certificate to the LCRO, along with the PSA copy of the child's original birth certificate (P155). Present your valid ID and fill out the annotation request form.
Pay the Annotation Fee
Pay the annotation/filing fee at the LCRO cashier. The fee varies by LCRO, typically ranging from P300 to P1,000. Keep the official receipt for your records.
LCRO Annotates the Original Birth Certificate
The LCRO annotates the original birth certificate with the adoption decree. The annotation is written as a marginal note on the original document in the civil registry book and includes details of the court order, case number, and date of finality.
LCRO Issues New Certificate of Live Birth
The LCRO issues a new Certificate of Live Birth reflecting the new parents and the child's new name (if applicable). The original birth certificate is sealed and can only be opened by court order under RA 8552.
LCRO Forwards All Documents to PSA
The LCRO forwards the annotated document and all supporting papers to the PSA Civil Registry Service Division for updating in the national database. This process typically takes 2-3 months for PSA to update their records.
Request New PSA Birth Certificate
After the PSA has updated its records, request a new PSA-issued birth certificate showing the adoption annotation. This updated copy will reflect the adoptive parents as the child's parents and the child's new name. You can request this through PSA Serbilis outlets or online via PSAHelpline.ph (P155 per copy).
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
Anna, 8 years old, was legally adopted by Mr. and Mrs. Santos through a court proceeding. The Regional Trial Court issued a Decree of Adoption ordering the LCRO to annotate Anna's birth certificate. Here is how the annotation process unfolded:
Obtained Court Documents
The Santos family's lawyer obtained certified copies of the Decree of Adoption, Certificate of Finality, Entry of Judgment, and the Amended Birth Certificate from the Regional Trial Court.
Got PSA Copy of Original Birth Certificate
Mr. and Mrs. Santos requested a PSA-issued copy of Anna's original birth certificate through a PSA Serbilis outlet. The fee was P155.
Filed Annotation Request at LCRO
They filed the annotation request at the LCRO where Anna's birth was originally registered. They submitted all court documents and the PSA copy of Anna's original birth certificate. They paid the annotation fee of P500 at the LCRO cashier.
LCRO Annotated and Issued New Birth Certificate
The LCRO annotated the original birth certificate, then issued a new Certificate of Live Birth showing Mr. and Mrs. Santos as Anna's parents. Anna's surname was changed to Santos. The original birth certificate was sealed per RA 8552.
PSA Updated Records
The LCRO forwarded all documents to PSA. After approximately 3 months, PSA updated its national database. The Santos family requested a new PSA-issued birth certificate and confirmed that it shows Anna Santos with Mr. and Mrs. Santos as parents. No indication of adoption appears on the new birth certificate.
Cost Summary for Anna's Adoption Annotation
Total time: approximately 3-4 months after court decision. Court fees and lawyer's fees for the adoption proceeding itself 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 (adoption, annulment, Rule 108 corrections), the court usually orders the LCRO to annotate as part of the court decision. Your lawyer typically handles the filing of the court order with the LCRO. For administrative annotations like legitimation or recognition/acknowledgment, no lawyer is needed — 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: (02) 8462-6600
- PSA Contact Center: 1388 (local toll-free)
- Email: info@psa.gov.ph
- Website: psa.gov.ph
- Office Hours: Monday to Friday, 8:00 AM to 5:00 PM (no noon break)
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.