Consular Notarization or Authentication of Documents

  • PDF

 

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 or Counties. 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.

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 Consul, 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.

AUTHENTICATION

The authentication of a document is made when the party or parties executing a legal document could not appear in person before a Consular officer at the Consulate.

Under this procedure, the person who is executing the document must ensure that the said document(s) is sworn to before a local Notary Public. The duly-notarized document must thereafter be submitted to the local County Clerk of Court or the Secretary of State in the State where the applicant resides. The local County Clerk or the Secretary of State will issue a Certification attesting to the official authority of the Notary Public to perform notarial functions.

After the local County Clerk or the Secretary of State shall have issued a Certification, the document should then be forwarded to the Consulate for authentication.

The Consulate also authenticates official documents issued by government offices of the U.S. Government, such as Certificates of Birth, Marriage, Death, that are intended to be submitted to government offices in the Philippines.

Requirements for Authentication of a document:

  • The original copy of each document must be presented. Each original copy must be accompanied by one (1) photocopy for the Consulate's records.
  • The fee each set of document is $25.00 in cash, cashier's check or postal money order made payable to the Philippine Consulate General. Personal checks, personal money orders, ATMs or credit cards are not accepted as modes of payment. Do not send payments in cash if applying by mail.
  • If filed in person, documents received before 12:00 pm are normally released within the same day.
  • If filed by mail, in addition to the above documents, include a self-addressed pre-paid stamped envelope (preferaby PRIORITY MAIL with TRACKING NUMBER) in your packet destined for the Consulate.
  • 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
  • If you have not received your processed document/s two (2) weeks from mailing your application to the Consulate General within the United States, 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)

 

Consulate is NOT RESPONSIBLE for delay or loss in mail or any other uncontrollable circumstances surrounding acknowledgment or authentication of your documents.

LEGALIZATION/NOTARIZATION BY ACKNOWLEDGEMENT, JURAT OR CERTIFICATION

When the individual executing the document appears in person before a Consular officer at the Consulate, the document will be notarized by the Consular Officer in the form of an Acknowledgment, Jurat or Certification, as the case may be. The Consular officer in this case performs the functions of a Notary Public. Hence, individuals personally appearing before a Consular officer are no longer required to have their documents notarized by a Notary Public before submitting the same for notarization.

Requirements for Legalization / Notarization of a document:

  • The original copy of each document must be presented. Each original copy must be accompanied by one (1) photocopy for the Consulate's records.
  • Present two (2) original Government-issued Identification Document showing full name, photo and signature of the applicant (Passport, Driver's license, Resident card, etc.) as proof of identity - with one (1) set of photocopies of the IDs per set of documents to be Legalized. The processor will check the name and signature on the document against the IDs presented for correctness.
  • The fee each set of documents is $25.00 in cash, cashier's check or postal money order made payable to the Philippine Consulate General. Personal checks, personal money orders, ATMs or credit cards are not accepted as modes of payment. Do not send payments in cash if applying by mail.
  • Legalization / Notarization must be filed in person. Only applications compliant with the requirements and procedures listed above can be accepted for processing. Documents received before 12:00 pm are normally released within the same day.


Office Hours

Consular Services are rendered from Monday to Friday, except on U.S. and Philippine non-working holidays. Consular services are also rendered during Consular Outreach activities. For more information on this, go to Consular Outreach page.
For inquiries, please call or email the concerned Consular Section.
Please click here for more information.

Philippine Consulate General New York

The Philippine Consulate General in New York provides services and assistance to Filipino nationals residing in the states of Connecticut, Delaware, Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, and Vermont.

For residents of other states, please go to Embassy of the Philippines, Washington DC link.