CIVIL REGISTRY

All births, marriages, and deaths of Filipino citizens abroad must be reported and duly registered. The Philippine Embassy in Berlin performs the civil registry services of registration of births, marriages, and deaths of Filipino citizens that occurred in the following German States: BERLIN, BRANDENBURG, HAMBURG, BREMEN, SAXONY, LOWER SAXONY, SAXONY-ANHALT, SCHLESWIG-HOLSTEIN, and MECKLENBURG-VORPOMMEN. For registration of events that occurred outside the above-mentioned States, please contact the Philippine Consulate General in Frankfurt (www.frankfurtpcg.de).

What is civil registration?

It is a continuous, permanent and compulsory recording of vital events occurring in the life of an individual such as birth, marriage, and death, as well as court decrees, and legal instruments affecting his civil status in appropriate registers as mandated by Act No. 3753, the Civil Registry Law.

What are the uses of Civil Registry Documents?

Basically, there are two uses:

These establish the occurrence of birth, death, or marriage and therefore provide prima facie evidence of facts surrounding these events. Birth records present many facts about an individual such as the person’s name, date and place of birth, parents, religion, and citizenship, among others. The marriage certificate establishes a change in civil status and the legal spouse while the death certificate records the passing away of an individual. These records are important in legal and personal transactions, applying for jobs, obtaining passports for travel, entrance to school, claiming insurance benefits, and others.

These records provide data on the number of births, deaths, marriages, fetal deaths, adoptions, and the like, which in turn are essential in development planning.

PROCEDURES AND GENERAL INFORMATION

IMPORTANT: APPLICANTS ARE STRONGLY ADVISED TO FIRST SEND AN ADVANCE COPY OF THE COMPLETE REQUIREMENTS VIA EMAIL SO THE EMBASSY CAN CHECK THE CORRECTNESS OF THE ENTRIES IN THE APPLICATION FORM BEFORE SENDING IT TO THE GERMAN NOTAR AND/OR LANDGERICHT FOR NOTARIZATION.

ALL ENTRIES MUST BE TYPEWRITTEN OR PRINTED LEGIBLY IN BLACK INK
ALL DOCUMENTS IN GERMAN MUST BE ACCOMPANIED WITH AN ENGLISH TRANSLATION. International versions of German civil registry documents with built-in English translation are preferred.
ORIGINAL DOCUMENTS COMING FROM THE PHILIPPINES should be issued by the Philippine Statistics Authority (PSA formerly known as National Statistics Office (NSO)) and authenticated by the Department of Foreign Affairs (DFA) in Manila.
SUBMIT THE APPLICATION VIA EMAIL – Send one (1) copy of the duly filled-out application form and documentary requirements to civilregistry@philippine-embassy.de for pre-assessment.
THE EMBASSY ASSESSES THE COMPLETENESS OF THE EMAILED SUBMISSION
APPLICANTS WILL BE INFORMED OF CORRECTIONS (if necessary) AND WILL BE INSTRUCTED TO PROCEED WITH THE NOTARIZATION OF THE APPLICATION FORM.
MAIL THE APPLICATION PACKET TO THE EMBASSY – Once the emailed documents have been determined to be complete and in order by the Consular Officer, the informant/applicant will be instructed to mail the Application packet to:
- Embassy of the Philippines
  Civil Registry Unit
  Luisenstraße 16, 10117 Berlin Germany
Every application must include a SELF-ADDRESSED RETURN ENVELOPE with €4,25 postage stamps for registered mail Einschreiben (to mail back the documents after processing) Important: The Embassy assumes no liability for any loss of documents once they have been handed over to the German Post Office / courier service.
If applying with the Embassy by mail, please PAY THE FEES VIA BANK TRANSFER. Send the EXACT amount and enclose a copy of the proof of payment (Überweisungsbeleg).

Note: Fees paid by bank transfer cannot be refunded by the Philippine Embassy.

GET PSA AUTHENTICATED COPY OF YOUR CIVIL REGISTRY DOCUMENT ONLINE: You may request PSA-authenticated copy of the ROB, ROM, or ROD after 4 to 8 months from the date of reporting at https://www.psaserbilis.com.ph.

To complete the online transaction, you will need the transmittal details (Reference Number, Despatch Number, Despatch Date and Transmittal Date) which can be obtained from the DFA Manila’s Consular Records Division with email oca.crd-eu@dfa.gov.ph.