A Report of Death is a declaration that a Filipino citizen died in a foreign country. The report should be filed with the Embassy or Consulate for the purpose of recording said death in the Philippines.

Deaths should be reported to the Embassy or Consulate within twelve (12) months of its occurrence.

A death that is reported to the Philippine Embassy or Consulate beyond the twelve (12) month grace period is considered a Delayed Registration of Death. In this case, the report must be accompanied by an explanation surrounding the delay in the reporting of the death through an Affidavit of Delayed Registration of Death

ONLY deaths that happened in the following places can be registered or reported at the Philippine Embassy in Berlin: BERLIN, BRANDENBURG, HAMBURG, BREMEN, SAXONY, LOWER SAXONY, SAXONY-ANHALT, SCHLESWIG-HOLSTEIN, and MECKLENBURG-VORPOMMEN.

REQUIREMENTS

Present original documents and submit four (4) photocopies of each. Kindly collate and arrange into sets of four (4) according to the order of documents below:

1. Report of Death Form or Report of Fetal Death Form. All four (4) copies of the form should be printed in A4 paper, originally filled out. Entries must be TYPEWRITTEN OR PRINTED LEGIBLY
2. Internationale Auszug aus der Sterbeeintrag / International Death Registry Certificate_Formule C – original copy should be submitted to the Embassy (For death certificates not in English language, kindly submit an official English translation.)
3. Leichenshauschein / Morgue Certificate (Medical Report of Death) stating the cause of death as certified by the attending physician
4. Photocopies of the Philippine Passport of the deceased (data pages only)
5. Affidavit of Delayed Registration of Death (if applicable, if death was not reported within one year from the time of death)

REMINDERS

1. Documents can be sent by mail or submitted in person at the Embassy
2. If sending by mail, please prepare:
   • PREPAID COURIER ENVELOPE – to return original documents and copy of the processed Report of Birth
   • PROOF OF PAYMENT (Please send EXACT amount and enclose proof of payment (Überweisungsbeleg)
3. If filing in person, payment will be in cash at the Embassy. If applying by mail, please pay the fees by bank transfer. You will be provided with the Embassy’s bank details as soon as your application has been pre-processed and found in order.
4. Pay the processing fee of EUR27,50 (non-refundable).
5. Pay additional fees (only if applicable), EUR27,50 each:
   • Affidavit of Delayed Registration of Death

PROCEDURE 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.

1. ALL ENTRIES MUST BE TYPEWRITTEN OR PRINTED LEGIBLY IN BLACK INK
2. 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.
3. 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.
4. 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.
5. THE EMBASSY ASSESSES THE COMPLETENESS OF THE EMAILED SUBMISSION
6. APPLICANTS WILL BE INFORMED OF CORRECTIONS (if necessary) AND WILL BE INSTRUCTED TO PROCEED WITH THE NOTARIZATION OF THE APPLICATION FORM.
7. 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
8. Every application must include a SELF-ADDRESSED RETURN ENVELOPE with €4,25 postagestamps 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.
9. If applying with the Embassy by mail, please PAY THE FEES VIA BANK TRANSFER. Send the EXACTamount and enclose a copy of the proof of payment (Überweisungsbeleg).

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

NOTES

1. The four (4) original duly accomplished Report of Death Form (either type written or legibly handwritten) should be executed by next of kin or the attending physician or nurse or their duly designated representative. The Report of Death form must be notarized with the notary public signing AND acknowledging that the one reporting the death personally appeared before the notary public. 
2. For death prior to the complete expulsion or extraction from its mother of a product of conception, irrespective of the duration of pregnancy, please accomplish the Report of Fatal Death Form.
3. The original copy of the Internationale Auszug aus der Sterbeeintrag / International Death Registry Certificate_Formule C must be presented and reproduced in four (4) copies.
4. Copy of the Philippine passport of the deceased must be submitted, also reproduced in four (4) copies, in order to determine Filipino citizenship. In the absence of the valid passport, any other form of identification showing Filipino citizenship such as:
   1. Dual Citizenship (RA 9225) Documents
   2. NSO/PSA Birth Certificate with NOTARIZED affidavit of next of kin certifying that the deceased has not acquired foreign citizenship, or
   3. Expired Philippine passport with NOTARIZED affidavit of next of kin certifying that the deceased has not acquired foreign citizenship.

GET THE 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.