Report of Birth

The consular officer may require additional documents upon assessment of the application, depending on the circumstances of the applicant’s birth, marriage, or death. Citizenship, previous civil status, and other factors may affect the status of your application. Please leave your contact details so that the consular officer or consular assistant can reach you immediately. Please email  civilregistry@philippine-embassy.de for inquiries regarding your application.

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The Report of Birth is a declaration of the person furnishing information on the birth abroad of a Filipino child. It is important for Filipinos permanently residing abroad to promptly register with the Embassy or Consulate the birth of a child in order for such a birth to be registered with the Office of the Civil Registrar General in Manila. When a child is born abroad to parents who are both Filipino citizens or to one (1) parent who is a Filipino citizen, i.e. one who has not been naturalized as a citizen of a foreign country, the child’s birth must be immediately reported.

The birth must be reported to the Embassy within twelve (12) months after its occurrence. When the parents neglect to report the birth within twelve (12) months, the birth may nevertheless be recorded upon the determination of the consular officer of satisfactory evidence on the authenticity of the report. In these cases, the person who executed the report shall furnish the Embassy with an explanation surrounding the delay in reporting the birth, including an Affidavit of Delayed Registration of Birth.

ONLY births 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.

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REQUIREMENTS

Kindly click on the Checklist of Requirements to download a printable copy of the complete list.

1. Report of Birth Form (PDF)
2. INTERNATIONAL VERSION OF BIRTH CERTIFICATE (Auszug aus dem Geburtseintrag – Formule A)
3. Original Passport of the Filipino Parent(s)
4. Personalausweis / Aufenthaltstitel of the Parents
5. Marriage Contract of the Parents (if parents are married and child will use father’s surname):
   • If married in the Philippines, the original PSA-issued Marriage Contract must be presented
   • If married in Germany or elsewhere, the PSA-issued Report of Marriage or the Report of Marriage issued by the Philippine Embassy/Consulate (for marriage reported within one (1) year of filing the ROB). (Note: If the marriage has been reported and an ROM issued more than one (1) year ago, a PSA-issued copy of the ROM is required.)
   • If none, a Report of Marriage must first be filed at the Embassy/Consulate that has jurisdiction over the place of marriage. 
   • If parents are now naturalized German citizens, please provide Einbürgerungsurkunde (with English translation) of the mother/father, as well as copy of their last Philippine Passport (to verify the parent’s citizenship)

ADDITIONAL REQUIREMENTS FOR UNMARRIED PARENTS:

1. Joint Affidavit of Legitimation – applicable only if parents were subsequently married after the child’s birth
2. Affidavit of Admission of Paternity – to be executed by the father of the child
3. Affidavit to Use the Surname of the Father – to be executed based on the following conditions during the time of the application of the Report of Birth:
   • For applicants 0-6 years of age – to be executed by the mother/guardian
   • For applicants 7-17 years of age – to be executed by the child plus Sworn Attestation of mother/guardian
   • For applicants 18 years of age and above – the applicant will execute an affidavit

* Additional documents may be required by the consular officer from the applicant upon evaluation of the requirements to determine the citizenship, identity, or eligibility of the child for registration of birth under the Philippine law.

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REMINDERS

1. Documents can be sent by mail/courier or submitted in person at the Embassy. If the ROB will be sent through mail/courier, one set of the Affidavits must be notarized by a German Notar and authenticated by the Landgericht.
2. If sending by mail/courier, 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 filing by mail/courier, 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 EUR25,00 (non-refundable).
5. Pay additional fees (only if applicable), EUR25,00 each:
   • Affidavit of Delayed Registration
   • Joint Affidavit of Legitimation
   • Affidavit of Acknowledgment of Paternity (AAP)
   • Affidavit to use the surname of Father (AUSF)
   • Sworn Attestation
   • Certification to be issued by the Embassy (if AAP and AUSF will be filed)

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PROCEDURE AND GENERAL INFORMATION

IMPORTANT: Applicants are strongly advised to first send through email the scanned copies of the complete requirements to 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).
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 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.
9. 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.

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GET THE PSA COPY OF YOUR CIVIL REGISTRY DOCUMENT ONLINE

You may request PSA 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.