DFA Philippines Services: Apostille, Passports, Visas, Civil Registry and Where to Find the Department of Foreign Affairs

What the DFA does for the public: authentication, passports, visas and civil registry

The Department of Foreign Affairs (DFA) delivers its public consular work through the Office of Consular Affairs (OCA), whose stated mandate is passports, visas and document authentication, plus civil registration for Filipinos abroad. A foreigner's stay in the Philippines, work permits and birth or marriage records are handled by other agencies.

The OCA's mandate page cites Executive Order No. 292 of 1987, the Administrative Code, as the basis for delivering passport, visa and authentication services. Executive orders in 1995 and 2008 upgraded and expanded the old passport extension offices into regional consular offices, and Executive Order No. 45 of 2017 reorganised them into today's DFA Consular Offices (COs). Going by the menu on the OCA website, the public services fall into four groups:

• Authentication (an apostille, or a paper Certificate of Authentication) for Philippine public documents to be used abroad. Foreigners use this too; see sections two and three.
• Philippine passports, regular as well as diplomatic and official, for Filipino citizens only; see section four.
• Visas. Philippine visas are issued by embassies and consulates abroad. The OCA Visa Division also handles visa applications endorsed by government agencies, private entities and international organisations, and offers online verification of 9(a) and 9(e) endorsements. Electronic visas go through the official eVisa platform; see section five.
• Civil registration. The OCA Civil Registry Division receives reports of birth, marriage and death of Filipinos that occurred abroad and acts as the channel between Philippine posts and the Philippine Statistics Authority (PSA). All transactions are by appointment. In a mixed-nationality family, this is what the Filipino partner uses after marrying or having a child overseas.

Often confused with the DFA but handled elsewhere: visa extensions, conversions and the ACR I-Card for foreigners belong to the Bureau of Immigration (see our Bureau of Immigration overview); work permits belong to the Department of Labor and Employment (see our AEP guide); birth and marriage certificates come from the PSA (see our PSA documents guide). The DFA only steps in when those documents need to be used abroad.

Some services exist for Filipino citizens only, such as Assistance to Nationals for Filipinos in distress overseas, and foreign residents will not normally deal with them. Getting this division of labour right saves a lot of wasted trips.

DFA authentication: apostilles for Philippine public documents only

DFA authentication covers only Philippine public documents that will be used abroad. If the destination is a party to the Apostille Convention, the DFA issues an apostille; if not, it issues a paper Certificate of Authentication for legalization by that country's embassy in the Philippines. The DFA does not authenticate foreign documents, or documents to be used inside the Philippines.

The key points, taken from the FAQ page of the DFA Authentication Division:

• Timeline. The Philippines became a party to the Apostille Convention on 14 May 2019, with the DFA Office of Consular Affairs as competent authority. The Hague Conference status table shows China's accession entering into force on 7 November 2023, so Philippine documents for use in mainland China generally need only an apostille.
• What it certifies. An apostille certifies the authenticity of the signature or seal on a public document and the capacity in which the signatory acted. It does not certify the content.
• For use abroad only. A document to be used in the Philippines cannot be submitted to the DFA for an apostille.
• Private documents. Affidavits, special powers of attorney and other documents signed in a private capacity must first be notarised and then receive a Certificate of Authority for a Notarial Act (CANA) from the supervising Regional Trial Court; see how notarisation works in the Philippines. Foreign nationals processing employment-related documents must present their DOLE Alien Employment Permit and BI Alien Certificate of Registration.
• Non-contracting countries. The DFA issues a paper Certificate of Authentication for subsequent legalization by the destination country's embassy. The FAQ also notes that Finland and Germany, although parties, objected to the Philippine accession, so documents to and from those two countries still need embassy legalization (check the DFA's current position).
• eApostille. Since 16 March 2026 the DFA has run a fully digital apostille for PSA eCertificates (birth, marriage and death certificates, CENOMAR and related records) and CHED eCAVs. For contracting parties only electronic apostilles are issued, ordered online and delivered by email. The DFA states that an eApostille loses its validity if printed, so forward the file to the recipient instead. It can be verified through the QR code on its cover sheet or on the DFA e-registry.

For which agency must certify each document first and in what order, see our full DFA apostille guide; for diplomas, see Philippine diploma authentication; for using documents back in China, see using Philippine documents in China.

Need a document for China or a third country and unsure whether it goes electronic or on paper? Let Yixing check the purpose, destination and filing order first →

Booking and filing an apostille: online appointments only, venue per your confirmation

Since 1 December 2024 the DFA has accepted apostille applications by online appointment only. PSA eCertificates and CHED eCAVs are handled entirely online; other documents are filed in person at the venue named in your appointment confirmation.

In an advisory dated 21 October 2024, the DFA announced its online-appointment-only system: November was a transition month, and from 1 December walk-in clients were no longer accommodated, except clients with priority needs such as persons with disabilities, senior citizens, pregnant women and emergency cases. Appointments are booked at appointment.apostille.gov.ph, and the confirmation email carries buttons to reschedule or cancel.

Where to file. The Authentication Division's contact page lists the sites offering authentication, including DFA Aseana in Parañaque (office hours listed as Monday to Thursday, 8:00 to 18:00) and a number of consular offices in Metro Manila, Luzon, the Visayas and Mindanao; the appointment table in the FAQ sometimes shows individual offices as temporarily unavailable. Separately, the OCA contact page states that Metro Manila applicants processing NBI, LTO, PNP and PRC documents, and private export-related documents with an affidavit and CANA, go to the Authentication Processing Section at DoubleDragon Plaza in Pasay after completing online registration and payment, while PSA and CHED certificates are fully online with no visit needed. Venues change, so follow your appointment confirmation and the current official notices.

On the day:

• Print the appointment letter and present it at the appointment verification window. The DFA warns that editing or altering the letter is falsification of a public document.
• Bring a valid government-issued ID, original and photocopy. The DFA's application process page lists acceptable IDs, and a passport is on the list.
• Check the document-specific rules on the DFA's documentary requirements page. For example, an NBI clearance must carry a dry seal and be verifiable online, and personal copies are not accepted; school records need a CAV from the relevant education authority first. For the NBI side, see the NBI clearance website and offices.

Representatives. Someone else may file and claim for you. They bring a signed authorization letter, a copy of the document owner's signed government ID, their own ID (original and copy), and proof of affiliation where relevant, such as the company's SEC General Information Sheet or a company ID showing position; a minor's documents need an original special power of attorney from the parent. See how to write an authorization letter. A courier can also be authorised to file and claim, and status queries then go to the courier.

Timing. The FAQ states that regular processing is released after five working days and expedited processing after two working days. Unclaimed apostilles are disposed of three months after the scheduled release date, so collect on time.

Philippine passports: Filipino citizens only, by appointment and in person

The DFA's passport FAQ is explicit: only a Filipino citizen is eligible to acquire a Philippine passport. Foreigners, including foreign spouses of Filipinos, cannot apply. Filipino citizens book online at passport.gov.ph and then appear in person.

From the OCA's passport general information and the passport FAQ:

• Appointment and appearance. All applicants need an online appointment unless eligible for the Courtesy Lane, and personal appearance is required. Applicants should arrive no earlier than 30 minutes before their slot, and the DFA applies a "No Escort" policy that keeps companions out of consular premises.
• Courtesy Lane. Senior citizens, persons with disabilities and children aged seven and below may walk in at DFA Aseana and other consular offices in the Philippines with proof of eligibility.
• Validity. Under Republic Act No. 11983, the New Philippine Passport Act, and its implementing rules, a regular passport issued to an applicant aged 18 or over is valid for ten years; for applicants under 18 it is valid for five years.
• Processing. The FAQ says passports for applicants in the National Capital Region are released about ten working days after processing, and about twelve working days elsewhere, with an expedited option; follow the DFA's current figures.
• Release and after. Check the data before leaving the consular office. A passport not claimed within one year of release is cancelled. Pages cannot be added to a full passport, so it has to be renewed. A lost passport requires a police report in English and a notarised affidavit of loss.
• Fixers. The DFA warns that dealing with fixers is at your own risk and expense, and that false statements or forged documents in an application are punishable.

For Chinese-Filipino families the most common case is a passport for a child who holds Philippine citizenship; documents, parental appearance and authorisation are covered in our guide to Philippine passports for minors. A lost or expired Chinese passport is a matter for the Chinese embassy or consulates, not the DFA; see what to do if you lose a Chinese passport in the Philippines. After replacement, how your entry record carries over on the Bureau of Immigration side is explained in our Philippine arrival stamp guide.

Replacing a Chinese passport while keeping your Philippine visa in order? Let Yixing line up the passport and immigration steps in the right order →

Two common misunderstandings: extensions go to the BI, foreign documents are authenticated where issued

The first misunderstanding is that visas belong to the DFA. Philippine visas are indeed issued by DFA posts abroad, but admission is decided by immigration officers at the port, and anyone already in the Philippines extends or converts a visa at the Bureau of Immigration. The second is that foreign documents go to the DFA for authentication. The DFA does not authenticate foreign documents; documents from Apostille countries are apostilled where they were issued.

On visas. The OCA's visa general information describes a Philippine visa as an endorsement by a consular officer at a Philippine embassy or consulate abroad, showing that the application was examined and that the holder may proceed to the Philippines and request admission at the port of entry. It is not a guarantee of admission, which is a function of the immigration authorities. The visa FAQ adds:

• Foreign nationals eligible for an e-Visa can apply online through the official eVisa site; others apply at the nearest Philippine embassy or consulate. Whether you need a visa is checked by passport-issuing country on the DFA visa page. For Chinese passports, see how to apply for a Philippine e-Visa; for posts and jurisdictions in China, see Philippine embassies and consulates in China.
• Foreign nationals exceeding their authorised stay should apply to the Bureau of Immigration for an extension.
• For work, a Philippine employer can petition the BI for a pre-arranged employment visa, which is then issued at the post in the applicant's country of origin or legal residence; alternatively, the applicant enters on a temporary visitor visa and converts at the BI.
• For study, the Philippine school submits the application to the OCA Visa Division and the visa is issued at the post abroad; alternatively, the student converts to a student visa at the BI after arrival.
• Foreign spouses and children of Filipino citizens who are visa-free nationals may enter without a visa for one year under the Balikbayan Program when travelling with the Filipino; visa-required nationals still apply for a temporary visitor visa first. See the Balikbayan privilege explained.

On foreign documents. The Authentication Division's FAQ states that the DFA Office of Consular Affairs does not authenticate foreign documents. A document from an Apostille country, once apostilled by the issuing country, goes directly to the Philippine office that will use it, with no further DFA or Philippine embassy step, and Philippine posts no longer authenticate documents from Apostille countries. DFA Aseana issues a one-time, local-use Certification for only two kinds of foreign documents: those issued by Philippine embassies and consulates (such as certificates of authentication, acknowledgments and jurats) and those issued by foreign embassies in the Philippines. For documents from non-Apostille countries, BI checklists call for authentication by the Philippine post with jurisdiction over the place of issue. A Chinese document for use in the Philippines is therefore apostilled by the competent Chinese authority, as announced by the Chinese side, and translated into English where the receiving office asks for it.

Filing a visa or company registration in the Philippines with documents from China or elsewhere? → Yixing settling-in services can match the authentication and translation to what the office requires

Where the DFA is: the home office, the Office of Consular Affairs and 42 consular offices

The DFA's contact page says the Department is temporarily located at DoubleDragon Tower, EDSA Extension, Pasay City. The headquarters for consular services, the Office of Consular Affairs (OCA), is at ASEANA Business Park in Parañaque, and there are 42 consular offices around the country. Check which site handles your transaction before you go.

• DFA home office: DoubleDragon Tower, EDSA Extension, Pasay City, described as a temporary location on the DFA contact page. Routine passport and authentication business is not handled here.
• Office of Consular Affairs (widely called DFA Aseana): ASEANA Business Park, Pres. Diosdado Macapagal Blvd. cor. Bradco Ave., Brgy. Tambo, Parañaque City, as given in the footer of the OCA website.
• Consular offices: a DFA advisory in September 2026 refers to 42 consular offices nationwide; addresses, hours and contact emails are in the consular office directory, where most offices are listed as open Monday to Friday, 8:00 to 17:00. Not every consular office offers authentication; the apostille.gov.ph contact page lists those that do.
• Posts abroad: the DFA directory page offers a downloadable, dated directory of Foreign Service Posts.

Official websites to trust: dfa.gov.ph for the Department, consular.dfa.gov.ph for consular affairs, apostille.gov.ph for authentication, passport.gov.ph for passport appointments and evisa.gov.ph for e-Visas. Type them in, or follow links from those sites, rather than using booking links forwarded in chat groups or shown in search ads.

Watch for temporary changes. Consular offices close for local holidays; for example, the DFA announced that its Malolos office would close on 15 September 2026 for the 128th anniversary of the opening of the Malolos Congress. They also open on some Saturdays for government programmes, as the OCA in Aseana and the 42 consular offices did on 12 September 2026 for passport and authentication services. Check the OCA advisories page before setting out.

A quick rule for who to approach: a Philippine document for use abroad goes to the DFA for authentication; a stay extension or visa conversion while you are in the Philippines goes to the Bureau of Immigration; a replacement Chinese passport comes from the Chinese embassy or consulates; a Philippine passport for a Filipino goes to the DFA after booking at passport.gov.ph. Our companion piece, the Philippine arrival stamp guide, covers the immigration side of your entry record. If you are unsure, tell Yixing settling-in services what the document is for and what you already hold, and we will help you work out which office to approach first.