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PSA Authorization Letter: Who Needs One and a Sample You Can Copy

Getting a PSA birth certificate, CENOMAR or marriage certificate for someone else? Unless you're a close family member, you'll need an authorization letter. Here's who needs one, what the representative must bring, the PSA's limits, and a sample letter you can copy.

Written byPapelesPH Editorial TeamEdited byAnnatalia
Checked 4 Oct 20263 min read4 official sourcesHow we check
PapelesPH is an independent guide, not a government office. Requirements and fees can differ by office, so confirm with the issuing office. We never ask for your personal details.
Quick answer
2 peopleMax unrelated owners per representative
Both IDsOwner's and representative's
No delegatingAuthority can't be passed on
Online LOAFor deliveries

You need an authorization letter (or a Special Power of Attorney or affidavit) signed by the document owner when you request someone else's PSA document and you're not their parent, spouse, direct descendant, or legal guardian (if the owner is a minor). At the PSA outlet, the representative brings the signed letter, the original and a photocopy of the owner's valid ID, and the original and a photocopy (front and back) of their own valid ID. A representative may request for only 2 unrelated people and can't delegate the authority to someone else. For online orders, the owner can assign a receiver through PSAHelpline's online Letter of Authorization.

When do you need an authorization letter?

The PSA's rules on who can get a person's birth certificate list:

  1. The person themself, or anyone they authorize
  2. Their spouse, parent(s), direct descendants, or the guardian or institution in charge of them if they're a minor
  3. A court or public official when needed in official proceedings
  4. If the person has died, their nearest relative

So you need an authorization letter if you're requesting someone else's document and you are not their parent, spouse, direct descendant, or legal guardian (for a minor). That covers siblings, cousins, friends, partners, agents and co-workers.

Not sure? Bring one anyway. A signed letter plus both IDs costs nothing and avoids being turned away at the window.

What the representative must bring (PSA outlet)

From PSAHelpline's guidance for walk-in requests at a PSA Civil Registry System (CRS) outlet:

  1. Signed Authorization Letter, Special Power of Attorney (SPA), or affidavit from the document owner
  2. Original and photocopy of the document owner's valid ID
  3. Original and photocopy (front and back) of the representative's own valid ID
  4. Your CRS appointment slip and the accomplished application form, like any requester. See PSA online appointment.

The PSA's limits on representatives:

  • One authorized representative can request for only 2 unrelated individuals.
  • The representative can't delegate their authority to another person.
  • The appointment slip is non-transferable, and minors can't book an appointment.

Special cases

  • Death certificate: online orders are only for immediate family (spouse, parents, or children of legal age). Other relatives go to a PSA outlet with an authorization letter or SPA from a qualified relative. See PSA death certificate.
  • CENOMAR: the same rule applies. If you're not immediate family, bring an authorization letter from the owner. See CENOMAR.
  • Online orders delivered to your home: the owner can assign someone to receive the delivery. See below.

Online Letter of Authorization (for delivery)

If you order through PSAHelpline.ph and won't be home, you can assign a receiver with an online Letter of Authorization (LOA):

  1. Tick the option

    "I will assign someone and accomplish the online LOA" before submitting your order.

  2. Verify your identity

    after payment: upload a clear photo of your valid ID and take a live selfie.

  3. Name your representative:

    enter their full name and date of birth. They must be of legal age and at your delivery address when the order arrives.

  4. Hand-over:

    the representative shows a valid ID from PSAHelpline's accepted list to the courier. You can still receive it yourself.

You can also open the LOA form from the link in PSAHelpline's email or through its Customer Service portal.

Sample authorization letter

The PSA doesn't prescribe exact wording. This is a simple format you can copy and fill in. Print it, sign it by hand, and attach copies of both IDs.

[Date]

To the Philippine Statistics Authority
[Name of PSA CRS outlet]

I, [full name of document owner], born on [date of birth] in [place of birth], authorize [full name of representative] to request and receive on my behalf a copy of my [PSA birth certificate / CENOMAR / marriage certificate] for the purpose of [purpose, e.g. passport application].

Attached are photocopies of my valid ID ([type and number]) and of my representative's valid ID ([type and number]).

[Signature over printed name of document owner]
[Contact number]

Write names exactly as they appear on the PSA record and the IDs. For a marriage certificate, include both spouses' names.

PSA authorization letter: Kailangan ito kung kukuha ka ng PSA document ng ibang tao at hindi ka niya magulang, asawa, anak o legal guardian. Dalhin ang pirmadong authorization letter (o SPA), orihinal at photocopy ng ID ng may-ari, at orihinal at photocopy ng sarili mong ID (harap at likod). Hanggang 2 hindi kamag-anak lang ang puwedeng i-request ng isang representative, at hindi ito puwedeng ipasa sa iba.

Frequently asked questions

Do I need an authorization letter to get my sibling's PSA birth certificate?

Yes. Siblings aren't on the PSA's list of relatives who can request without one (parent, spouse, direct descendant, or guardian of a minor), so bring a signed authorization letter and both IDs.

What IDs does the representative need?

The original and a photocopy of the document owner's valid ID, and the original and a photocopy (front and back) of the representative's own valid ID.

How many people can I request for as a representative?

The PSA allows one authorized representative to request for up to 2 unrelated individuals.

Can my representative send someone else in their place?

No. An authorized representative can't delegate the authority to another person.

Does the authorization letter need to be notarized?

PSAHelpline's guidance asks for a signed authorization letter, SPA or affidavit, and doesn't say a plain letter must be notarized. An SPA or affidavit is notarized by nature, so ask your outlet if unsure.

Can someone else receive my PSA delivery?

Yes. Accomplish PSAHelpline's online Letter of Authorization and name an adult who will be at the delivery address. They show a valid ID to the courier.

Document

PSA birth certificate

Online, walk-in or e-Certificate: prices, IDs, delivery times and fixes.

Read guide Document

CENOMAR

Certificate of No Marriage: price, validity, requirements and how to order.

Read guide Document

PSA marriage certificate

Price, who can order, when new marriages reach the PSA, and corrections.

Read guide Document

PSA death certificate

For insurance, SSS and estate claims: price, who can request, timing and fixes.

Read guide Document

PSA online appointment

Book a free slot at a PSA outlet, what to bring, and outlet addresses.

Read guide

Sources

Last checked 4 October 2026. See how we research and the updates log.