✅ 4 READY-TO-USE TEMPLATES — 2026

PSA Authorization Letter: Templates, Requirements, and Guide 2026

A PSA authorization letter is a signed, written document that grants a trusted representative the legal authority to request and collect PSA civil registry documents on behalf of the document owner.

This page covers every element the letter must contain, 4 ready-to-use templates for birth, marriage, death, and CENOMAR certificates, the difference between an authorization letter and an SPA, and the exact reasons PSA staff reject letters at the counter. No lawyer or notary required for standard PSA transactions.

✅ No notarization required • 📝 Plain A4 paper • 💳 Wet signature only • 👥 Separate letter per certificate owner

Quick Reference

What You Need to Know at a Glance

The PSA’s privacy protocols are anchored in the Data Privacy Act of 2012 (Republic Act No. 10173), which prohibits the release of personal civil registry records to unauthorized parties.

Required elements in every valid PSA authorization letter

Certificate types covered by the templates on this page

₱0

Notarization cost for standard PSA walk-in claims

Specific rejection reasons to avoid at the counter

What Is a PSA Authorization Letter

What Is a PSA Authorization Letter and Who Needs One?

A PSA authorization letter is the formal written consent that converts a trusted person into a legally recognized representative for a specific PSA transaction. The document owner (called the principal) writes and signs the letter. The representative (called the authorized agent) presents it at the PSA CRS outlet together with their own valid ID and a photocopy of the principal’s valid ID.

Under Articles 1868 to 1932 of the Civil Code of the Philippines (Republic Act No. 386), a principal may appoint an agent to perform specific acts on their behalf. The PSA implements this through its CRS outlet operational guidelines by requiring a signed authorization letter as the minimum evidence of consent before releasing civil registry records to a third party.

✅ 3 Categories Who Do NOT Need an Authorization Letter

👤

The Document Owner

Appearing in person with a valid government-issued ID. No letter needed.

👥

Immediate Family Members

Spouse, parents, children, and siblings. Proof of relationship required.

⚖️

Court-Appointed Legal Reps

Presenting an official court order or a notarized Special Power of Attorney (SPA).

Everyone else requires a PSA authorization letter, regardless of how close their relationship to the document owner is.

🗐️ 6 Common Situations That Require a Letter

✈️

An OFW abroad sends a friend or colleague to collect their documents in the Philippines

🎯

A patient with mobility limitations asks a neighbor or co-worker to process their request

💼

An employer’s HR officer collects a job applicant’s PSA birth certificate on behalf of the applicant (with the applicant’s consent)

👪

An adult child requests a PSA document for an elderly parent who cannot travel to the outlet

⚖️

A lawyer collects death certificates for multiple estate clients in a single trip (each with their own separate letter)

🚉

A friend collects a CENOMAR for someone who is traveling during their appointment slot

💡 Even when an immediate family member is collecting the document, some PSA CRS outlets ask for proof of relationship. Bring a supporting document, such as the family’s PSA birth certificates or a PSA marriage certificate, to confirm the relationship at the counter, rather than risking a delay.

⚠️ A PSA online appointment must still be booked before the representative’s visit to the CRS outlet. The appointment is booked using the principal’s details, not the representative’s, because the certificate being requested belongs to the principal.

What Every Letter Must Contain

What Must a PSA Authorization Letter Include?

A PSA authorization letter must contain 8 specific elements to be accepted at any PSA CRS outlet. Missing even one element is the most common reason PSA staff reject authorization letters at the counter.

📝 The 8 Required Elements

Date of the Letter

Written at the top, on or before the appointment date

Full Name of the Principal

The document owner, exactly as it appears on their valid ID

Full Address of the Principal

Complete barangay, city/municipality, and province

Full Name of the Authorized Representative

Exactly as it appears on their valid ID

Full Address of the Authorized Representative

Complete barangay, city/municipality, and province

Specific Document(s) to be Requested

Certificate type, name on the certificate, date of the event, and place of the event

Purpose of the Request

e.g., passport application, employment requirement, insurance claim, or legal proceedings

Wet (Physical) Signature of the Principal

Handwritten over their printed name — digital signatures are NOT accepted for walk-in CRS outlet claims

📋 What the Representative Must Bring to the Outlet

📝

Original authorization letter (signed by the principal)

Not a photocopy, the original wet-signed letter only

💳

Photocopy of the principal’s valid government-issued ID

Front and back of the ID

👤

Original of the representative’s own valid government-issued ID

Must match the name on the authorization letter

📷

Photocopy of the representative’s valid government-issued ID

Front and back

📄

Printed or digital PSA appointment slip with QR code

Appointment booked at appointment.psa.gov.ph

⚠️ Critical: The signature on the authorization letter must match the signature on the principal’s valid ID. A noticeable signature mismatch at the counter triggers a fraud flag and results in the refusal of the request. Sign the authorization letter the same way you sign your government ID.

4 Ready-to-Use Templates

4 PSA Authorization Letter Templates

Each template below is complete and ready for use. Replace all bracketed fields with the correct information. Write or type on plain white paper (A4 size). No letterhead is required.

📄

Template 1

Birth Certificate

💍

Template 2

Marraige Certificate

💔

Template 3

Death Certificate

👥

Template 4

CENOMAR

📄

Template 1

PSA Birth Certificate Authorization Letter

[Date: Month Day, Year]

AUTHORIZATION LETTER

To Whom It May Concern:

I, [Your Full Name], of legal age, [single/married/widowed], Filipino, residing at

[Your Complete Address], holder of [ID Type] with ID Number [ID Number], do hereby

authorize [Representative’s Full Name], of legal age, residing at [Representative’s

Complete Address], holder of [Representative’s ID Type] with ID Number

[Representative’s ID Number], to request, process, pay for, and claim one (1)

certified true copy of my PSA Birth Certificate (Name on Certificate: [Full Name

as Registered], Date of Birth: [Month Day, Year], Place of Birth:

[City/Municipality, Province]) from any PSA CRS outlet.

My representative is authorized to accomplish and sign the application form, pay

the required fees, and receive the requested document and official receipt on my behalf.

This authorization is valid until [expiry date, e.g., December 31, 2026] or until

the transaction is completed, whichever comes first.

Attached are clear photocopies (front and back) of our valid government-issued IDs.

Respectfully,

___________________________________

[Your Signature over Printed Name]

Principal — [Your Contact Number]

___________________________________

[Representative’s Signature over Printed Name]

Authorized Representative — [Representative’s Contact Number]

📝 Replace all bracketed fields with the correct information. Write or type on plain white A4 paper. No letterhead required.

💍

Template 2

Psa Marriage certificateAuthorization Letter

[Date: Month Day, Year]

AUTHORIZATION LETTER

To Whom It May Concern:

I, [Your Full Name], of legal age, married, Filipino, residing at [Your Complete

Address], holder of [ID Type] with ID Number [ID Number], do hereby authorize

[Representative’s Full Name], of legal age, residing at [Representative’s Complete

Address], holder of [Representative’s ID Type] with ID Number [Representative’s ID

Number], to request, process, pay for, and claim one (1) certified true copy of my

PSA Marriage Certificate (Husband: [Husband’s Full Name], Wife: [Wife’s Full Maiden

Name], Date of Marriage: [Month Day, Year], Place of Marriage:

[City/Municipality, Province]) from any PSA CRS outlet.

My representative is authorized to accomplish and sign the application form, pay

the required fees, and receive the requested document and official receipt on my behalf.

This authorization is valid until [expiry date] or until the transaction is

completed, whichever comes first.

Attached are clear photocopies (front and back) of our valid government-issued IDs.

Respectfully,

___________________________________

[Your Signature over Printed Name]

Principal — [Your Contact Number]

___________________________________

[Representative’s Signature over Printed Name]

Authorized Representative — [Representative’s Contact Number]

📝 Replace all bracketed fields with the correct information. Write or type on plain white A4 paper. No letterhead required.

💔

Template 3

PSA Death certificate Authorization Letter

[Date: Month Day, Year]

AUTHORIZATION LETTER

To Whom It May Concern:

I, [Your Full Name], of legal age, [civil status], Filipino, residing at [Your

Complete Address], holder of [ID Type] with ID Number [ID Number], being the

[relationship to deceased, e.g., spouse, child, sibling] of the late [Deceased’s

Full Name], do hereby authorize [Representative’s Full Name], of legal age, residing

at [Representative’s Complete Address], holder of [Representative’s ID Type] with

ID Number [Representative’s ID Number], to request, process, pay for, and claim

one (1) certified true copy of the PSA Death Certificate of [Deceased’s Full Name]

(Date of Death: [Month Day, Year], Place of Death: [City/Municipality, Province])

from any PSA CRS outlet.

My representative is authorized to accomplish and sign the application form, pay

the required fees, and receive the requested document and official receipt on my behalf.

This authorization is valid until [expiry date] or until the transaction is

completed, whichever comes first.

Attached are clear photocopies (front and back) of our valid government-issued IDs.

Respectfully,

___________________________________

[Your Signature over Printed Name]

Next of Kin — [Your Contact Number]

___________________________________

[Representative’s Signature over Printed Name]

Authorized Representative — [Representative’s Contact Number]

📝 Replace all bracketed fields with the correct information. Write or type on plain white A4 paper. No letterhead required.

👥

Template 4

PSA CENOMAR Authorization Letter

[Date: Month Day, Year]

AUTHORIZATION LETTER

To Whom It May Concern:

I, [Your Full Name], of legal age, single, Filipino, residing at [Your Complete

Address], holder of [ID Type] with ID Number [ID Number], do hereby authorize

[Representative’s Full Name], of legal age, residing at [Representative’s Complete

Address], holder of [Representative’s ID Type] with ID Number [Representative’s ID

Number], to request, process, pay for, and claim one (1) copy of my PSA Certificate

of No Marriage Record (CENOMAR) (Name: [Your Full Name], Date of Birth:

[Month Day, Year], Place of Birth: [City/Municipality, Province]) from any PSA CRS outlet.

My representative is authorized to accomplish and sign the application form, pay

the required fees, and receive the requested document and official receipt on my behalf.

This authorization is valid until [expiry date] or until the transaction is

completed, whichever comes first.

Attached are clear photocopies (front and back) of our valid government-issued IDs.

Respectfully,

___________________________________

[Your Signature over Printed Name]

Principal — [Your Contact Number]

___________________________________

[Representative’s Signature over Printed Name]

Authorized Representative — [Representative’s Contact Number]

📝 Replace all bracketed fields with the correct information. Write or type on plain white A4 paper. No letterhead required.

For Online PSA Deliveries

How to Authorize Someone for PSA Online Delivery

Online PSA deliveries through PSA Serbilis use a built-in digital authorization system, not a physical letter. The authorization process for online orders follows 5 steps entirely within the website’s checkout flow.

🛒

Step 1Select the Authorized Person Option at Checkout

At checkout, select ‘I want to assign an Authorized Person to receive the document.’ This activates the digital authorization form within the Serbilis platform.

👤

Step 2Enter Your Personal Details and Upload Your Valid ID

Enter your full name and contact information as the document owner (principal), then upload a clear image of your valid government-issued ID for identity verification.

🤝

Step 3Enter Your Representative’s Details and Upload Their ID

Enter your representative’s full name and upload a clear image of their valid government-issued ID. The name entered here is what the courier will verify upon delivery.

📄

Step 4System Generates the Electronic Authorization Letter Automatically

The Serbilis platform automatically generates an electronic authorization letter using the details you entered. No manual letter-writing is required for online delivery requests.

✍️

Step 5Both Parties Sign Electronically Through the Platform

Both you (the principal) and your representative sign electronically through the platform’s digital signature step. The electronic authorization is stored on record for courier verification.

⚠️ During delivery, the authorized person must show their original, valid government-issued ID to the courier for identity verification before the document is handed over. The courier does not release the document to anyone whose name does not match the electronic authorization on record.

📨 Physical Letter vs. Digital Authorization

🏛 Walk-In (CRS Outlet)

Requires a handwritten authorization letter on plain paper with wet signatures of both the principal and the representative. Presented together with original IDs at the PSA counter.

📦 Online Delivery (Serbilis)

Uses a built-in digital authorization system within the Serbilis checkout process. No physical letter needed. The system generates the letter automatically.

🚫 The two systems are distinct and not interchangeable. A physical authorization letter cannot be used for online delivery, and the Serbilis digital system cannot be used for walk-in claims.

Know the Difference

What Is the Difference Between a PSA Authorization Letter and an SPA?

A PSA authorization letter and a Special Power of Attorney (SPA) both authorize a representative to act on someone’s behalf, but they serve different scopes and carry different legal weights.

Feature	PSA Authorization Letter	Special Power of Attorney (SPA)
Purpose	Specific single transaction (claim one PSA certificate)	Broad authority covering multiple transactions or legal acts
Notarization	Not required for standard PSA walk-in claims	Required; must be notarized by a Philippine Notary Public
OFW Abroad	Simple signed letter is sufficient for standard certificates	SPA required for high-value estate or legal proceedings abroad; must be authenticated by a Philippine Consulate or Embassy
Legal Weight	Recognized for civil registry document release	Recognized in courts and for legal/financial transactions
Format	Plain paper, handwritten or typed	Notarial document with attorney’s seal and signature

💡 For standard PSA certificate collection at a CRS outlet, a simple signed authorization letter is accepted. An SPA is required when the transaction involves legal proceedings, estate settlement, court-ordered corrections under RA 9048 or RA 10172, or financial claims where a higher standard of identity verification applies.

✅ OFWs who need to authorize someone for a standard PSA birth certificate, marriage certificate, or CENOMAR do not need a consular-authenticated SPA. A clearly written, wet-signed authorization letter with photocopies of both IDs is sufficient. Consular authentication is required only when the task crosses into legal or financial territory beyond certificate collection.

Avoid These Mistakes

What Causes a PSA Authorization Letter to Be Rejected?

PSA CRS staff reject authorization letters for 5 specific reasons, each of which is avoidable with careful preparation.

Missing Signature

The letter is unsigned or carries only a printed name without a handwritten wet signature. Digital signatures are not accepted at walk-in CRS outlets. The principal must physically sign the letter by hand.

Signature Mismatch

The signature on the letter noticeably differs from the signature on the principal’s photocopy ID. PSA staff compare both and flag inconsistencies as potential fraud. Sign the authorization letter the same way you sign your government ID.

Vague Document Description

The letter says ‘to claim my PSA documents’ without specifying which certificate, whose name appears on it, and the date and place of the civil event. Vague descriptions fail the specificity requirement. State the exact certificate type, the registered name, date, and place.

Expired or Invalid IDs

The photocopy submitted shows an expired ID or an ID without a photograph. PSA accepts only current, government-issued IDs with a photo and signature. Check ID expiry dates before your appointment.

One Letter Covering Multiple Unrelated Certificates

Bulk authorizations for multiple certificates belonging to different principals are not permitted. Each certificate owner requires their own separate, individually signed authorization letter. One letter cannot cover 2 or more different principals.

📋 Pre-Visit Checklist

☐Date is written at the top of the letter

☐Principal’s full name matches their valid ID exactly

☐Representative’s full name matches their valid ID exactly

☐Specific certificate type, name, date, and place are stated

☐Purpose of the request is clearly written

☐Wet (handwritten) signature is present over the printed name

☐Signature on letter matches signature on the principal’s ID photocopy

☐Photocopies of both IDs (front and back) are attached

☐Representative’s original valid ID is brought to the outlet

☐PSA appointment slip (digital or printed) is ready

☐ID photocopies are not expired or photo-less

☐Separate letter prepared for each different certificate owner

💡 Print 2 copies of the completed authorization letter before the appointment. Give one copy to the representative for the outlet counter and keep the second copy as a reference. Write the appointment date and PSA CRS outlet name at the top of each copy so the representative does not present the wrong letter at the wrong branch.

Common Questions

Frequently Asked Questions

Everything you need to know about PSA authorization letters, templates, and special cases.

What is a PSA authorization letter, and when is it required?

A PSA authorization letter is a signed, written document that gives a trusted representative permission to request and collect PSA civil registry documents on the principal’s behalf. The PSA requires it whenever the person appearing at the CRS outlet is not the document owner and is not an immediate family member (spouse, parent, child, or sibling).

Does a PSA authorization letter need to be notarized?

Notarization is not required for standard PSA walk-in claims at CRS outlets. A clearly written, wet-signed letter with photocopies of both the principal’s and representative’s valid IDs is accepted. Notarization adds legal weight and is recommended when the letter will be used in conjunction with legal or estate proceedings, but it is not a PSA requirement for certificate collection.

Can one representative collect PSA documents for multiple people using one letter?

One representative can collect PSA documents for multiple people, but each certificate owner requires a separate, individually signed authorization letter. A single letter cannot cover certificates belonging to 2 or more different principals. The PSA’s daily certificate limit is 5 copies per person, which applies regardless of how many authorization letters the representative carries.

Can an OFW abroad authorize someone to collect their PSA documents?

An OFW abroad authorizes a representative in the Philippines using a signed authorization letter with photocopies of both IDs. The OFW signs the letter abroad and sends a scanned or photographed copy to the representative, who prints it before the PSA visit. For standard certificate collection, consular authentication of the letter is not required. The PSA accepts this format for birth certificates, marriage certificates, CENOMAR, and death certificates.

What is the difference between a PSA authorization letter and a Special Power of Attorney?

A PSA authorization letter covers a single, specific transaction, such as collecting one certificate from a CRS outlet. A Special Power of Attorney (SPA) is a notarized legal document that grants broader authority covering multiple transactions or legally binding acts. For standard PSA certificate requests, a simple signed authorization letter is sufficient. An SPA is required for court proceedings, estate settlements, or transactions that go beyond civil registry document collection.

Can an authorization letter be used for both walk-in and online PSA requests?

A handwritten authorization letter is used specifically for walk-in CRS outlet requests. Online PSA delivery requests through the Serbilis platform use a separate built-in digital authorization system within the checkout process, not a physical letter. The two systems are distinct and are not interchangeable.

What happens if the representative arrives without the authorization letter?

PSA staff will not process the request and will not release any document if the authorization letter is missing. The appointment slot is forfeited. The principal must rebook a new appointment through appointment.psa.gov.ph and prepare a fresh authorization letter before the representative’s next visit.

Ready to Use These Templates?

Use the ready-to-use templates above on plain A4 paper. Book your PSA appointment first, then prepare and hand the completed authorization letter to your representative before their visit.

✅ No notarization required for standard walk-in claims • 📝 Separate letter per certificate owner • 💳 Wet signature only — no digital signatures accepted