How to Write an Authorization Letter for PSA
If you need to secure a certificate from the Philippine Statistics Authority (PSA) but do not have the time to get it yourself, you can authorize someone else to get it in your place. To do that, you must write a letter addressed to PSA stating that you allow that person to secure a PSA certificate. This article will guide you on how to write an authorization letter for PSA. Our editors also included a sample letter.
But, before we go any further, we must warn you that you cannot authorize just anyone else. You must know who you can and cannot permit to get a PSA certificate.
What certificates can you get from PSA?
The Philippine Statistics Authority issues four certificates:
- Birth Certificate
- Death Certificate
- Marriage Certificate
- CENOMAR (Certificate of No Marriage Record)
Who is allowed to request documents from PSA?
Following Republic Act No. 10173, popularly known as the “Data Privacy Act of 2012,” the Philippine government has the policy to preserve each person’s fundamental right to privacy.
According to PSA, the following entities are allowed to request a copy of the issuance of a birth, death, or marriage certificate, or a Certificate of No Marriage (CENOMAR) / Advisory on Marriages (AOM):
- The owner of the document must be of legal age (18 years or older) or the owner’s authorized representative.
- Legal partner
- Parents
- Children of the document’s owner who are of legal age
- If the owner of the document is a minor and the parents fail to appear in a court of law:
- The court-appointed guardian
- According to Article 216 of the Philippine Family Code, the following people may act in place of parents in the following orders, as long as they sign and provide an Affidavit of Guardianship attesting to their status as the child’s legally assigned guardian:
- The surviving grandparents
- The oldest sibling, over 21, unless they are unfit or disqualified.
- actual custodian of the kid, at least 21 years old, unless unfit or ineligible.
- an institution with legal custody of the child and approval from
- The court or the appropriate government authority by way of a subpoena duces tecum and ad testificandum
- government agencies acting in accordance with their mandates and in accordance with National Privacy Commission Circular No. 16-02
- If the document owner has passed away, the closest relative may take possession of the document as long as that relative signs and provides an Affidavit of Kinship certifying that they are the document owner’s closest living relative.
Who is an Authorized Representative?
A person of legal age who has been expressly authorized in writing (by an Authorization Letter or Special Power of Attorney) by the document owner to request a copy of the document owner’s birth certificate, marriage certificate, certificate of no marriage (CENOMAR), or advisory on marriage (AOM) from the PSA.
What should be the contents of the Authorization Letter or the Special Power of Attorney?
- Names of the approving individual(s)
- A specific purpose or use in getting the requested document or authentication
- Type of document (certificate of birth, marriage, or CENOMAR/AOM)
- The number of copies
- Specifics about the requested document, like:
- Birth certificate: the owner’s full name, birth date, birthplace, and parents’ names
- Full names of the husband and wife, as well as the wedding date and location, on the marriage certificate
- The same information is on the CENOMAR/AOM as on the birth certificate.
How to Write an Authorization Letter for PSA
1. Address your letter to PSA. (Add “To Whom It May Concern”)
2. Specify your full name.
3. State that you are giving your representative authority to acquire a PSA certificate.
Note! Also, specify your representative’s full name and your relationship with them.
4. Make a list of all the certificates you have authorized your representative to obtain.
5. Specify the purpose and application of the aforementioned certificate(s).
6. Fill in your printed name. Then, sign the document.
Sample Authorization Letter
The names of the document owner, the authorized person, their relationship to the document owner, and the purpose or use of the document must all be included in the example that follows.
Authorization Letter Format according to PSA:
LETTER OF AUTHORIZATION
Philippine Statistics Authority
Date: MM-DD-YYYY
TO WHOM IT MAY CONCERN:
I, [insert the full name of document owner], authorize [insert of the full name of the representative] [include relationship to the document owner] to apply and collect PSA certificate(s) with the following details:
- Type of PSA Certificate Name of the Document Owner
- Type of PSA Certificate Name of the Document Owner
- Type of PSA Certificate Name of the Document Owner
The above-mentioned PSA certificates will be used for [indicate the purpose or use of the certificate].
I have enclosed the necessary identification cards as proof of my authorization to do so.
Thank you.
[Signature over Printed Name of the Document Owner]
If you need the official format document from PSA, visit the following link: Letter of Authorization Sample from PSA
Other Requirements
- The requester’s legitimate identification (ID) or identity document
- Include the following with Item 1 if the requester is an authorized representative:
- a photocopy of the applicant’s legitimate ID or identity document.
- original and photocopy of the document owner’s legitimate ID or identity document.
- Original copy of the duly signed authorization letter or SPA, with the document owner’s signature matching the signature on the accompanying legitimate ID or identity document. If the SPA serves multiple purposes, a copy of it should be included.
Valid IDs Honored by PSA
According to PSA, these are the valid IDs that they accept:
- National ID
- Philippine Passport;
- Driver’s License;
- Professional Regulations Commission ID
- Integrated Bar of the Philippines ID
- GSIS or SSS Unified Multi-Purpose ID
- Pag-ibig Transaction/Loyalty Card
- Voter’s ID issued by COMELEC
- Postal ID issued by the Philippine Postal Corporation
- Senior Citizen’s ID card issued by the Office of the Senior Citizen’s Affairs and /or Local Government Unit
- OFW ID issued by the Department of Labor and Employment
- Overseas Workers Welfare Administration ID
- Seaman’s / Seawoman’s Book issued by the Maritime Industry Authority
- Diplomat/Consular ID issued by the Philippine Embassy
- NBI / Police Clearance
- DSWD Certification / 4Ps ID
- A person with Disability ID issued by the National Council on Disability or its regional counterpart, Office of the Mayor, Office of the Punong Barangay, DSWD Office, and other participating organizations with Memorandum of Agreement with the Department of Health
- IDs issued by National Government agencies including Government Owned and Controlled Corporations
- TIN Card issued by the Bureau of Internal Revenue
- School / Student ID for currently-enrolled students, 18 years old or above issued by reputable schools/colleges/universities recognized by DepEd or CHEd and signed by the principal or head of the academic institution
- Company IDs issued by private entities or institutions registered with, supervised, or regulated by the Bangko Sentral ng Pilipinas, Securities, and Exchange Commission, or Insurance Commission
- Barangay ID / Certification with picture and signature
- For FOREIGN NATIONALS, passports issued by foreign governments AND any of the following:
- Alien Certification of Registration (ACR I-card);
- Immigrant Certificate of Registration;
- Special Resident Retiree Visa issued by the Bureau of Immigration through the Philippine Retirement Authority
NOTE!
In order to be accepted as valid, an identification card or identity document must have a clear photo of the holder, as well as the holder’s full name and signature.
Frequently Asked Questions
Why do I need an Authorization Letter?
Following Republic Act No. 10173, popularly known as the “Data Privacy Act of 2012,” the Philippine government has the policy to preserve each person’s fundamental right to privacy. An authorization letter allows PSA to recognize that person as the person to whom they can officially issue a certificate.
Does my authorization letter need to be notarized?
No, an authorization letter is still valid even if it is not notarized.
How long is my authorization letter valid?
An authorization letter is valid only on the dates you specify in the letter. If you fail to use the letter on the mentioned date, you need to print another one with a different date.
How many copies do I need?
It depends. But you have to bring at least three (3) copies of your authorization letter.
Final Thoughts
An authorization letter is an approved way to get any legal document signed by an authorized person. If you are a busy and working Filipino, providing an authorization letter is a convenient way to secure a government document without having to appear before a government agency. Furthermore, you do not need to file a leave just to acquire! It’s less of a hassle without the pay cut.
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