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CIVIL REGISTRATION SERVICES

Vital or Civil Registration is the recording in the appropriate civil registers of the vital acts and events that attest to the civil status of individuals.

The births, marriages, and even deaths of Filipino nationals within the Embassy’s jurisdiction shall be reported to the Embassy within twelve (12) months from the date of the event.

How to Apply

Appointment is needed for civil registration. You may apply for an appointment here.

Proceed to the Embassy on your appointed date and time.

Kindly bring all the requirements.

For payment, please see the section on Fees below.

Report of Birth (Download Form)

Requirements

Please note that the Embassy will keep the original submitted documents.

  • Four (4) copies, duly-accomplished Report of Birth Form.
  • One (1) original and four (4) photocopies of the Birth Certificate "odpis zupełny aktu urodzenia" (with English translation, if not in English) apostilled by the Polish or appropriate Foreign Ministry
  • Four (4) copies of the parents’ Report of Marriage, if issued by the Philippine Embassy in Warsaw, or one (1) original and 4 photocopies of DFA-apostilled marriage certificate issued by the Philippine Statistics Authority
  • Four (4) copies of the parents’ passports
  • Affidavit of Delayed Registration if the Report of Birth is made more than twelve (12) months after the birth took place
  • For unmarried parents, the father may execute an Affidavit of Paternity while the mother may execute an Affidavit to Use the Surname of the Father, both instruments will be recorded and issued a certification.

Fees

     Report of Birth Fee:           PLN 125

     Delayed Registration Fee: PLN 125

     Affidavit of Paternity PLN 125

     Affidavit to Use the Surname of the Father PLN 125

     Certificate of Registration PLN 125

     Expedite Fee per document: PLN 50

     Expedite Fee:                    PLN 50

Report of Marriage (Download Form)

Please note that the Embassy will keep the original submitted documents.

Requirements

  • Four (4) copies, duly-accomplished Report of Marriage Form
  • One (1) original and four (4) photocopies of the Marriage Certificate "odpis zupełny aktu małżeństwo" (with English translation, if not in English) apostilled by the Polish or appropriate Foreign Ministry
  • Four (4) copies of the applicants' passports (both the husband and the wife)
  • Four (4) passport-size color photos of the applicants (both the husband and the wife)
  • Affidavit of Delayed Registration if the report was made more than twelve (12) months after the marriage took place

Fees

Report of Marriage Fee:     PLN 125
Delayed Registration Fee: PLN 125
Expedite Fee:                    PLN 50

Report of Death (Download Form)

Please contact the Consular Section at 22 490 2025 or the Duty Officer at 694 736 488 (after office hours) to report the death of a Filipino national.

Requirements

In order to ship the human remains to the Philippines, please note the following requirements (Non-English documents should contain notarized English translations):

  • Five (5) original copies of the Duly accomplished Report of Death Form 
  • Original and four (4) photocopies of Certificate of Death, the original of which must be apostilled by the Polish or appropriate Foreign Ministry.
  • Original and four (4) photocopies of the Burial Transit Permit
  • Original and (4) photocopies of the Health Certificate issued by the Health authorities stating that death was not due to a contagious disease and/or that the human remains do not pose any danger to public health.
  • Original copy and (4) photocopies of the notarized Mortuary Certification that the casket contains only the human remains of the deceased or notarized Crematory Certificate that the urn contains only the ashes of the deceased. The Certificate must state that the remains was embalmed/cremated in accordance with state or local laws;
  • Details of transportation arrangements

a. Flight details;
b. Address and phone number of the consignee in the Philippines;
c. Address and phone number of the next-of-kin in the Philippines;

  • Original and four (4) photocopies of the Passport or any other form of identification (Birth certificate/State Identification, etc.)

Fees

Report of Death Fee                    PLN 125
No Objection Certificate               PLN 125
Mortuary Certificate                      PLN 125
Delayed Registration Fee           PLN 125
Expedite Fee per document         PLN 50

Payment of consular fees by bank transfer

Cash payment is preferred.

Bank transfer payments are Nonrefundable. Do not make payments unless you are cleared to pay.

Bank charges shall be on the account of the payor.

For payments in Polish Złoty (PLN)

Account Name:       Embassy of the Philippines in Poland
Account Number:    PL37 1030 1508 0000 0008 1605 4001
Bank Name:            Bank Handlowy w Warszawie SA
Bank Address:        ul Senatorska 16, 00-923 Warszawa, Polska


For Cross Border payments in US Dollar (USD)

Account Name:       Embassy of the Philippines in Poland
Account Number:    PL84 1030 1508 0000 0008 1605 4028
SWIFTCode:           CITIPLPX
Bank Name:            Bank Handlowy w Warszawie SA
Bank Address:        ul Senatorska 16, 00-923 Warszawa, Polska