Registration of Filipino community organizations

Filipino community organizations in Poland, Estonia, Latvia, Lithuania and Ukraine are encouraged to registered under the Philippine Embassy in Warsaw. Registered organizations are accorded official recognition but no legal personality by the Philippine Embassy. Registration requires certain responsibilities.

Why register?

• Regularly receive information bulletin and advisories from the Philippine Embassy, particularly on disaster preparedness and assistance during emergency situations.
• Receive invitations to participate in select Philippine Embassy activities.
• Help build and strengthen the community abroad and be part of a network of Filipino community organizations.

Roles and limitations of registered organizations

• Registered Filipino organizations are separate entities from the Philippine Embassy in Warsaw. As such, their programs, events, and activities do not represent the Philippine Embassy.
• Registration with the Philippine Embassy does not mean, in any way, endorsement of the organization’s programs, events, and activities.
• Registration with the Embassy does not confer upon the organization any power to represent the Embassy or to undertake any transactions on its behalf unless the Embassy provides it prior explicit written consent.
• Registered organizations shall not use the Embassy seal nor the photographs and likenesses of the Embassy officials without their prior written consent, the same for other government seals and official markings.
• The Embassy registration shall not be used in support of any commercial or for-profit activities and shall not be used to facilitate or influence any transactions with the Embassy or the Philippine Government.
• Registration with the Embassy does not confer upon any organization any rights and privileges other than those specifically mentioned in the rules and regulations governing this registration.
• The Embassy reserves the right to revoke the registration should it find that the organization has violated or is not abiding by the Philippines and local laws and official issuances and the regulations governing the registration of Filipino community organizations.

Registration of Filipino organizations

1. The organization is based in Poland, Estonia, Latvia, Lithuania and Ukraine.
2. Leaders and majority of its members are Filipino citizens and/or of Filipino descent residing in areas under the Philippine Embassy’s jurisdiction.
3. The organization, its leaders, and its members must comply with the rules and regulations of the Philippine Government as well as the rules and regulations of the local Government. In particular, the organization must not exploit fellow Filipinos and denigrate the reputation of the Philippines.
4. The organization must not be profit-oriented, engaged in commerce, or has a conflict of interest.
5. The organization must be dedicated to civic purposes, wholesome recreation, self-improvement, mutual aid and protection, and engage in activities that enhance their sense of Philippine national pride and preservation of unity and cooperation in the Filipino community.

Procedures for Registration

1. Fill out the Registration Form which shall be shared by the Embassy via email.
2. Submit the Constitution and By-laws (see Sample Constitution), and the Certification Agreement Form (CA Form);
3. Evaluation of the application for registration of the organization shall only begin upon receipt of the application with the complete documents (Constitution and By-Laws, Certification Agreement Form, membership registration in Embassy database, among others).
4. Posting of the organization information, name, acronym, purpose, and names of its Officers at the Consular Section’s Bulletin for ten (10) working days. The application shall be given due course should no derogatory information is received from the public within 15 working days from the date of posting.
5. Orientation for new recognized organizations. - The Embassy shall contact the organization through the registered email address of its president regarding the schedule of the orientation. It may be held online or in person as determined by the Embassy and must be attended by at the incumbent president and two (2) other officers of the organization.

6. Official Notification of Registration - The Embassy shall provide a Certificate of Registration to the newly-registered organization. Once registered, the organization can no longer change the name and acronym of its organization. Submission of a brief annual accomplishment report to the Embassy, by end of March the following year, detailing the activities undertaken and assistance rendered to Filipinos for the preceding year.

7. There are NO fees collected/charged for registration.

8. Filing of Applications for Registration is open only from July to December of each year.

Update of Information of Registered Organizations

All Registered Filipino community organizations under the Philippine Embassy’s jurisdictions are highly encouraged to regularly update their information with the Embassy, at least once a year or as soon as there are changes to the records of the organization.

Updating of information refers to the change of officers, the address of the president, the contact information of the organization and its leadership, amendments in the Constitution and By-Laws, and Signatories in the Certification Agreement Form (CA Form). Updating of information can be done all year round.