Authentication, Notarials and Legalization

Note: No appointment is needed to process authentications and other notarial services at the Embassy. Kindly note that processing hours are from 9:00 a.m. to 2:00 p.m., Mondays to Fridays except holidays.

The Philippine Embassy, through its Consular Section, performs its authentication/legalization function/services in the context of the 1963 Vienna Convention on Consular Relations. Given the existence of a multi-state system, aforesaid Convention stipulates that, among other things, the various kind of documents sourced from particular sovereign states (e.g. public documents, private documents, and commercial documents) shall have validity or operative effect in another sovereign state's legal jurisdiction after subjected to an agreed upon authentication procedure.

Processing time for all documents for authentication and notarial services is three (3) working days upon receipt of complete documents and payment.

Beginning 15 June 2019, we will no longer physically affix red satin ribbons to documents brought to the Embassy for consularization, or more commonly known as “red ribbon”. The documents will continue to bear the round gold seal embossed with the Embassy’s dry seal, which will now be affixed to the upper left corner of the documents and bound through with an eyelet. The Embassy notes that this change is only in appearance of such documents and will be implemented by all Department of Foreign Affairs Consular Offices and Foreign Service Posts. Although the above services are more commonly known as “red ribbon”, the non-use of the red satin ribbon has no effect on the validity of the consularized document.

Requirements for Authentication of Documents for use in the Philippines

Beginning 14 May 2019, the Embassy will no longer authenticate public documents issued in Norway, Iceland, and Sweden that will be used in the Philippines. Such documents must instead bear an Apostille from the appropriate authority of the document’s origin country. Apostillized documents from these countries no longer have to be authenticated by any other entity and will automatically be accepted in the Philippines. For more information, please refer to our announcement: https://www.philembassy.no/newsroom/announcement-regarding-the-entry-into-force-of-the-apostille-convention-on-authentication

For those with documents from Finland only that they wish to have authenticated for use in the Philippines, following are the guidelines of the 1963 Vienna Convention on Consular Relations, the process consists of a so-called chain authentication as follows:

  1. The applicant must first have the original document and its English translation notarized by a Notary Public (please note that the Philippine Embassy requires that documents not in English be translated into English at all times)
  2. The signature of the Notary Public must then be authenticated by the Ministry for Foreign Affairs of Finland.
  3. The signature of the Ministry official will be authenticated by the Philippine Embassy in Oslo. Documents without the signatures and seals of both the Notary Public and the Ministry for Foreign Affairs will not be processed.
  4. Please bring the original and one (1) photocopy of the documentvalid passport/s of signatories and two (2) clear photocopies of their data pages if applying in person. If applying by post, please send the original document to be authenticated, one (1) photocopy of the document, and two (2) clear photocopies of signatories' passport  to the Embassy's mailing address:

The Philippine Embassy 
P.O. Box 322 SENTRUM 
N-0103 Oslo 
NORWAY

Please refer to the page Schedule of Fees to see the latest and updated prices for authentication services, including payment for documents sent by post.

Requirements for Other Legal/Notarial Services

Consular officers of the Philippine Embassy in Oslo also perform and assist in:

  • The administration of all oaths and affirmations provided for by law and in all matters incident to the notarial office;
  • The execution of affidavits, depositions, and other documents requiring an oath
  • Receipt of proof and acknowledgment of all writings relating to commerce and navigation
  • Acting as magistrate, in the writing of affidavits, and making declarations and certifying to the truth thereof.

Acknowledgement of Affidavits and Special Power of Attorney (SPA)

An affidavit is a written statement taken under oath before a notary public or magistrate.

In the execution of affidavits, facts within the personal knowledge of the affiant must be made directly, positively and fully. If the matters stated in the affiant's affidavit rest upon information derived from others rather than on facts within the personal knowledge of the affiant, then the affidavit must state that such matters are true to the best of his knowledge and belief.

Beginning 14 May 2019, if an affidavit is made by a Filipino before a foreign Notary Public in Norway, Iceland, or Sweden and the affidavit shall be used in the Philippines, the document should bear an Apostille from that country's appropriate authority to be recognized in the Philippines. The Embassy will no longer authenticate such affidavits. For more information, please refer to our announcement: https://www.philembassy.no/newsroom/announcement-regarding-the-entry-into-force-of-the-apostille-convention-on-authentication

For affidavits executed by a Filipinos before a Notary Public in Finland only, the same process as for authentication applies:

  1. The applicant must first have the original document and its English translation notarized by a Notary Public (please note that the Philippine Embassy requires that documents not in English be translated into English at all times)
  2. The signature of the Notary Public must then be authenticated by the Ministry for Foreign Affairs of Finland.
  3. The signature of the Ministry official will be authenticated by the Philippine Embassy in Oslo. Documents without the signatures and seals of both the Notary Public and the Ministry for Foreign Affairs will not be processed.
  4. Please bring the original and one (1) photocopy of the documentvalid passport/s of signatories and two (2) clear photocopies of their data pages if applying in person. If applying by post, please send the original document to be authenticated, one (1) photocopy of the document, and two (2) clear photocopies of signatories' passport  to the Embassy's mailing address:

The Philippine Embassy 
P.O. Box 322 SENTRUM 
N-0103 Oslo 
NORWAY

Please refer to the page Schedule of Fees to see the latest and updated prices for authentication services, including payment for documents sent by post.

A consular official of the Philippine Embassy may also perform the function of a Notary Public. In this case, the process to be undertaken is an acknowledgement, or the act by which a person who has executed an instrument such as an affidavit or Special Power of Attorney (SPA) goes before a competent officer such as a consular official and declares it to be his true and voluntary act and deed.

If an instrument is made by a Filipino before a consular officer of the Philippine Embassy and the instrument shall be used in the Philippines, the following procedure applies:

  1. Personal appearance of the person executing the document is required.
  2. The applicant signs the document in the presence of a Philippine consular officer, who makes an acknowledgement of it (please note that the Philippine Embassy requires that documents not in English be translated into English at all times)
  3. Please bring the original and one (1) photocopy of the documentvalid passport/s of signatories and two (2) clear photocopies of their data pages.

Please refer to the page Schedule of Fees to see the latest and updated prices for acknowledgement services.

Attestation of Employment Contracts

The Embassy also attests employment contracts of overseas Filipino workers bound for employment in Norway, Finland, Iceland, and Sweden. Please submit the following requirements:

  1. Employment contract, signed by both employer and employee, bearing Apostille (if from Norway, Iceland, or Sweden) or authenticated by the Ministry for Foreign Affairs of Finland (if from Finland) - original and one (1) photocopy
  2. Passports of signatories in the contract (employer and employee) - two (2) photocopies of each passport's data page
  3. Approved work permit or visa - two (2) photocopies
  4. If applying by post, please send the above to the Embassy's mailing address:

The Philippine Embassy 
P.O. Box 322 SENTRUM 
N-0103 Oslo 
NORWAY

Kindly note that all contracts of overseas Filipino workers hired directly (i.e. not through an accredited recruitment agency) must conform to the guidelines for direct hiring provided by the Philippine Overseas Employment Administration (POEA). The guidelines may be viewed by clicking here

Please refer to the page Schedule of Fees to see the latest and updated prices for attestation services.

NBI Card Fingerprinting

The Embassy assists Filipinos applying for NBI clearance by facilitating the applicant's fingerprinting of the NBI card form. Please 

  1. Personal appearance of the applicant is required.
  2. The applicant signs fills out the NBI card form and affixes his/her fingerprints in the presence of the Embassy's consular officer (NBI card form to be provided by the Embassy)
  3. Please bring original and two (2) photocopies of your valid passport's data page and one (1) recent 2" x 2" colored photo

Kindly note that the NBI card form is not the NBI Clearance itself. Once signed by the Embassy's consular officer, the form should be sent to the applicant's authorized representative in the Philippines, together with an authorization letter. The representative will process the clearance with the National Bureau of Investigation (NBI) on your behalf.

Please refer to the page Schedule of Fees to see the latest and updated prices for attestation services.

For your convenience, attached are downloadable affidavit templates.