Notarial Services and Legalization of Documents

IMPORTANT: The Embassy is extending consular services by appointment only, until further notice. Walk-in applicants will not be entertained. Please click on our latest advisory here for more information on how to secure an appointment before visiting the Embassy.

Beginning 15 June 2019, we will no longer physically affix red satin ribbons to documents brought to the Embassy for legalization, 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 legalized document.

The Philippine Embassy, through its Consular Section, performs its notarial and legalization services in the context of the 1963 Vienna Convention on Consular Relations. 

Acknowledgment and Special Power of Attorney (SPA) and Other Instruments

A consular official of the Philippine Embassy may perform the function of a Notary Public. In this case, the process to be undertaken is an acknowledgment, 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.

Requirements

  1. Personal appearance of the persons executing the document
  2. Document to be acknowledged (ex. SPA, contract, deed, affidavit) - two (2) unsigned copies (applicant will sign in the presence of the Embassy's consular officer)
  3. Passports of signatory - original and two (2) photocopies of data page (page showing photo and complete name)
  4. Payment of fees (to be paid by applicant at the Embassy, in cash, Norwegian kroner only)
    • Acknowledgement of employment contract - NOK 225
    • Expedite fee for same-day processing (only for those submitting requirements in person at the Embassy) - NOK 90
  5. Self-addressed, self-stamped envelope from Posten Norway or printout of airway bill from courier (if choosing to have the acknowledged contract mailed when ready; for recommended envelopes and sizes from Posten Norway, please click here)

The applicant will sign 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)

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

Presentation of the official receipt issued by the Embassy is required if claiming your document in person at the Embassy.

For your convenience, attached below are downloadable affidavit templates.

If you are in Norway or Iceland and wish to execute an SPA or other instrument for use in the Philippines but are unable to appear personally at the Embassy, you may undergo the following procedure:

  1. The applicant must first have the original document and its English translation notarized by a local notary public in Norway or Iceland.
  2. The document should then be stamped with an Apostille from a competent authority in the same country. The following authorities issue Apostilles:

A document with an Apostille will be automatically recognized and accepted in the Philippines. It will no longer need to be authenticated by our Embassy.

Authentication of Documents for Use in the Philippines

Beginning 14 May 2019, the Embassy will no longer authenticate public documents issued in Norway and Iceland that will be used in the Philippines, such as foreign birth or marriage certificates, school records, etc. 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