Victorias City

Applying for Out-of-Town Reporting of Birth, Marriage and Death

CHECKLIST OF REQUIREMENTS

OUT-OF-TOWN REPORTING OF BIRTH

Affidavit declaring the facts of birth of a person and the reasons why birth is not recorded in the civil register of the city or municipality where it occurred, attested by at least two (2) witnesses

Four (4) copies of the Certificate of Live Birth

Certificate of Marriage of Parents

If the child was born out of wedlock (born on or after March 19, 2004), submit the following attachments:

Affidavit to Use the Surname of the Father (AUSF) - duly notarized and registered at the Office of the City Civil Registrar; and/or
Affidavit of Admission of Paternity (AAP)
Community Tax Certificate of the Affiant/s
Government-issued ID of the Affiant/s

Note: If the application is for delayed registration of birth, the requirements under the rules governing delayed registration of birth shall also be complied with. (See Delayed Registration of Registry Record for Birth)

OUT-OF-TOWN REPORTING OF MARRIAGE

Affidavit declaring the facts of marriage and the reasons why said marriage was not recorded in the civil register of the city or municipality where it occurred.

Four (4) copies of the Certificate of Marriage

OUT-OF-TOWN REPORTING OF DEATH

Affidavit declaring the facts of death and the reasons why said death was not recorded in the civil register of the city or municipality where it occurred, with a corroborating statement from two witnesses.

WHERE TO SECURE?

OUT-OF-TOWN REPORTING OF BIRTH

Legal Office/CCRO

Office of the City Civil Registrar

Client's file M/CCRO where the marriage was registered

Client concerned

OUT-OF-TOWN REPORTING OF MARRIAGE

Legal Office/ CCRO

CCRO

OUT-OF-TOWN REPORTING OF DEATH

Legal Office/ CCRO

HOW TO AVAIL THE SERVICE

Client Steps :

Client presents the documents for registration of vital event to the EIC in the Registration Section.

It may be:

Certificate of Live Birth
Marriage Contract
Death Certificate
Others

Agency Actions :

CCRO staff shall:

Accept the document
Interview the client to check the correctness of the information/data
Check/examine the completeness of the documents presented

Fees to be Paid :

None

Processing Time :

3 minutes

Person Responsible :

BIRTH

MILDRED QUINDAP
Admin. Aide IV (Bookbinder II)

MARRIAGE

GINA GUINO-O
Admin. Asst. II (Adm. Asst.)

DEATH

FREDA FLORES
Admin. Aide II (Bookbinder I)

Client Steps :

Wait as the EIC prepares the COLB/MC/DC, as the case may be, and reviews the correctness of the entries.

Note:

Pursuant to MC 2024-17, the application for delayed registration of birth shall not be deemed received, for processing and subsequent posting, pending the verification of the concerned CCR on the completeness and authenticity of the documentary requirements and the veracity and genuineness of the statements made in the Affidavit by the applicant and documentary requirements.

Upon discovery of any inconsistencies, irregularities, and/or misinformation in the information provided by the applicant in the COLB form and other submitted supporting documents, the concerned CCR shall refuse acceptance of the application for delayed registration until the inconsistencies, irregularities, and/or misinformation have been remedied.

Agency Actions :

CCRO staff shall:

Prepare the document and examine/check the data encoded in the document
Assist the client in signing the document; CCRO staff also signs the document
Submit the document to the City Civil Registrar for verification and checking as to completeness and veracity of the documents presented

Fees to be Paid :

None

Processing Time :

40 minutes

Person Responsible :

BIRTH

MILDRED QUINDAP
Admin. Aide IV (Bookbinder II)

MARRIAGE

GINA GUINO-O
Admin. Asst. II (Adm. Asst.)

DEATH

FREDA FLORES
Admin. Aide II (Bookbinder I)

JULIE ANN C. ROA
City Civil Registrar

Client Steps :

All accepted applications for out-of-town registration of birth will be coursed through the PSO for transmittal and endorsement to the concerned record-keeping civil registrar pursuant to MC 2024-17.

Agency Actions :

CCRO staff shall prepare the documents for transmittal to PSO, then to the concerned C/MCR upon review and validation by the CCR of the evidence presented.

NOTE:

Pursuant to MC 2024-17, upon discovery of any inconsistencies, irregularities, and/or misinformation in the information provided by the applicant in the COLB form and other submitted supporting documents, the concerned CCR shall refuse acceptance of the application for delayed registration until the inconsistencies, irregularities, and/or misinformation have been remedied.

Fees to be Paid :

Fees to be incurred for mailing and other incidental expenses:

P 500.00 (for documents to be sent outside Negros Occidental)

P 200.00 (for documents to be sent within Negros Occidental)

Processing Time :

5 minutes

Person Responsible :

PSO

Client Steps :

The client shall be advised to come back after 20 days from the date of mailing to check the possible reply of the registering Civil Registrar.

Agency Actions :

Fees to be Paid :

Processing Time :

Processing time of the Out-of-Town Reporting of Birth / Marriage and Death depends on the response of the Office of the City Civil Registrar where the event is recorded.

Person Responsible :

BIRTH

MILDRED QUINDAP
Admin. Aide IV (Bookbinder II)

MARRIAGE

GINA GUINO-O
Admin. Asst. II (Adm. Asst.)

DEATH

FREDA FLORES
Admin. Aide II (Bookbinder I)

Client Steps :

Releasing of document if successfully registered document

Agency Actions :

CCRO staff releases the documents to the client

Fees to be Paid :