Notarization and Apostille Process for Certificate of Employment Philippines

Notarization & Apostille of a Certificate of Employment (COE) in the Philippines

Comprehensive guide — updated 1 May 2025

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1. What a Certificate of Employment (COE) is

Element	Key points
Nature	A COE is a private document issued by an employer confirming the facts of an employee’s job (position, period of service, compensation, and, if requested, reason for separation).
Legal basis for issuance	Art. 6, Labor Code Implementing Rules; DOLE Labor Advisory 06-20 (and its predecessors) — the employer must release a COE within 3 working days from the employee’s request.
Typical reasons for overseas use	Visa/immigration applications, foreign job placement, proof of experience for professional licensure abroad, overseas loan or tenancy applications.

Because a COE is not a public document, any foreign authority that wants “official Philippine proof” of its authenticity will either (a) insist on an Apostille or (b) if its country is not a Hague Convention Party, require full consular legalization.

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2. Why you must notarize before you Apostille

1. Notarization converts a private writing into a public instrument.
   • Under the 2004 Rules on Notarial Practice and the Civil Code (Art. 1358), a notary public’s acknowledgment places the document under the presumption of regularity.
2. Only public documents are apostillable.
   • DFA’s Authentication Division will refuse a plain COE; it must bear a jurat or acknowledgment.

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3. Step-by-step Notarization

Step	What happens	Practical notes
1	Preparation – Print the COE on company letterhead; affix original signature of an authorized officer (ideally whose ID you will bring).	Scan a clean PDF copy for your records before handing the original to the notary.
2	Personal appearance before a notary public by the signatory or by the employee carrying a Special Power of Attorney (SPA).	Bring the government-issued ID that the notary will record.
3	Notary checks identity, volition, understanding, and documents.	The notary should refuse if the signatory does not appear or lacks authority.
4	Document is notarized – Acknowledgment/Jurat page stamped, signed, and given an entry number in the notary’s Notarial Register.	Ask for the notary’s office address and Commission Number; you will need these later.
5	Certificate of Authority for a Notarial Act (CANA) from the Regional Trial Court (RTC).	Required for each notarized document that will be apostilled. File it with the Office of the Executive Judge of the RTC that commissioned the notary. Processing: usually same day; fee ≈ ₱50.

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4. Apostille under the Hague Convention (in force for PH since 14 May 2019)

What	Details (as of 2025)
Governing instrument	Hague Convention of 5 Oct 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents (“Apostille Convention”).
Competent Authority	Department of Foreign Affairs – Office of Consular Affairs (DFA-OCA), Authentication Division.
Applicable documents	Public documents, including private writings that were duly notarized and have a CANA (for Metro Manila notaries) or certification from an RTC Clerk of Court/Executive Judge elsewhere.
Standard fee	₱200 – regular (release after 4 working days)  •  ₱400 – express (same-day).
Requirements	① Duly notarized COE with original CANA / Clerk of Court certification ② DFA Authentication Application Form ③ Photocopy of applicant’s ID ④ Online appointment confirmation (walk-in only for OFWs with proof).
Process	1. Secure online appointment via DFA website → 2. Personal appearance (or representative with SPA & ID) at chosen DFA-OCA site → 3. Pay at cashier → 4. Wait for release.
Output	A one-page Apostille Certificate stapled to the COE. It contains a unique QR-code for e-verification by foreign authorities.
Validity	The Apostille itself never expires; however, the receiving institution may impose its own “freshness” rule (often 3–6 months).
Where it works	All 128 Hague-apostille States/Territories (list at https://www.hcch.net after you choose “Apostille”).
If destination is not a Hague State	The apostille is useless; instead, request embassy/consular legalization after DFA red ribbon (now called “Authentication Certificate”). Check each mission’s requirements.

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5. COVID-era & electronic developments (2020-2025)

• Remote notarization: Supreme Court OCA Circular No. 27-2020 and Bar Matter No. 850 allow video-conference notarial acts during public emergencies. However, many DFA windows still demand wet-ink originals for apostille.
• e-Apostille pilot: Since late-2024, DFA has been issuing optional digitally-signed PDF apostilles for selected government-issued documents. Private COEs are not yet covered; you still have to present the paper original.
• One-person-appointment rule relaxed for OFWs: Returning OFWs may now bring multiple documents under a single walk-in slot (Advisory 08-2023).

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6. Typical timelines

Path	Calendar time
Standard (COE → Notary → CANA → Regular Apostille)	1 day (notary+CANA) + 4 working days (DFA) = ~1 week
Rush / Express	Notary and CANA morning; express Apostille release same day → 1 day
Provincial applicant	Add courier time to Manila if local DFA satellite lacks authentication desk (expect 7-10 days total).

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7. Common pitfalls

1. Unsigned or scanned signature – DFA refuses documents not bearing an original pen signature beneath the notarial acknowledgment.
2. Notary’s commission expired – CANA will be denied; check the date on the notary’s seal.
3. Missing CANA – Most rejections at DFA. Always obtain the RTC certification before lining up.
4. Staple removal – Do not remove the Apostille or any staple; tampering voids the certificate.
5. Using the Apostille for non-Hague countries – The receiving embassy will tell you to start over with its legalization process.

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8. Fees snapshot (budgeting guide, 2025)

Item	Government fee	Typical private cost
Notarial fee (acknowledgment)	–	₱200 – ₱500 (Metro Manila)
CANA / Clerk of Court certification	₱50	–
DFA Apostille	₱200 / ₱400	–
Optional courier to DFA	–	₱150 – ₱300 (LBC/JRS)
Courier return	–	₱200 – ₱250

Total out-of-pocket for Metro Manila walk-in: ≈ ₱450–₱950.

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9. Frequently-Asked Questions

Question	Answer
Can I apostille a PDF COE with a digital signature?	Not yet. DFA apostilles only paper documents with wet-ink signatures (except for select PSA and NBI e-copies).
Is the Apostille accepted in the U.S.A. and Canada?	Yes, the U.S. and its territories honor it. Canada joined the Convention on 11 Jan 2024; all provinces accept apostilles issued after that date.
Do I need a translation?	If the receiving country does not accept English, obtain a sworn translation after notarization but before apostille (so the translator’s affidavit becomes part of the package).
Can someone else process for me?	Yes—give them a Special Power of Attorney plus photocopies of your IDs. The SPA itself must be notarized but need not be apostilled if used only inside the Philippines (e.g., to file at DFA).
How long does a COE remain “recent”?	Immigration authorities typically require that the COE be issued within the last 3–6 months; check the specific checklist of the destination country or agency.

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10. Best-practice checklist (summary)

1. Request your COE early and specify any special wording the foreign authority wants.
2. Notarize with an active notary; photocopy both sides of the notary’s ID stamp for your records.
3. Secure CANA/Clerk of Court certification on the same day.
4. Book a DFA appointment—slots open every noon for the next two weeks; peak season is March–June.
5. Bring extra copies of every ID and the appointment confirmation email (printed or on phone).
6. Inspect the Apostille: name spellings, date, document description. Ask for correction before leaving the window.
7. Keep the Apostille attached and scan a PDF copy for backup.
8. Confirm Hague membership of the destination state; if in doubt, consult its embassy or the Hague Conference site.

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Final word — legal disclaimer

This article is for general informational purposes and does not constitute legal advice. Procedures and fees may change; always verify with the DFA, the relevant Philippine court office, and the foreign authority that will receive your document. For complex or high-stakes matters, consult a Philippine lawyer or a licensed immigration practitioner in the destination country.

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Prepared in Manila, 1 May 2025.