Easy Guide to Apostille for SRRV Applicants

If you’re applying for the Special Resident Retiree's Visa (SRRV) this guide will help you to navigate the process of getting your documents apostilled so they’re ready for use in your application.

What is an Apostille?

• An Apostille is a certificate that confirms a document is legitimate. 

• It is attached to your original document. 

• Apostilles are usually used for documents issued by government agencies such as police clearances and birth, death, and marriage certificates. 

• Apostilles replace the previous authentication and legalization process.

Are my documents eligible for Apostille?

Probably. If your documents were issued from a country on this list Hague Convention Apostille Countries then they can be apostilled and submitted with your SRRV application.

IMPORTANT: Apostilles from Germany, Greece, and Finland are not accepted in the Philippines.

A foreign document without an accepted apostille will need to go through the former (long and miserable) authentication and legalization process:

1. the document must be notarized in the foreign country;

2. the notarized document will then have to be “authenticated” by the government in the foreign country; then

3. the authenticated document must be “legalized” by the Philippine embassy located in the foreign country (it can take months to get an appointment).

Why do I need Apostilles on my documents?

Every document issued outside the Philippines must be authenticated and the easiest way to do that is by using an Apostille. Authentication is required for foreign documents to be recognized as legal and valid in the Philippines. 

This is especially important for an SRRV applicant, who needs to submit various foreign documents as part of the visa application. The Philippine Retirement Authority (PRA) will not accept your documents without proper authentication and they will not process your application with incomplete requirements. 

Which documents need an Apostille?

Some common documents that require an Apostille include:

• Police Clearance Certificate

• Medical Certificate (if issued outside the Philippines)

• Pension Entitlement / Confirmation

You may also need (depending on your SRRV type):

• Military Discharge Summary

• Educational Diplomas and Transcripts

• Birth Certificate

• Marriage Certificate

• Proof of former employment

Check your personal list of requirements under “My SRRV”.

How to Get Documents Apostilled

Easy ways:

1. Order a replacement document and ask for the Apostilled or “International” version. You may need to escalate your request up the chain until you find someone that knows what this means. 

2. Bring your existing original documents to a Notary. Have your document(s) notarized, and sent for Apostille.

3. Pay a third-party document authentication service to do it all for you.

1. Obtain the Original Document: Make sure you have the original document that needs to be apostilled.  IMPORTANT: Documents must usually bear an original signature that can be authenticated. This could be on a cover letter. In some cases, transactional documents will need to be verified to a Notary’s satisfaction. Unsigned plain paper printouts are not generally suitable.

2. Make sure it’s in English… Or get a certified translation into English and attach it securely to the original.

3. Authenticate the Document: The document will need to be authenticated by the government agency that issued it or by a Notary (or at a courthouse or most lawyer offices). 

4. Submit the Document to the correct Designated Authority: Submit government authenticated documents to the designated authority for the place where the original document was issued. Notarized documents should be submitted to the designated authority for the place where it was signed (or have your Notary submit for you). The authority will issue the Apostille certificate, attach it to your document and send it back to you.

Specifics for selected countries: (I’ll try to add other countries in the future)

1. United States:

2. US Federal agency documents (including FBI clearance, SSS, military) must be apostilled by the US Department of State. If you are outside the US contact the Office of Authentication at the nearest U.S. Embassy or Consulate for assistance with authenticating federal documents.

3. Each state has their own designated authority for apostille of state documents including local/state/county police certificates. Documents issued by a state must be apostilled by the designated authority in the state where the document was issued. 

4. Notarized documents are generally apostilled by the state government where it was notarized. Google “(state name) apostille”

1. Canada:

2. Canadian Federal agency documents (including RCMP clearance) must be apostilled (it’s free!) through Global Affairs Canada.

3. Each province has their own designated authority for apostille of provincial documents including city police certificates and most pension plan documents. 

4. If your document was issued or notarized in Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, or Yukon you must send it to Global Affairs Canada for Apostille.  

5. If your document was issued or notarized in Alberta, Ontario, or Saskatchewan you will send it to that province’s designated authority for Apostille. Documents can be notarized in these provinces regardless of where they were issued.

6. If your document was issued or notarized in British Columbia or Quebec you will send it to that province’s designated authority for Apostille. Documents can be notarized in these provinces only if they were issued there.

1. Other Countries:

2. Contact the Apostille authority in your country from this list: Hague Convention Apostille Authorities 

1. Wait to receive your apostilled document:

Documents Issued in the Philippines

• Original documents issued by the Philippines Statistics Authority (PSA) do not need an Apostille.

• Medical Certificates issued in the Philippines do not need an Apostille. The medical is usually much cheaper in the Philippines too. For these reasons we recommend getting your medical done after you arrive.

• Documents produced by or notarized by foreign embassies/consulates in the Philippines are considered “consularized” and acceptable. They do not need an Apostille.

Important Reminders

• Make sure to check with the Philippine Embassy or Consulate in your country of origin for the specific requirements for getting documents apostilled.

• Start the Apostille process early, as it may take some time to complete.

• Keep copies of all your documents and the Apostille certificates in a safe place.

Additional Tips

• Consider hiring a professional document service to assist you with the Apostille process. This can save you time and effort, especially if you are not familiar with the process.

• Be prepared to pay the required fees for either government or third-party Apostille service.

• It is generally much cheaper and much faster to have your documents apostilled before you arrive in the Philippines.

I hope this takes some of the mystery away from apostilles and helps you get your documents ready for submission with your SRRV application.