Authentication, Notarials and Legalization

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.

Requirements for Authentication of Documents for use in the Philippines (a.k.a. "Red Ribbon")

Person/s applying for authentication/legalization of documents may do it in person or by post. Following 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 legalized by the Ministry of Foreign Affairs of Norway, Denmark, Finland, Iceland, or Sweden, depending on the document’s origin.
  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 of Foreign Affairs will not be processed.
  4. Please bring your valid Philippine passport and clear photocopy of its data page if applying in person. If applying by post, please send the document to be authenticated, clear copy of your passport, and self-addressed envelope to the Embassy's mailing address:

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

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.

If an affidavit is made by a Filipino before a foreign Notary Public and the affidavit shall be used in the Philippines, 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 legalized by the Ministry of Foreign Affairs of Norway, Denmark, Finland, Iceland, or Sweden, depending on the document’s origin.
  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 of Foreign Affairs will not be processed.
  4. Please bring your valid Philippine passport and clear photocopy of its data page if applying in person. If applying by post, please send the affidavit to be authenticated, clear copy of your passport, and self-addressed envelope to the Embassy's mailing address:

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

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. The applicant who has executed an instrument appears before a Philippine consular officer and make an acknowledgement of it (please note that the Philippine Embassy requires that documents not in English be translated into English at all times)
  2. Please bring your valid Philippine passport and clear photocopy of its data page if applying in person. If applying by post, please send the document to be acknowledged, clear copy of your passport, and self-addressed envelope 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 notarials and legalization services.

For your convenience, attached are downloadable affidavit templates.