ARCHDIOCESE OF TUGUEGARAO Chancery Department: HOW TO CORRECT AND RECONSTRUCT CHURCH RECORDS

The Following shows the steps to follow when requesting for partial changes or full reconstruction of records. This applies to Parochial Books of Records of Baptism, Confirmation and Marriage.

STEP 1:
For Partial Changes, secure the following from your parish:

1.Letter from the Parish Priest requesting for the partial changes of Parish Records. This is a letter from the parish priest addressed to His Excellency Most Rev. Diosdado A. Talamayan, D.D., stating your request to make Partial Changes on your baptismal, confirmation or marriage record.
2. Affidavit for Partial Changes of Parish Record. This is an affidavit executed by the petitioner, sworn before the Parish Priest stating the corrections and purpose of the request.

For full reconstruction of Records, secure the following from your parish:
1. Letter of the Parish Priest requesting for Full Reconstruction of Parish Records. This is a letter from the parish priest, addressed to His Excellency Most Rev. Diosdado A. Talamayan, D.D., stating your request to make the Full Reconstruction of your baptismal, confirmation of marriage record.
2. Affidavit for Full Reconstruction of Parish Record. This is an affidavit executed by the petitioner, sworn before the Parish Priest stating the corrections and the purpose of the request.

STEP 2:
Submit for EVALUATION the above documents to the Chancery Department, together with the following basic requirements:
1. A copy of a newly issued birth certificate
2. A copy of the baptismal, confirmation or marriage certificate that you wish to correct
Based on the EVALUATION, you may or may not be asked to submit additional requirements (SEE BELOW).

STEP 3:
If there are no problems, your application for Partial Changes or Full Reconstruction will be immediately approved. A written decree shall be issued by His Excellency, authorizing your parish priest to grant your request to correct or reconstruct your records.

STEP 4:
Bring the written decree and attached documents to your parish to allow them to implement the correction and issue a corrected or reconstructed certificate.

Only the persons concerned or their parents may apply for Partial Correction or Full Reconstruction of records. Other representatives or agents are required to submit a Letter of Authorization or Special Power of Attorney if the concerned party is in other place or abroad.

All the required documents are valid only for 6 (six) months from the date of issuance. Application after the lapse of the validity would require newly issued requirements.

Checklist of Requirements for Full Reconstruction of Baptismal Records
( ) Certified true copy of a newly issued birth certificate from the office of the Local Civil Registrar, if you were born in a municipality within Cagayan
( ) Certified true copy of newly issued birth certificate from the National Statistics Office for those born outside Cagayan
( ) Certified true copy of newly issued Parent’s Marriage Contract from the Local Civil Registrar’s Office
( ) If married, certified true copy of newly issued Church Marriage Certificate
( ) Form 137 (Elementary School Record); High School Record; Transcript of Record

For Cases Without Birth Certificate and Late Registry of Birth Certificate
( ) Certificate of “No Record” from the Local Civil Registrar’s Office where person was born
( ) Certificate of “No Record” from the National Statistics Office
( ) Certified true copy of Hospital Records/Lying in Clinic Records
( ) Notarized affidavit explaining why birth was registered late or why there are no records

Accepted proofs
( ) Memorandum of Baptism
( ) Pictures taken during Baptism
( ) Confirmation Certificate
( ) Official Receipt issued by the Parish

Full Reconstruction of Baptismal Record when no proof is available
( ) Notarized affidavits with details of the baptism of the person; Affidavit executed by (a) parents (b) witness/sponsor
( ) When picture is presented as evidence, A Notarized Affidavit identifying the picture is required
( ) Certificate of “No Record” of Baptism from nearby Parishes

Others
( ) SSS (E-1 or E-4)
( ) GSIS Membership Form
( ) Certified true copy of Hospital Records/ Lying in Clinic Records
( ) Special Power of Attorney for representative if parents or baptized person is abroad
( ) Authorization Letter in case a representative is sent to process the papers
( ) Alien Certificate of Residency (ACR)
( ) Immigrant Certificate of Residency (ICR)

Checklist of Requirements for Full Reconstruction of Marriage Records
( ) Certified true copy of newly issued birth certificate of Bride and Groom from the Local Civil Registrar’s Office
( ) Certified true copy of newly issued birth certificate of bride and groom from the National Statistics Office
( ) Certified true copy of newly issued Parents Marriage contract from the National Statistics Office
( ) Baptismal Certificate both Bride and Groom
( ) Form 137 (Elementary School Record), High School Record; Transcript of Record

For Cases Without Birth Certificate and Late Registry of Birth certificate
( ) Certificate of “No Record” from the Local Civil Registrar’s Office where person was born
( ) Certificate of “No Record” from the National Statistics Office
( ) Certified true copy of Hospital Records
( ) Notarized affidavit explaining why birth was registered late or why there are no records

Accepted Proofs:
( ) Pictures taken during Marriage
( ) Old Marriage Contract
( ) Wedding Invitation
( ) Official Receipt issued by the Parish

For Full Reconstruction of Marriage record WHEN NO PROOF IS AVAILABLE
( ) Notarized Affidavit with details of the baptism of the person. Affidavits executed by (A) the bride and groom (B) witness
( ) When picture is presented as evidence, a Notarized Affidavit identifying the picture is required

Others
( ) SSS (E-1 or E-4)
( ) GSIS Membership Form
( ) Certified True Copy of Hospital Records
( ) Special Power of Attorney for representatives if parents or baptized person is abroad ( ) Authorization Letter in case a representative is sent to process the papers
( ) Alien Certificate of residency (ACR)
( ) Immigrant Certificate of Residency (ICR)

Checklist of Requirements for Partial Change of Baptismal, Confirmation and Marriage Church Records
( ) Certified true copy of newly issued birth certificate from the Local Civil Registrars Office
( ) Certified true copy of newly issued birth certificate from the National statistics Office
( ) Certified true copy of newly issued Parent’s Marriage Contract from the Local Civil Registrars Office
( ) Certified true copy of newly issued Parent’s Marriage Contact from the national Statistics Records
( ) Certified true copy of newly issued Church Marriage Certificate
( ) Form 137 (Elementary School Record); High School Record; Transcript of Record

For Cases Without Birth Certificate and Late Registry of Birth Certificate
( ) Certificate of No Record from the Local Civil Registrar’s Office
( ) Certificate of “No Record” from the national Statistics Office
( ) Certified true copy of Hospital Records/Lying In Clinic Records
( ) Notarized affidavit by the parents explaining why birth was registered late or why there are no records.

For Complicated Cases
( ) Notarized affidavit by the parents explaining discrepancies

For Adoption Cases
( ) Certified true copy of the Court’s Decision on the Adoption
( ) Certified true copy of Finality
( ) Un-amended Birth Certificate
( ) Amended Birth certificate

Others:
( ) SSS (E-1 or E-4)
( ) GSIS Membership Form
( ) Certified True Copy of Hospital Records
( ) Special Power of Attorney for representatives if parents or baptized person is abroad ( ) Authorization Letter in case a representative is sent to process the papers
( ) Alien Certificate of residency (ACR)
( ) Immigrant Certificate of Residency (ICR)