Guidelines for the Release of Passports

June 27, 2012

DFA DEPARTMENT ORDER NO. 18-12

SUBJECT  :   Guidelines for the Release of Passports

Effective immediately, all personnel of the Department are hereby instructed to observe the following guidelines for the release of passports:

1. Request for early release of passports

All requests from the personnel of the Department for the early release of passports of applicants should be signed by the Heads of Office where they are currently assigned.

The requests should be accompanied by the applicant's original receipt and proof of urgency to travel.

The same requests should be approved by the Assistant Secretary for Consular Affairs, Executive Director for Consular Affairs and the Passport Director or their duly authorized representatives.

In the case of FSPs, the request shall be approved by the Consul General or the Consul in charge of passports.

At the RCOs, the Officer-in-Charge will approve the request.

2. Release of the minor applicant's passport

Requests for the release of the passport of a minor applicant to a person, other than the parents or authorized guardian, will not be given favorable consideration.

The passports of the minor applicants may only be released to either parent who signed the minor applicant's passport application form or to the minor applicant's guardian holding a Special Power of Attorney executed by either parent or both parents and notarized/authenticated by the Philippine Embassy or Consulate General having jurisdiction over the place where the parents are currently residing and working. AEIcTD

Section 4 of the Implementing Rules and Regulations for Republic Act No. 8239 (otherwise known as the Philippine Passport Act of 1996) under Department Order No. 11-97 dated 25 February 1997 provides, "In case of minors applying for a passport, either parent shall accomplish and sign the passport application form for and in behalf of the minor applicant and shall attach thereto photocopy of his/her own passport. Further, an affidavit of support and consent to travel from either parent shall be required. In case both parents are abroad, the affidavit shall be authenticated at the appropriate Philippine diplomatic or consular post. In the event that the minor applicant is travelling out of the Philippines without either parent, a clearance from the Department of Social Welfare and Development (DSWD) shall be required."

3. Incapability of the applicant to release his/her passport

The applicant, who is physically incapable to release his/her passport for a valid reason, may authorize any immediate member of his/her family (e.g., father, mother, sister, brother, spouse, son or daughter) to release his/her passport. The authorized family member should present the following documents:

a. Authorization letter from the applicant, who should also indicate his/her valid reason why he/she could not come to release his/her passport. The authorization letter should be approved by the Assistant Secretary for Consular Affairs, the Executive Director for Consular Affairs or the Passport Director or their duly authorized representatives;

b. Original receipt issued by the Department for the consular fee paid by the applicant for passport; and

c. Copy of passport or any reputable picture ID of the authorized person (preferably ID issued by other government agencies like PRC Card, Driver's License, GSIS and SSS IDs).

4. Loss of the Official Receipt

Applicants who have lost their official receipt should present a notarized Affidavit of Loss to enable them to release their passports. In the absence of the said affidavit, the passports will not be released until the presentation of the said document.

5. Requesting personnel are not allowed to escort any applicant to the Releasing Section. cEITCA

6. OCA personnel should not entertain requests without approval from above-named officials of the Office of Consular Affairs.

7. Administrative Liability

Any violation or non-compliance with this Order by any personnel shall be administratively dealt with accordingly.

8. Repealing Clause

All Department Orders and circulars which are inconsistent with the provisions of this Order are hereby repealed accordingly.

9. Effectivity Clause

This Order shall take effect fifteen (15) days from the date of its filing with the University of the Philippines Law Center.

For guidance and strict compliance.

Parañaque City, June 27, 2012.

 

(SGD.) RAFAEL E. SEGUISUndersecretary of Foreign Affairs