Step by step consularized document in the USA


Step-by-step consularized document for Filipino immigrants living in the USA

What is a Consularized Service?

The process of authenticating or certifying legal documents to be used in another country is called a Consularized document. In short, it’s a notary service done (authenticated) in an embassy.

How does consularized services work?

For example, suppose a Filipino residing in the USA wants to grant a Special Power of Attorney (SPA) to someone in the Philippines; the SPA must be notarized or, in this instance, consularized by the Philippines embassy in the USA.

The person should physically go to the Philippine Embassy to authenticate the SPA or have the document notarized (authenticated) through mailing at an apostille service.

IMPORTANT: Some companies will help you process consularized services for high fees. The step-by-step process is easy if you can physically visit the nearest consul (Philippines embassy).

What are the requirements for a consularized document?

  • Application form (FREE).
  • Document to be consularized/notarized.
  • Processing fee.
  • Self-stamped envelope.

Step by step consularize services:

1. Schedule your appointment.

Request an appointment with the Philippines Embassy by sending an email address

Put on the email subject “Notarials. Request an appointment by saying, “I would like to request an appointment for a consularized document.”

The embassy usually replies after a day with a link for available days.

2. Print your document(s) and do not sign yet.

Prepare the documents with other requirements and bring them to the Philippines Embassy once the appointment is confirmed.

Do not sign yet because signing should be done before a consul officer. The average processing fee is US$25 per document, typically paid CASH ONLY.

3. Buy a self-stamped envelope.

OPTION 1: United States Postal Services (USPS) and purchase a PRIORITY MAIL Envelope (self-addressed stamp and tracking, approximately US$60). It will take 2 to 4 weeks to process and for the recipient to receive the document.)

OPTION 2: A prepaid “pre-addressed airbill” with sender and recipient address (DHL, FedEx, etc., approximately US$120) for faster door-to-door delivery.

4. Bring documents in person to the embassy

  • Documents (do not sign documents such as SPA, Affidavit, etc.)
  • Bring a self-stamped USPS envelope or FedEx/DHL prepaid airbill.
  • Approximately US$25 processing fee (No need to notarize)

5. Wait for the document to be mailed back to you

The embassy will validate your document and issue a signed certificate saying it has been notarized (consularized in this case). The certificate will have a red ribbon and golden seal attached to it.

You will then send it to your recipient.



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