Required Documentation

Applicants must submit the following items to initiate the replacement search:

• Official Search Form: Duly completed Application for Certified Copy of Entry in Register of Births/Deaths (available at the mission).
• Copy of the Lost Certificate: A clear photocopy of the original birth or death certificate (if available, this significantly accelerates the search registry tracking).
• Identification of Applicant: Original and one (1) copy of the applicant’s valid Kenyan e-Passport or second-generation National ID Card.
• Third-Party Consent: If applying on behalf of another adult, an official letter of authorization alongside a copy of their valid identification is required.
• Search and Issuance Fee: The non-refundable statutory processing fee paid via the designated consular channel.

Processing and Retrieval Guide

Digital Portal Initialization

• Log in to the eCitizen portal (dcrs.ecitizen.go.ke) and select "Civil Registration Services." Apply for a "Duplicate Certificate," input the original registration entry number, location, and year, and settle the processing fee online.

Consular Authentication

• Schedule a brief appointment at the Consular Section in the Philippines to submit physical copies of your identity documents and your eCitizen payment receipt for diplomatic validation.

Archival Search and Dispatch

• The CRS database in Nairobi locates the primary entry ledger, validates the digital record, and prints the official secure-paper duplicate certificate. The physical document is sent via diplomatic pouch to the mission in Manila for applicant collection.

Processing Window: The typical processing timeline for archival record retrieval and international transit is approximately four (4) to six (6) weeks. Applicants are advised to track their application status directly through their active eCitizen dashboard profile.