Instructions on Changes of Parochial Books

Circular 2011-17
To:

All Parish Priests and Parish Secretaries:

It has been a practice since we were part of the Archdiocese of Manila

to secure the permission of the Bishop to effect partial changes and full
reconstruction of records in the Canonical Books, particularly the Liber
Baptismorum and Liber Confirmatorum. The first Plenary Council of the
Philippines (FPCP, Decree no. 323) provided the legal basis for such formality
so as to protect our records from unwarranted and arbitrary changes, effected
without the knowledge of proper authorities.
Through this instrument, we expand the instructions on the changes in
the parochial books to include Liber Matrimonium and Liber Defunctorum,
aside from those two previously mentioned. Let me make the following
instructions:
1. No records in the Liber Baptismorum, Liber Confirmatorum, Liber
Matrimonium and Liber Defunctorum will be changed or added
without obtaining the Decree Authorizing Partial Changes or Full
Reconstruction of Parish Records from the Chancery Office.
2. The Parish Priests must petition the Bishop for permission to effect the
necessary changes through a letter personally signed by the former,
containing the details of the changes.
3. Attached to this petition letter are the following: the AFFIDAVIT signed
by affiant, stating the reason/s for the wrong or non-entry of facts, and
other required documentary proofs for veracity of the claims. E.g.
receipts, photos, baptismal certificates, schools records, and other
government issued documents.
4. In the space provided in the OBSERVANDA the permission is to be
noted, stating the decree no. E.g. Partial Change granted. See: Decree
No. XX
5. For Partial Changes: No corrections shall be made on the entry in the
books, by erasing or altering the details of the entry. Keep in a folder
containing the decrees of partial changes and full reconstruction of
entry, where the proper corrections are found for reference.
6. For Full Reconstruction of Records as I have verbally instructed during
my last Pastoral Visit to our parishes: Leave open the last two pages of
your current Canonical Books of Baptisms, Confirmations, Marriages
and Deaths where new entries for Full Reconstruction will be recorded.
These entries are arranged chronologically according to the date of the
Decree by the bishop.

7. In another forthcoming Circular, I will issue pertinent instructions on

recording Baptisms, Confirmations, Marriages, and Deaths so that
everyone will have the same understanding of the data being requested
in each of those Canonical Books.
May I remind parish priests and their parish secretaries of this duty to
keep our records free of any possible mistake by obtaining the right
information from the applicants, as well as the necessary supporting
documents for verification purposes. Please sign at the bottom page of the
records on the line marked Parochus.
For your compliance.
Given in the Chancery in Fairview, Quezon City, 2 September 2011.

Most Rev. Antonio R. Tobias, DD

Bishop
Attested by:

Rev. Fr. Jerome U. Rosalinda

Chancellor