Congratulations! After acing those nerve-wracking interviews and that tough skill set exam, you’ve officially entered the world of employment!
The next step after receiving a job offer is to complete all the necessary documents to seal the deal of your employment. As a fresh grad and soon-to-be part of the workforce, you need to prepare pre-employment documents even while you are still searching for a job.
Here’s the list of the essential documents you need to have on hand:
PSA Birth Certificate
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Your birth certificate from the Philippine Statistics Authority (PSA) is one of the most important documents you’ll ever have. Think of it as your official proof of existence—it includes key details like your full name, your parents’ names, where and when you were born, and other important info that confirms who you are.
To get a copy of your PSA, you can apply through https://psahelpline.ph. Here are the simple steps to order.
- Click the “Order Now” button, then choose the option “Birth” on the Certificate Type.
- Next, choose the option “My Own Birth Certificate” under the question to whom you are requesting. Then, fill in all the information needed, from your name to your delivery address or pickup location.
- Once done, ready an amount of 356 pesos per copy of your birth certificate. You can pay it through the bank.
- After paying for it, please wait for 3-8 working days for the delivery of your birth certificate if you live in the provinces. But if you live within Metro Manila, you will receive your copy on the next working day.
If you want to get your copy directly through the PSA office, you will need to schedule an appointment through the PSA Online Appointment System. Visit this link https://appointment.psa.gov.ph/ to book an appointment.
National Bureau of Investigation (NBI)
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The NBI Clearance is proof that you don’t have a criminal record, based on the National Bureau of Investigation’s database. You’ll need it for a lot of things—applying for jobs, traveling abroad, or even handling certain official documents. Here’s the guide to getting yours:
- Register Online: Go to https://clearance.nbi.gov.ph and create an account. (First-time job seekers get free clearance; others pay.)
- Fill Details & Sign Up: Complete all required personal information and click “Sign up.”
- Enter OTP: Input the One-Time Password received within 5 minutes of signup.
- Provide Additional Information: Fill in all remaining personal details marked with a red asterisk.
- Select Valid ID: Here’s what they accept
- BIR/ TIN
- Certification from Malacañang in connection with Indigenous Groups and Tribal Membership
- Driver’s License
- DSWD Foundling
- IBP License Card
- Government Employee ID
- National ID- You can register using this link https://philsys.gov.ph/registration-process/
- Pag-Ibig ID/ Loyalty Card
- MARINA ID
- Passport
- PhilHealth ID
- Postal ID
- PRC License
- PSA Birth Certificate
- PWD ID
- School ID together with the Current Registration Card
- Seaman’s Book
- Security License ID
- Senior Citizen’s ID
- Solo Parent ID
- Unified ID (UMID)– To apply, simply schedule your visit to an SSS branch online at https://member.sss.gov.ph/member/ — no walk-ins. The best part? This essential ID won’t cost you a single peso; it’s absolutely free!”
- Voter’s ID or Certificate of Registration
Agree to Terms: Click “I Agree” after selecting your valid ID.
Schedule Appointment: Pick your desired date, time, and NBI branch location for your in-person appearance.
Pay for Clearance: Complete payment using one of the available options (e.g., bank, online, Bayad Center, 7-Eleven).
Appear in Person: On your scheduled appointment, visit the chosen NBI branch. Bring two valid IDs (non-government IDs and Barangay Clearance are not accepted), wear semi-formal attire, and bring your NBI Clearance Receipt. Upon arrival, seek guidance from NBI personnel.
Police Clearance/ID
This document, issued by the Philippine National Police (PNP), confirms that you have a clean record in the PNP database nationwide. Some employers may ask for this in addition to NBI clearance. Moreover, police clearance is a valid ID within one year and can be used for government transactions as proof of identification.
To get a police clearance, you must prepare the following relevant documents:
- Valid IDs: Here’s what they accept
- Philippine passport
- Driver’s license
- National ID
- Unified Multi-Purpose ID (UMID)
- Voter’s ID
- Police Clearance ID, if you are renewing or updating your ID
- Alien Certificate of Registration for foreign nationals
- Proof of address
- Utility bills (electric, water, or telephone bills)
- A lease contract if renting
- Barangay certification to confirm your residency
- Birth certificate
- Clearance application form
- Payment
Just a heads-up: you’ll still need to show up in person at the police station so they can collect your biometric data.
Barangay Clearance
The Barangay Clearance is basically your official “I live here!” document. Some employers might ask for it, but it’s mainly used for getting government-issued IDs and opening bank accounts. To obtain your Barangay Clearance, head over to your barangay hall with your valid IDs and your cedula or community tax certificate in hand.
Social Security System (SSS) Number
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If you get hired by a private company, you need to submit your SSS number. SSS is a state-run insurance for workers in the private, professional and informal sectors. Giving your employer your SSS number is super important because they will be the ones remitting your contribution. This includes the employer’s portion of the contribution and the portion deducted from your salary. Paying into your SSS contributions helps secure an employee’s future benefits like retirement, sickness, maternity, disability and even access to loans. For first-time applicants, you can fill out your SSS E1 at this link https://member.sss.gov.ph/members/rcsmi/main.html and then follow the step-by-step process on the page before you click the start button.
Philippine Health Insurance Corporation (PhilHealth) Number
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PhilHealth can provide you with medical assistance and other health-related benefits. You must provide your PhilHealth number to your employer so they can remit contributions on your behalf. Here’s how you can get signed up for universal health insurance coverage with PhilHealth:
- Choose what’s easiest for you: you can register online from the comfort of your home using this link:
- https://memberinquiry.philhealth.gov.ph/member/pinApplication.xhtml. Or you can head over to a PhilHealth office if you prefer doing things in person.
- If you opt for an office visit, simply drop by any Local Health Insurance Office (LHIO) or PhilHealth Express outlet anywhere in the country.
- Once there, you’ll need to fill out two copies of the PhilHealth Member Registration Form (PMRF).
- After that, just submit your completed PMRF to the LHIO or PhilHealth Express staff.
- If you apply online, you will wait 3 to 5 business days to receive your PhilHealth number. However, if you walk in, you will get your Member Data Record (MDR) and your new PhilHealth ID Card on the same day.
Home Development Mutual Fund (Pag-IBIG) MID Number
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Someday, you’ll probably want your own home—with monthly payments that won’t break the bank. That’s where Pag-IBIG comes in. Make sure to give your Pag-IBIG MID number to your employer so they can handle your contributions. This helps you qualify for future benefits like housing loans, calamity loans, and multi-purpose loans. Pag-IBIG’s got your back! You can register online through their website: https://www.pagibigfund.gov.ph. You can follow the steps below.
- Click the “Be A Member” then select Register.
- Enter your personal details such as your name, middle name, last name, and birth date
- Complete the required details for your online membership registration, then click Submit.
- Once submitted, make sure to save your Registration Tracking Number (RTN) to verify your
- permanent Membership ID (MID Number after 2 to 3 working days.
Tax Identification Number (TIN)
Taxes are one of life’s certainties—and if you’re earning income, you’re required to pay them. That’s why you need to submit your TIN (Tax Identification Number) to your employer. They’ll use it to withhold and send your income tax to the Bureau of Internal Revenue (BIR). Most of the time, your first employer will help you get your TIN, but it’s still a good idea to know how the process works just in case.
You’ll primarily fill out BIR Form 1902 and prepare a valid government-issued ID, Community Tax Certificate or “Cedula”, PSA Birth Certificate and 1×1 recent photo . Then visit the nearest BIR office and submit your complete requirements.
Your TIN ID can be processed on the same day, if you submit the requirements after the office’s 1:00 PM cut-off. However, you must return the next working day to claim your TIN ID card.
Transcript of Records (TOR) and Diploma
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These two academic records serve as proof that you’ve completed your stated level of education and confirm the school name you listed on your resume.
FAQs about Pre-Employment Documents
How long did it take you to complete pre-employment requirements?
Normally, it would take one to two weeks to complete all pre-employment requirements including medical examination. Hence, it is better to start processing the government IDs and membership to get them even before you get hired.
Does submitting all the pre-employment documents mean I got the job? If not, what would be the reason?
No. The pre-employment document is part of their onboarding process, in which the employer assesses all your documents before you officially start a job. This confirms the accuracy of your information, such as your employment history, education, criminal record, medical results, and other relevant credentials, before you sign the contract.
Can I refuse a pre-employment assessment?
Yes, you can refuse to take a pre-employment assessment. However, doing so usually means you will no longer be considered for the job.
Apply Now at Lahat Jobs
Getting your pre-employment requirements ready might seem like a buzzkill when you’re pumped about your first job—but think of it as your official ticket in! These documents are more than just paperwork—they seal the deal on your job offer. Plus, the fact that your employer is asking for them is actually a great sign—it shows they’re legit and following the law. So gear up, get organized, and treat it as your first step into the professional world!
Ready to kick off your journey into the working world? Create or update your resume now at Lahat Jobs. Then, search for jobs on our website or download our app on the App Store or Google Play.
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