COE without detailed Job Description and Other Supporting Documents

lock_code2004 · December 2012

No Detailed Job Description from HR:

If you you have a generic COE from your HR, but you don't have a detailed Job Description, here are some suggestions:
1) create your own job description and ask your manager/supervisor/senior colleague to sign it, or anyone with a higher rank in the company who can attest to your skills/job responsibilities, someone with the same level as you is not acceptable.
-- of course, contact information of the signatory should be included (Telephone, address and email) and their ID (Company ID, business card, passport)
-- if possible, put this in a company letterhead as well (same with your COE).. copy or ask a blank page with company letterhead from your friendly HR or company secretary..
-- then CTC as required by your assessing body

2) this second option is not recommended, and some other assessing authorities are not accepting this.. but if you want to take the risk, make a self-declaration, detailing why you cannot get a detailed job description (such as company closed already etc..)

Other Supporting Documents:
Most likely the CO/Assessing authority will ask for other supporting documents to validate your claim:
- payslip, contract, awards, certificates, promotion letter, ID (from the company)
- Yearly Income Tax Return, SSS total contribution, and PAG-IBIG, kung makakuha kayo ng report (eto ang pinaka okay dahil galing sa gov't offices)
- pwede din bank account showing monthly remittance of salary from the old company..
- kahit ano na pwede mag-establish na totoo talga ung company (maybe business permit, registration from DTI or SEC)

hotshot · December 2012

for my case, my previous employer does not issue detailed COE's because they classify it as "confidential information". so i had no choice but to create an employer reference with detailed job description and had my ex-boss sign it. this is not printed in a company letterhead. so ang pinasa ko sa ACS that time ay (1) generice COE, (2) detailed COE signed by my ex-boss in plain paper, (3) self statutory declaration.

unfortunately, the detailed COE and self-statutory declaration were not accepted by ACS. so, i had to make an affidavit signed by my ex-boss and submitted this to ACS together with the generic COE again. after this, they accepted it and approved my skills assessment application.

i submitted the same docs to DIAC (generic COE and affidavit) and wala naman silang hininging extra documents like payslips or contracts. naging smooth naman ang visa application ko.

but, if you have other supporting documents on hand, then go ahead and attach it. ok nang sobra ang documents, wag lang kulang.

lock_code2004 · December 2012

@hotshot - for everybody's information, what was the difference between these two:
a) detailed COE signed by my ex-boss in plain paper
b) affidavit signed by my ex-boss

hotshot · December 2012

@hotshot - for everybody's information, what was the difference between these two:
a) detailed COE signed by my ex-boss in plain paper
b) affidavit signed by my ex-boss

a) detailed COE signed by my ex-boss in plain paper
- basta statements lang printed sa bond paper tapos pinirmahan lang ng boss ko.

b) affidavit signed by my ex-boss
- same statements pero this time nakalagay sa affidavit. tapos ang pumirma in front of the lawyer/notary ay yung boss ko. ginawa ko to dahil ayaw nila ng stat dec/affidavit na ako ang pipirma. dapat yung boss ang pipirma.

vhoythoy · December 2012

Hmmm. 3 kasing employers ko walang detailed job descriptions. 2 dito sa Singapore at Isa sa Pinas. Bale 4 lahat employers ko, isa lang may detailed job description. Pwede bang isang affidavit lang para sa 3 employers, sama2 nalang? Haha, prob ko din ayoko mag papirma sa boss ko ngaun, kasi baka ano isipin nila. Medyo mahirap2. Not sure kung gaano ka higpit vetasses. Kumpleto naman ako ng corroborating evidences such as payslip, contracts, IRAS cert, etc. Pero dun 2 employers na walang detailed job descriptions, audit firms naman yun at auditor ako, so obvious naman na yun ang work ko. So meron ako ngaun 4 na generic COE in each Company's letterhead, tapos yung isa lang may detailed yun sa SGV, buti pa yun. haayz. submit ko muna tapos bahala na kung manghingi pa ng additional vetasses =(

vhoythoy · December 2012

Yang affidavit na yan dito ba yan sa Singapore or sa Pinas? Bibigyan mo soft copy yung notary public or print mo sa hard copy ng affidavit template tapos notarise lang nila? di ko alam procedures, di pa kasi ako nag papaafidavit

hotshot · December 2012

Hmmm. 3 kasing employers ko walang detailed job descriptions. 2 dito sa Singapore at Isa sa Pinas. Bale 4 lahat employers ko, isa lang may detailed job description. Pwede bang isang affidavit lang para sa 3 employers, sama2 nalang? Haha, prob ko din ayoko mag papirma sa boss ko ngaun, kasi baka ano isipin nila. Medyo mahirap2. Not sure kung gaano ka higpit vetasses. Kumpleto naman ako ng corroborating evidences such as payslip, contracts, IRAS cert, etc. Pero dun 2 employers na walang detailed job descriptions, audit firms naman yun at auditor ako, so obvious naman na yun ang work ko. So meron ako ngaun 4 na generic COE in each Company's letterhead, tapos yung isa lang may detailed yun sa SGV, buti pa yun. haayz. submit ko muna tapos bahala na kung manghingi pa ng additional vetasses =(

parang hindi pwede. kasi kung ang ex-boss mo ang pipirma...parang imposible naman na same ang boss mo sa 3 employers na yun? hehe

hotshot · December 2012

Yang affidavit na yan dito ba yan sa Singapore or sa Pinas? Bibigyan mo soft copy yung notary public or print mo sa hard copy ng affidavit template tapos notarise lang nila? di ko alam procedures, di pa kasi ako nag papaafidavit

"Statutory Declaration" for commonwealth countries, "Affidavit" sa Pinas. sa Pinas kasi, isa lang naman format ng affidavit so nung pumunta ng notary, naka-print na yung affidavit. kelangan lang pirmahan sa harap nila to witness. pero, kung may kakilala naman kayo na notary, pwede naman gawan ng paraan para di nyo na isama ang boss nyo dun sa notary. alam nyo naman sa pinas....lahat may presyo. hehehe

vhoythoy · December 2012

uu nga. mukhang malabo maisama yung dati kong boss sa notaryo haha. Bahala na, submit ko nalng yung generic COE, balitaan ko nalang kayo..

aliane · December 2012

hi! share q lng dn...we actually had that problems dun s isang company ng husband q...he had a 3 yrs experience dun kya nanghihinayang kmi n ndi kmi mkpag produce ng coe...problema nmn dun wl n ung payslips nya n naitabi dati kc na Undoy, then na check nmin wlng hulog sa SSS, uwi cia ng pinas this january pr asikasuhin yn kc my contact p cl nung dati nyang supervisor...ngaun dapat pl ipa affidavit ung generic coe nya dun ... buti ngkaroon ng ganitong thread, salamat s infos! i will update dn if ever my progress

Birhen_ng_Guadalupe · December 2012

hi! share q lng dn...we actually had that problems dun s isang company ng husband q...he had a 3 yrs experience dun kya nanghihinayang kmi n ndi kmi mkpag produce ng coe...problema nmn dun wl n ung payslips nya n naitabi dati kc na Undoy, then na check nmin wlng hulog sa SSS, uwi cia ng pinas this january pr asikasuhin yn kc my contact p cl nung dati nyang supervisor...ngaun dapat pl ipa affidavit ung generic coe nya dun ... buti ngkaroon ng ganitong thread, salamat s infos! i will update dn if ever my progress

Kung within 7 years pa yan, pwede ka pa makakuha ng bank statements. Like sa BPI, they keep records up to 7 years. Then highlight na lang kung alin dun ang payroll entry. Kumuha ako ng bank statements both SG at Pinas just in case though di naman hiningi ng CO.

sydneyblued · December 2012

hi! share q lng dn...we actually had that problems dun s isang company ng husband q...he had a 3 yrs experience dun kya nanghihinayang kmi n ndi kmi mkpag produce ng coe...problema nmn dun wl n ung payslips nya n naitabi dati kc na Undoy, then na check nmin wlng hulog sa SSS, uwi cia ng pinas this january pr asikasuhin yn kc my contact p cl nung dati nyang supervisor...ngaun dapat pl ipa affidavit ung generic coe nya dun ... buti ngkaroon ng ganitong thread, salamat s infos! i will update dn if ever my progress

Yung dati nyang Supervisor sa same company pa din nagwowork? Baka pwedeng magrequest sa kanya ng new COE with detailed job description on a Company letterhead... less hassle pag makakuha sya, he won't need to provide affidavit anymore.

aliane · December 2012

@sydneyblued ...na dissolved n ung company a few yrs back pa...kya lng nmn up to now my contact cl nung supervisor niya is because yng last work nya before kmi mg SG ay magka trabaho sila, hopefully mging mabilis ang pag ayos nya ng coe,,ilang araw kaya ang pagkuha ng affidavit? ty!

@Birhen_ng_Guadalupe ...pede pl un, sayang nk 3 yrs lng po cia e

ty!

hotshot · December 2012

@aliane : same day lang din ang affidavit. basta nagawa nyo na ang document...pipirmahan lang yun sa harap ng notary/lawyer tapos konting tatak, bayad, tapos ok na.

lock_code2004 · December 2012

@aliane - ang ibig pong sabihin yata ni @birhen ay kung from last 7 years lang ung work experience nya.. meaning, anytime between now 2012 and 2005... eh makakkuha pa kayo ng records sa bank..

kasi 7 years lang ang data retention ng banko... so ung mga records ng 2004 and before.. eh wala na...

zro · January 2013

Kung wala na ba ang ex-boss mo sa ex-company mo, pwede pa din ba syang pumirma sa detailed CoE with job description? Pwede bang backdated itong document na to?

Or sa affidavit na lang sya pwede pumirma na cinoconfirm ang job description mo nung under ka pa sa kanya?

lock_code2004 · January 2013

Kung wala na ba ang ex-boss mo sa ex-company mo, pwede pa din ba syang pumirma sa detailed CoE with job description? Pwede bang backdated itong document na to?

Or sa affidavit na lang sya pwede pumirma na cinoconfirm ang job description mo nung under ka pa sa kanya?

Eto ang ranking based on what is most acceptable:

1) COE + detailed job description on a company letterhead signed by HR

Or
2) COE from company letterhead (HR) + affidavit signed by someone (who knows you of course) still in the company in company letterhead

Or
3) COE from company letterhead (HR) + affidavit signed by someone (who knows you of course) who used to work from the company
- if they can provide ID, or any business card to identify that they have worked in the company is better
- state why the company cannot give a detailed job description,
- state how/how long they know you. (like he is your ex-boss, or ex-senor colleague).. etc..

so in this case, your case would probably the same as No.3 in my suggestions..
im not sure about the back-dated thing.. baka may issue sa verification..

adelle_82 · January 2013

in my case nman dito sa UAE my present employer did not provide the detailed COE kahit pa iiyak ako sa harap nila so I made a "Statutory Declaration" with all the details of my company, salary, part/full time and job description as well as reason why you cannot provide the detailed COE including the details of my direct superior and contact number signed by somebody from the Australian consulate d2 sa Abu dhabi attached with other documents like increment letter, salary slips, etc. Accepted nman ng Engineer's Australia and DIAC...

But I think it also depends on the Case Officer kasi friend ko same kami ng ginawa accepted ng Engineer's Australia but ni require cya ng DIAC case officer nya na mag produce ng detailed COE and additional documents. Damihan lang din cgro ng supporting documents.

loudandclear · January 2013

pa join...

1.) kasama pala yung salary sa COE. di ko kase nabasa sa ACS website, pero nakita ko sa DIAC website. anyway, ano po specific na salary info na ilalagay sa COE, ok na ba yung "last monthly salary received" lang?

2.) i had worked sa isang consulting agency with different clients. ito ang challenge sa akin. i handled different projects under different managers. i dont think mapapapirma ko sila isa isa sa detailed COE ko. I created a draft COE with all my projects and my role for each project. Ok lang ba HR manager lang pumirma?

thanks.

lock_code2004 · January 2013

@jaero - yup.. pareho lang ang question nya..

lock_code2004 · January 2013

@loudandclear

1. yup okay na ang current or last salary received..
2. definitely, okay na HR lang ang pumirma.. sa mga "well-organized" na company HR talaga ang may records ng job description ng mga employees..

vhoythoy · January 2013

Paano po ba procedures sa pag affidavit? May 2 kasi akong employer na walang detailed job descriptions pero may generic COE in Company's letterhead and supporting docs like contracts and payslips and ITR.

MAs madali po ba mag pa affidavit sa pinas? Need ba pumirma yung representative ng company ko? Paano po sa notary public, ready ko na ba yung documents tapos pirmahan lang nila or bigyan ko lang sila ng copy ng job descriptions at sila na bahala gumawa ng affidavit kung may template sila?

loudandclear · January 2013

@loudandclear

1. yup okay na ang current or last salary received..
2. definitely, okay na HR lang ang pumirma.. sa mga "well-organized" na company HR talaga ang may records ng job description ng mga employees..

thanks @lock_code2004 for the reply.

anyway, sa 2 companies ko... since hindi sya consulting company wherein yung mga managers dito belong to the same company... isinama ko sa signatories yung IT Manager. Bale HR Manager & IT Manager ang signatories. Worried lang ako, baka sa another company ko (yung consulting agency nga), ganito din ang hanapin nilang format.

ace_jef · January 2013

got this from another forum, hth - I will be using this for 3 companies - good thing I still have contacts on my previous bosses

------------------------------

I, XXXXX, born on XXX in XXXXX, XXXX, holding Passport XXX, do solemnly and sincerely declare and affirm that:
I am a Full Time Employee of XXX since XXX as XXXX in XXX technologies . I have attached herewith various artifacts issued by the company to evident the same i.e. Employment Certificates, Salary Certificate, Appraisal Letter and Salary Pay slips.
I further declare that I am unable to provide detailed employment reference letter with detailed job description on Company Letter Head from my current employer, XX This is because XXXs policy does not permit employees seeking another employment or making another arrangement during employment with XXXXX. Also, there may be an impact on my current performance and work profile as I have recently received promotion if I ask for the reference from my Senior Manager in XXXX.
Present Employment
Employer: XXXXX
Employment period: XXX
Total Duration: XXX months

Employment History with xXXX
Designation :
Period :
Roles & Responsibilities :
Evident By :

Company Profile
XXXXXXXXXXXXXXX
XXXXXXXXXXXXXxx

Daily Duties and Responsibilities
XXXXXX

Tools & Technologies
XXXXXXXXX

Professional Awards & Recognitions
XXXXXXXX

Academics & Certifications
XXXXXXXX

Project Details
Project Title : xxxxx
Duration : XXX
Team Size : xx
Technologies : xxxxxx
Roles & Responsibilities : XXX
Project Description : XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

And I make this solemn declaration by virtue of the ……..

Declared at XXXX, XXXX on the _____ day of ________ 2009

Before me:

Witnessed by (Signature by Declarant) (Signature by Notary Public)

------------------------------

vhoythoy · January 2013

Jan ba a statutory declaration (Commonwealth of Australia STATUTORY DECLARATION Statutory Declarations Act 1959) ang pipirma lang is ikaw at yung lawyer/ notary public wala ng iba?

LokiJr · January 2013

@ace_jef yan po ba yung Australian format?

Hannah · January 2013

Hello..just a newbie in the site...I actually same prob..my previous company does not issue a detailed Coe....any advise , what's the best thing to do? Plz help...really want to start preparing required documents

lock_code2004 · January 2013

Hello..just a newbie in the site...I actually same prob..my previous company does not issue a detailed Coe....any advise , what's the best thing to do? Plz help...really want to start preparing required documents

hi.. welcome to the forum..
read from the top of this thread.. it will give you some idea how to proceed..

zro · January 2013

Eto ang ranking based on what is most acceptable:

1) COE + detailed job description on a company letterhead signed by HR

Or
2) COE from company letterhead (HR) + affidavit signed by someone (who knows you of course) still in the company in company letterhead

Or
3) COE from company letterhead (HR) + affidavit signed by someone (who knows you of course) who used to work from the company
- if they can provide ID, or any business card to identify that they have worked in the company is better
- state why the company cannot give a detailed job description,
- state how/how long they know you. (like he is your ex-boss, or ex-senor colleague).. etc..

so in this case, your case would probably the same as No.3 in my suggestions..
im not sure about the back-dated thing.. baka may issue sa verification..

Thanks sa reply @lock_code2004 ...
Additional questions lang po, pag magsisign ng affidavit/statutory declaration ang ex-boss or ex-colleague ko, dapat sa harap ng lawyer/notary public/commissioner of oaths di ba? So kailangan ko pa talaga syang isama doon, medyo hassle sa kanya kaysa sa papapirma na lang ako.

About dun sa backdating, for example, nauna akong umalis ng company kaysa sa ex-boss ko. At the time na nagresign ako, nagrequest ako ng generic COE from HR. Pwede ba akong gumawa ng detailed COE with job description na papapirmahan ko sa ex-boss ko at ang date ay same ng sa generic COE, so at that time, technically connected pa rin sya sa company. Bawal ba ito? Kung iveverify naman at tatawagan ang ex-boss ko, macoconfirm nya na sya ang ex-boss mo at that time.

lock_code2004 · January 2013

Thanks sa reply @lock_code2004 ...
Additional questions lang po, pag magsisign ng affidavit/statutory declaration ang ex-boss or ex-colleague ko, dapat sa harap ng lawyer/notary public/commissioner of oaths di ba? So kailangan ko pa talaga syang isama doon, medyo hassle sa kanya kaysa sa papapirma na lang ako.

yes, i think that is the proper way..
pero may mga notary public nmn sa pinas na payag sila na hindi sa harap nag sign (im not recommending this

)

lock_code2004 · January 2013

@zro - Re: Backdating ng Detailed JD

so parang ang gagawin mo:
- meron ka nang Generic COE from HR (example dated 2010)
- ngaun gagawa ka ng detailed JD, at papirmahan sa ex boss mo, at ang date will be same as generic COE..

i cannot fully confirm kung meron issue dito...
- valid naman of course ang COE from HR..
- valid pa rin naman ang date kasi, employee pa rin ang ex-boss mo dun sa company (on that given date)
- pag nagverify ang DIAC/Assessing authority, the HR can validate na employee ka dati, at ang ex-boss mo ay employee din ng company at boss mo dati..

it's your call.. mukhang okay naman..
goodluck!!