This article explains who may issue Certified True Copies (CTCs) of land titles and related records in the Philippines, the legal bases, scope and limits of that authority, the proper procedure, and practical issues and edge cases. It is written for lawyers, landowners, buyers, lenders, government officers, and due-diligence professionals.

1) What counts as a “government land title”?

In practice, “government land title” can mean either:

A Torrens title registered in the name of the Republic of the Philippines (e.g., a special patent or reservation title), or
Any Torrens title (OCT/TCT/CCT) recorded in a government registry, regardless of the titled owner (private person, corporation, LGU, GOCC, or the Republic).

In both senses, the authority to issue a CTC attaches to the custodian of the public registry, not to the owner named on the title.

2) The primary issuing authority: Registry of Deeds (RoD)

Mandate

Under the land registration system (Torrens system), the Registry of Deeds of the province/city where the land is situated is the official custodian of the original copy of the certificate of title and its annotations. As custodian, the RoD has the exclusive authority to issue a Certified True Copy of:

Original Certificates of Title (OCTs)
Transfer Certificates of Title (TCTs)
Condominium Certificates of Title (CCTs)
Annotated instruments recorded on the title (e.g., deeds, mortgages, adverse claims, lis pendens, writs, notices, etc.), if recorded and preserved in the RoD.

A CTC from the RoD is conclusive as to the fact of registration and the existence/contents of annotations at the time the copy was produced. It is typically issued on security paper, bears the signature of the Registrar of Deeds (or authorized deputy), an official seal, and control markings.

Public character of the records

Records of the RoD are public records. Any interested person may request a CTC, subject to identification, reasonable regulation, and payment of fees. The owner’s duplicate is not required to obtain a CTC.

3) Central authority: Land Registration Authority (LRA)

The LRA Central Office serves as national repository/archives of decrees of registration, survey plans, microfilm/digital archives, and supporting records. The LRA may issue certified copies of documents it directly holds (e.g., decrees, technical descriptions, archived instruments). However, for the certificate of title proper (the live register for parcels), the RoD of situs remains the primary issuing authority of the CTC. In practice:

If a local record is lost/damaged or under reconstitution, the LRA may supply an official certified copy of archival records to support reconstitution or due diligence.
For nationwide verification, parties sometimes secure both an RoD CTC and an LRA-certified archival copy of plans/TDs for cross-checking.

4) Other government bodies that issue certified copies—scope and limits

These bodies may certify only the records they officially keep. Their certified copies do not replace a CTC of the title from the RoD.

DENR–Land Management Bureau (LMB) / DENR Regional Offices
- Certify public land applications and patents (e.g., homestead, sales, free/special patents) before registration.
- Certify land classification status, cadastral and survey plans, technical descriptions, and related maps.
- Once a patent is registered, the RoD CTC of the TCT/OCT is the controlling land-title evidence; the DENR copy is supportive/background.
NAMRIA
- Certifies topographic and geodetic control maps and certain base maps used in surveys.
- Useful for technical due diligence, not a substitute for an RoD CTC.
DAR / DARAB
- Certifies CLOA instruments and agrarian-reform issuances on file with DAR.
- If a CLOA is registered, the RoD CTC of the registered CLOA title governs the state of ownership/encumbrances.
NCIP
- Certifies CADTs/CALTs and related records held by NCIP. If a CADT/CALT is registered/annotated with the RoD, a RoD-issued CTC shows the registrable effects/encumbrances.
Courts (RTC as Land Registration Court)
- Certify court decisions, orders, and entries of judgment through the Clerk of Court.
- Effects on the title arise upon presentation and registration at the RoD; the RoD CTC then reflects the annotation.
Local Government Assessors
- Issue certified copies of tax declarations, maps, and assessment records—useful for tax history and boundaries, but not proof of ownership.

Bottom line: Only the RoD issues the CTC of the title itself; other agencies certify their own records, which may be required in due diligence or for registration, but they do not supplant the RoD CTC.

5) What a proper RoD CTC should contain

Title number (OCT/TCT/CCT), registry and location
Name(s) of registered owner(s) and status (e.g., Republic of the Philippines, LGU, GOCC, private)
Lot/plan identifiers (survey number, lot/block number) and technical description (or reference to an attached TD)
All current annotations (encumbrances, liens, adverse claims, notices of levy, writs, prohibitions, reversion cases, etc.) as of the date/time of issuance
Authentication features (security paper, seal, control number, signature)

A CTC speaks only as of its issuance time. Annotations can change daily; parties commonly require a CTC “issued within the last 3–6 months” or even same-day for closings.

6) How to obtain a CTC of a government land title (RoD)

Identify the title
- Title number; name of registered owner; exact location (province/city, barangay).
- If unknown, request a title verification/search at the RoD (fees apply).
File a request
- Fill out the RoD request form for a CTC of Title or CTC of Registered Instrument (e.g., mortgage, patent, deed).
- Present valid government ID. Representatives bring an authorization letter or SPA. Government agencies often use official request letters.
Pay fees
- Official fees per LRA/RoD schedule; additional pages and plan/TD attachments may have incremental fees.
Issuance
- RoD prints the CTC on security paper, signs, and seals it. Turnaround varies by office and workload.
For use abroad
- If required for foreign use, apply to the DFA for apostille of the Registrar of Deeds’ signature (apostille replaced the old “red-ribbon” process). The apostille authenticates the official signature, not the title’s substance.

7) Special situations and edge cases

Electronic titles & databases Many RoDs maintain computerized registries; the paper CTC remains the standard official copy. Some offices can produce digitally generated CTCs on security paper. Regardless of backend, the Registrar’s certification is what gives legal effect.
Lost/damaged registry books; disasters If local records are unavailable, archival copies from the LRA or reconstituted titles (judicial or administrative under reconstitution laws) serve as the basis. A CTC may issue after reconstitution or from available archives, per procedure.
Untitled government land If land is part of the public domain and not titled, there is no title for which a CTC can be issued. Obtain instead:
- DENR land classification (alienable/disposable vs forest/timber/mineral)
- Survey and cadastral data
- Proclamations/reservations (if any)
- Tenurial instruments (e.g., foreshore leases, special patents once issued and registered)
Conflicts and fraud Only RoD-issued CTCs (plus LRA archival certifications, when relevant) should be relied upon. Reject “certified copies” from private sources, brokers, or notaries. Fabrication or tampering of public documents may constitute falsification and related crimes; administrative sanctions also apply.
Annotations govern Rights and liens live in the annotations. A clean owner’s name without reading the encumbrance page is a common due-diligence failure. Always request full-text CTC including all annotations and attachments (e.g., technical description).
CLOAs, CADTs/CALTs, and special patents These instruments often originate from DAR, NCIP, or DENR, but the registered status and encumbrances are proven by a RoD CTC. For land within ancestral domains or with agrarian restrictions, review both the source agency’s certified records and the RoD CTC.

8) Evidentiary weight of a CTC

A CTC of a title or recorded instrument is a public document and is prima facie evidence of the contents of the original on file. Courts and administrative bodies accept CTCs as best evidence of registry entries without further proof of due execution, subject to impeachment for fraud or mistake. Remember, registration gives notice; annotations bind subsequent purchasers/mortgagees in good faith.

9) Limits on issuance and data-privacy considerations

Land titles are public records; any person may obtain CTCs, but RoDs may regulate access (IDs, queues, request forms, reasonable search limits).
Personal data appearing on titles (names, civil status, addresses) are part of the public record. Data-privacy principles still apply to handling of copies; misuse can incur liability distinct from the lawfulness of obtaining the CTC.

10) Practical checklists

A. For due diligence (buyer/lender)

✔ RoD CTC of title (very recent)
✔ RoD CTC of all annotated instruments (mortgages, powers, writs, restrictions)
✔ Technical description & plan (CTC/blueprint from RoD/DENR as appropriate)
✔ Tax declaration & tax clearance (certified by the Assessor/Treasurer)
✔ If applicable: DENR patent paperwork, DAR CLOA records, NCIP CADT/CALT certifications, LGU zoning and DPWH ROW clearances

B. For government agencies

✔ Official request letter and ID of collecting officer
✔ Cite statutory function necessitating the CTC
✔ Observe inter-agency fee rules (if any MOU/fee exemptions exist, attach proof)

C. For use abroad

✔ Get RoD CTC on security paper
✔ Apply DFA apostille of the Registrar’s signature
✔ Confirm the destination country is party to the Apostille Convention; if not, follow consular legalization

11) Frequently misunderstood points

“The owner must issue the certified copy.” ✘ False. Only the Registry of Deeds (and LRA for its archives) can issue an official CTC of the title.
“A notary can certify the title copy.” ✘ False. A notary may certify photocopies of documents presented to them, but that is not a CTC of the title for evidentiary or registration purposes.
“A tax declaration CTC proves ownership.” ✘ False. It is not proof of ownership—only of assessment. Ownership under Torrens is proven by the title and its annotations.
“A CTC never expires.” ✔ Technically true, but transaction parties routinely require recency (e.g., issued within 3–6 months or same-day at closing) because annotations can change.

12) Summary of authorities

Registry of Deeds (RoD): CTCs of titles and recorded/annotated instruments (primary authority).
LRA Central Office: CTCs of decrees, archived records, survey/technical data in custody; supports reconstitution and verification.
DENR/LMB (and NAMRIA): Certified copies of patents (pre-registration), survey plans, technical descriptions, land classification/maps.
DAR / NCIP: Certified copies of their own issuances (CLOAs, CADTs/CALTs); RoD CTC governs registered effects.
Courts: Certified copies of judgments/orders; effects reflected upon registration at the RoD.
LGU Assessor/Treasurer: CTCs of tax records (supporting, not ownership).

13) Model request language (short form)

To the Registrar of Deeds of [City/Province]: Please issue a Certified True Copy of TCT/OCT/CCT No. [____], covering land located at [Barangay, City/Province], registered in the name of [Name/Republic/LGU/GOCC], including all pages and all existing annotations as of the date of issuance. Attached are (a) valid ID; (b) authorization/SPA (if representative); and (c) proof of payment of fees.

Final takeaway

If you need a Certified True Copy of a government land title, go to the Registry of Deeds with jurisdiction over the land. For supporting technical or tenure documents, request certified copies from the specific government body that keeps those records. For critical transactions, obtain very recent CTCs and review every annotation—that is where the deal lives or dies.