Certified True Copy of a CLOA Title in the Philippines
A comprehensive legal guide for procuring, using, and safeguarding a Certified True Copy (CTC) of a Certificate of Land Ownership Award (CLOA).
1. Concept of a CLOA
| Key point | Details |
|---|---|
| Definition | A Certificate of Land Ownership Award is a Torrens title issued by the Register of Deeds (RD), in trust for an agrarian-reform beneficiary (ARB), pursuant to §24 of the Comprehensive Agrarian Reform Law (RA 6657, as amended by RA 9700). |
| Legal nature | It is indefeasible once the period for contest lapses, yet it bears statutory restrictions: (a) a 10-year non-alienation period, (b) a prohibition against encumbrances except to government financing institutions, (c) retention of DAR’s right of administrative supervision, and (d) the ARB’s obligation to cultivate the land. |
| Collective vs. individual | Collective CLOAs cover an entire parcel jointly; individual CLOAs cover a specific lot per beneficiary. Conversion from collective to individual is governed by DAR AO 2019-03. |
| Annotations you will usually see | DAR certifications, mortgage to Land Bank, usufruct in favour of heirs, or a Notice of Cash Purchase Agreement once the 10-year bar has lapsed. |
2. Why obtain a Certified True Copy?
- Proof of ownership in court proceedings, loan applications, or administrative determinations (e.g., CARP retention or conversion).
- Due-diligence for buyers, mortgagees, or heirs verifying title authenticity before transacting.
- Compliance with government offices (DAR, LBP, DENR, BIR) during transfer, partition, or land-use conversion.
- Record back-up where the Owner’s Duplicate Certificate (ODC) is lost, damaged, or under annotation.
3. Legal foundation for issuing CTCs of titles
Property Registration Decree (PD 1529)
- §54: RDs keep the Original Certificate and issue certified copies.
- §57–58: Certified copies “shall be admissible in evidence in any court.”
Land Registration Authority (LRA) circulars
- Standard fees (per page & per certification).
- Mandatory use of the Land Titling Computerization Project (LTCP) for “e-CTC” printing.
Ease of Doing Business Act (RA 11032)
- Declares a 3-working-day maximum for complex transactions like issuance of CTCs, unless an agency’s Citizen’s Charter provides a shorter period.
Data Privacy Act & Anti-Red Tape principles
- RDs may redact personal data of minors or sensitive annotations, but title particulars remain public information.
4. Responsible agencies and their roles
| Agency | Function in the CTC process |
|---|---|
| Register of Deeds (RD) | Receives the request, verifies the title, prints the copy from the e-Title database, signs & dry-seals. |
| Land Registration Authority (LRA) | Supervises RDs, sets fees, maintains the LTCP/e-Serbisyo RD portal for on-line CTC orders (now active in many pilot registries). |
| Department of Agrarian Reform (DAR) | Original issuing authority of CLOAs; may issue certifications on agrarian restrictions, but does not supply CTCs—the RD does. |
| LandBank of the Philippines | Accepts CLOAs as collateral; typically requires the latest CTC plus DAR clearance before loan approval. |
5. Documentary requirements
Accomplished request form (available at RD window or e-Serbisyo portal).
Valid government-issued ID of the requesting party.
Exact title particulars: OCT/TCT number, lot/plan number, location.
Proof of interest or authorization
- Owner / ARB – present original or photocopy of ODC.
- Representative – Special Power of Attorney (notarized) + IDs.
- Heir – Affidavit of Self-Adjudication or Extrajudicial Settlement + tax clearance.
Payment of fees (official receipt).
Additional for lost ODC: Affidavit of loss and LRA verification fee (if you intend to reconstitute).
6. Step-by-step procurement procedure
| Step | Time-frame | What happens |
|---|---|---|
| 1. Pre-entry verification | 5–15 min | RD staff checks whether the title is already in e-Title database; if manual, manual reproduction is queued. |
| 2. Payment | 5 min | You pay ₱100–₱180 for the first page (rates vary per RD), ₱20–₱30 per succeeding page, plus ₱30 certification fee. |
| 3. Encoding & printing | 30 min–1 day | Using the LTCP system the clerk prints an auto-watermarked copy; manual titles are photocopied then rubber-stamped “Certified true copy.” |
| 4. Signing & sealing | 5–30 min | The RD affixes a blue-ink signature, raised dry-seal, and bar-coded authentication strip. |
| 5. Release | Same day (simple) or up to 3 working days (bulk/archived). Pick-up personally or via courier (if e-Serbisyo). |
Some registries (Quezon City, Davao City, Cebu) now offer online payment and courier delivery through the e-Serbisyo RD website or partner kiosks.
7. Fee matrix (illustrative; confirm at RD window)
| Item | 2025 LRA standard rate | Remarks |
|---|---|---|
| Certification first page | ₱180 | Inclusive of IT service fee |
| Each additional page | ₱20 | Most CLOAs run 2–3 pages |
| Annotation verification | ₱50 | Each annotation |
| SPA notarization (if done on-site) | ₱200–₱500 | Private notaries nearby |
8. Special scenarios & advanced issues
Collective → Individual splitting
- You may still request a CTC of the collective CLOA to accompany your petition under DAR AO 2019-03.
Title not yet converted to e-Title
- RD will photocopy the manual book entry and attach an IT-generated index page.
Lost or destroyed Original Title in RD vault
- File a Petition for Reconstitution under RA 26; CTCs of supporting documents (tax declarations, survey plans) become crucial exhibits.
Adverse claim or levy appears
- Request a separate CTC of the annotation page for clarity; you may file a verified petition to cancel the annotation if ground exists.
Redemption or transfer after 10 years
- Present the latest CTC to DAR for issuance of DAR Clearance; RD will annotate clearance on the Original and issue a new title upon deed of sale.
9. Using a CTC in transactions
| Use-case | Additional document often required |
|---|---|
| Loan/Mortgage | DAR endorsement, Certified Tax Declaration, latest Real Property Tax clearance |
| Judicial settlement | Extrajudicial Settlement & BIR eCAR |
| Land-use conversion | DAR Conversion Order, DENR ECC (if needed) |
| Crop insurance | Barangay certification of cultivation |
Failure to present a recent CTC can invalidate a loan approval or cause delays in court proceedings due to questions about title currency.
10. Authenticity safeguards & red-flag tips
- Dry seal + blue-ink signature – photocopies of the seal flatten to grey; raised edges confirm authenticity.
- Barcode / QR code – scan using LRA’s Veri-title mobile app; mismatch flags a fake copy.
- Pagination – “Page __ of __” must match the total number of pages indicated on the Original.
- Spelling & technical description – inconsistencies (e.g. hectares to square meters) suggest tampering or an earlier erroneous patent; cross-check with the survey plan (DENR CENRO).
11. Frequently asked questions (FAQs)
Is a CTC enough to sell a CLOA? No. You must first secure DAR Clearance confirming the 10-year prohibitory period has elapsed and that the buyer is qualified (preferably an ARB or willing to cultivate).
Can a non-owner request a CTC? Yes. Torrens titles are public records, though RDs may redact personal IDs in compliance with the Data Privacy Act.
Does a CTC expire? Technically no, but agencies usually require a copy issued within the last 6 months.
Can I request online even if the RD is not yet computerized? No. The e-Serbisyo RD platform works only for registries enrolled in the LTCP. Manual RDs still require walk-in requests.
Is the CTC of a CLOA acceptable collateral in private banks? Generally no; most private banks avoid agrarian lands due to transfer restrictions. Government banks (Landbank, DBP) accept them with DAR clearance.
12. Practical tips for Agrarian Reform Beneficiaries
- Keep your Owner’s Duplicate in a fire-safe pouch; never laminate the title.
- Pay real property taxes annually; tax delinquencies appear as annotations and deter lenders.
- Update civil status and heirs through DAR to avoid succession disputes.
- Before borrowing against the land, secure a recent CTC; ensure no unknown liens have been annotated.
13. Recent developments (2024-2025)
- Nationwide e-Serbisyo RD rollout – over 80 registries now accept online CTC orders with delivery by courier.
- Digital signatures – LRA started pilot issuance of electronically-signed CTCs bearing a QR code verifiable through the Veri-title app.
- DAR–LRA data-sharing MOU – speeds up integration of newly issued CLOAs into the LTCP, shortening CTC processing from days to hours.
Conclusion
A Certified True Copy of a CLOA title is a powerful yet easily accessible document that underpins almost every agrarian-land transaction in the Philippines. Understanding the legal bases, procedural steps, fees, and pitfalls saves time, prevents fraud, and safeguards the hard-won land rights of agrarian reform beneficiaries. Whether you are an ARB seeking a loan, an heir settling an estate, or a lawyer preparing evidence, following the guidelines above will ensure that your CTC procurement is swift, legitimate, and fully compliant with Philippine land-registration law.