(General information; not legal advice.)

1) The setting: what “after TCT transfer” really means

A Transfer Certificate of Title (TCT) is the certificate of title issued for registered land under the Torrens system (generally administered through the Land Registration Authority (LRA) and the local Registry of Deeds (RD)). A “TCT transfer” usually refers to the registration of a conveyance (sale, donation, succession, court adjudication, corporate transfer, etc.) that results in the issuance of a new TCT in the name of the new registered owner.

After a successful transfer/registration, the RD keeps the original title in its records (the official registry copy), and releases an Owner’s Duplicate Certificate of Title to the registered owner (or to a mortgagee/bank if the title is immediately encumbered and the bank takes custody).

What commonly follows the issuance of the new TCT is a series of “downstream” transactions—assessor’s transfer, utilities updates, banking, developer/HOA compliance, future sale/loan due diligence—where offices ask for a Certified True Copy (CTC) of the title.

2) What a “Certified True Copy” of a title is (and what it is not)

A. CTC from the Registry of Deeds (the standard meaning for titles)

A Certified True Copy of a TCT is a copy of the RD’s registry copy (the “original” kept by the RD) that is certified by the Register of Deeds or authorized personnel as a faithful reproduction of what is on file.

A proper RD-issued CTC typically:

identifies the title (TCT/CCT number, location, registered owner, technical description/lot details, etc.);
shows all relevant pages, including annotations/encumbrances (mortgage, adverse claim, liens, notices, restrictions, court orders, etc.); and
bears official certification (signature, dry seal or stamp, and release details; many registries also use barcodes/QR codes or other control marks depending on their system).

B. Notarized photocopy vs RD-certified copy

Some people use “certified true copy” loosely to mean a photocopy certified by a notary or by an office receiving the document. For land titles, that is often not equivalent to an RD-issued CTC for purposes of due diligence, banking, and many government workflows. The reason is simple: the RD is the legal custodian of the registry copy, and the most authoritative certified copy is the one issued by the custodian.

C. Owner’s duplicate is different

The Owner’s Duplicate Certificate of Title is not a “CTC.” It is the owner’s counterpart issued upon registration. Many transactions (especially those that involve registration of a new deed, mortgage, or adverse claim) require presentation of the Owner’s Duplicate, not merely a CTC.

3) Why agencies ask for a CTC after the title is already transferred

Even after the new TCT is issued, third parties often ask for a CTC because it is:

a public-record-based copy,
easier to verify than privately-held photocopies, and
often required to confirm current status (including annotations) without taking custody of the Owner’s Duplicate.

Common post-transfer uses:

City/Municipal Assessor’s Office: transfer/update of Tax Declaration and issuance of new TD in the buyer’s name (requirements vary but CTC of title is commonly requested).
Banks and lenders: verification of ownership and checking for liens/annotations; many institutions prefer a recently issued CTC.
Developers/HOAs/condominium corporations: membership/transfer records, clearance requirements.
Utilities and service providers: change of billing name/address, proof of ownership.
Future sale or mortgage: buyer/lender due diligence typically begins with a CTC (often “front and back,” all pages).
Litigation, estate settlement, corporate housekeeping: proof of registry entries via certified copies.

4) Where to get the CTC

The correct issuing office is the Registry of Deeds with jurisdiction over the city/municipality where the land is located. For condominiums, the same principle applies, but the certificate is a CCT (Condominium Certificate of Title) rather than a TCT; the request process is generally similar.

5) Who may request a CTC (practical reality + public record principle)

As a general principle, registry records are public in character and are subject to inspection and the issuance of certified copies under reasonable regulations and payment of fees.

In practice, RDs may implement varying controls (often tightened by fraud prevention and privacy compliance). Common scenarios:

Registered owner requests personally (usually straightforward).
Authorized representative requests (requires proof of authority).
Non-owner requests (often possible if they can provide title details and comply with RD’s request procedures; some RDs may ask for a stated purpose or additional identification).

Because implementation varies by RD, it is normal for one RD to require only a request form + ID, while another RD requires a letter and/or authority documents if the requester is not the registered owner.

6) The usual requirements to obtain a CTC of the new TCT after transfer

There is no single nationwide “one-size” checklist that is applied identically by every RD window, but the following are the most commonly required items.

A. Information needed to locate the title

Provide as many as possible:

TCT number (or CCT number for condo units)
Registered owner’s name (as it appears on the title)
Property location (city/municipality, barangay)
Lot/Block (subdivision lots), or survey details if known
Previous title number (helpful if the new title number is not yet known, though the RD may have limitations on search protocols)

B. Request document

Usually one of the following:

RD Request Form (filled out at the RD), or
a short written request letter stating the title details and number of copies requested.

C. Identification

Typically:

Valid government-issued ID of the requester (often with signature and photo). Some RDs require photocopy for attachment; others just for presentation.

D. Authority documents (if not personally requested by the registered owner)

If a representative requests the CTC, expect one or more of these:

Authorization letter signed by the registered owner + copy of owner’s valid ID, and the representative’s valid ID; or
Special Power of Attorney (SPA) (often requested when the transaction is sensitive or the RD is strict), usually notarized; plus IDs.

For corporate owners:

Secretary’s Certificate / Board Resolution authorizing a named representative to request certified copies, plus IDs.

For estates/succession situations:

Letters of Administration / Letters Testamentary (for judicial settlement), or proof of authority of the estate representative;
or relevant settlement documents if the requesting person is acting under a recognized authority structure.

E. Payment of fees

Fees are collected by the RD cashier and are generally based on an LRA fee schedule and/or RD-prescribed charges (often consisting of a base fee plus per-page/per-copy components). The RD issues an official receipt, and release is usually conditioned on payment.

7) Step-by-step process (typical RD workflow)

Go to the proper RD (where the property is located).
Fill out the request form or submit a request letter (include TCT/CCT number and complete details; specify number of copies).
Present ID (and authority documents if applicable).
Pay the assessed fees at the cashier; keep the official receipt.
Claim the CTC at releasing—check that:
- the copy includes all pages (not just the front page),
- the annotations/encumbrances page(s) are included,
- the certification stamp/seal and signature are complete,
- the title number and owner name match what was requested.

Processing times vary by RD workload and system (some are same-day; others require later release).

8) “Front page only” vs “full title with annotations”

A frequent practical issue is that a requester receives only the front page. Many uses require the full CTC, including:

the technical description page(s) (if separated), and
the memorandum of encumbrances/annotations page(s).

For due diligence, buyers and banks typically require complete CTC (front and back/all pages) to see mortgages, adverse claims, lis pendens, restrictions, and other notations.

9) Freshness: how “recent” should the CTC be?

There is no universal law that a CTC “expires,” but many institutions impose “freshness” rules as a risk-control practice. Examples seen in practice:

CTC issued within a certain number of days (often 30/60/90 days) for loan processing or sale documentation;
newly issued CTC required if there is reason to suspect intervening registrations.

This is policy-driven, not because a CTC becomes legally invalid by the passage of time; it’s because new annotations can be entered after issuance.

10) Special situations after transfer

A. Title is with the bank (mortgaged property)

If the title is mortgaged and the Owner’s Duplicate is held by the bank, the owner may still need a CTC for other purposes. A CTC from the RD is commonly used for:

assessor updates,
property verification,
document submission where the original/Owner’s Duplicate is not required.

B. Lost Owner’s Duplicate vs needing a CTC

A CTC is not a replacement for a lost Owner’s Duplicate when a transaction requires the Owner’s Duplicate to be presented for registration. If the Owner’s Duplicate is lost, the usual remedy involves judicial proceedings (petition for issuance of a new owner’s duplicate), publication/notice requirements, and RD/LRA processes. A CTC can still be obtained, but it typically won’t enable transfer/mortgage registration by itself.

C. Newly issued title but assessor/agency still asks for proof

Some offices will ask not only for CTC of the new title but also supporting papers (depending on the purpose), such as:

deed of sale/donation/transfer document,
tax clearance,
proof of payment of transfer tax,
updated real property tax payments,
IDs and signatures for records update.

Those requirements are agency-specific and not part of the RD’s CTC issuance requirements, but they are common “after-transfer” realities.

D. Condominium (CCT)

For condos, the CTC requested is of the CCT, and agencies may additionally ask for:

Condominium Certificate of Title CTC,
master deed/condo corporation documents (for HOA/condo corp processes),
clearance from the condo corporation.

E. Titles with adverse claims, court notices, or restrictions

A CTC will reflect annotations. If the purpose is verification, request a complete copy showing all entries. If an annotation appears that is unclear, a certified copy of the annotated instrument (e.g., affidavit of adverse claim, notice of levy, court order) may also be requested from the RD as a separate certified copy of a registered document.

11) Fraud prevention: what to watch for in a post-transfer CTC

Because land title fraud is a recurring risk, a CTC is often used to reduce exposure. Practical checks include:

ensure the CTC is issued by the correct RD for the property’s location;
confirm it bears the RD’s certification marks (seal/stamp/signature and release metadata);
ensure all pages are included and consistent (title number, owner name, lot description, and annotations);
compare the CTC details against:
- deed details used for the transfer,
- tax declaration and assessor records,
- subdivision/condo records (if applicable).

When inconsistencies exist (e.g., mismatched lot details, unusual annotations, missing technical descriptions, or suspicious “clean” titles in high-risk contexts), due diligence should not proceed on the assumption that a single document is conclusive.

12) Practical templates

A. Simple request letter (for RD CTC of title)

Date

The Register of Deeds Registry of Deeds of _________

Request for Certified True Copy of Title

Respectfully requesting the issuance of a Certified True Copy of TCT/CCT No. ________, registered in the name of ________, covering property located at ________ (city/municipality, barangay).

Purpose: ________ (if required). Number of copies requested: ____ (include “complete copy with annotations,” if needed).

Requester: ________ Address/Contact No.: ________ Government ID presented: ________

Signature over printed name

B. Authorization letter (owner to representative)

Date

Authorization

I, ________, registered owner of TCT/CCT No. ________, hereby authorize ________ to request and receive from the Registry of Deeds of ________ a Certified True Copy of said title on my behalf.

Attached: copy of my valid ID and the representative’s valid ID.

Signature of Owner / Printed Name ID No. / Date issued

(If the RD requires an SPA instead of a simple authorization letter, the SPA is typically notarized and more formal.)

13) Key takeaways

After a TCT transfer, a CTC of the new title is often required for assessor updates, banking, and due diligence.
The Registry of Deeds is the proper issuing office for a CTC of a title (TCT/CCT).
The practical “requirements” typically boil down to: title-identifying details, request form/letter, valid ID, authority documents if requesting through a representative, and payment of fees.
Always request a complete copy (all pages, including annotations) when the purpose is verification or future transactions.
A CTC is a certified copy of the registry record; it does not replace the Owner’s Duplicate when registration of a new deed or mortgage requires the Owner’s Duplicate to be presented.