A Certified True Copy (CTC) of a land title is an official, registry-certified reproduction of the original Transfer Certificate of Title (TCT) or Original Certificate of Title (OCT) on file with the government. In estate and property matters, heirs often need a CTC to: confirm ownership, check encumbrances, prepare settlement documents, coordinate with banks or buyers, or replace a lost owner’s duplicate title.

This article explains—in Philippine practice—who may request a CTC, where to request it, what documents are commonly required, what information you need, the usual step-by-step process, common issues, and practical reminders.

1) What a “Certified True Copy” of a Title Is (and What It Is Not)

A. What it is

A CTC of title is a registry-issued copy of the title record kept by the Registry of Deeds (RD). It typically shows:

Title number (TCT/OCT)
Registered owner(s)
Technical description and lot identification
Current annotations: liens, mortgages, adverse claims, notices of levy, lis pendens, etc.
Memoranda of encumbrances, if any

A CTC is useful because it reflects the registry’s records as of the date it is issued.

B. What it is not

Not the “Owner’s Duplicate Certificate of Title.” The owner’s duplicate is the physical title usually kept by the owner (or a bank if mortgaged). A CTC does not replace the owner’s duplicate for transactions that require surrender of the duplicate.
Not proof of heirship. A title proves registered ownership, not necessarily who the heirs are.
Not a substitute for a tax declaration. Tax declarations are local assessor records; titles are registry records.
Not a guarantee of no disputes. It shows registry annotations, but other disputes may exist off-record.

2) Where to Request the CTC: Registry of Deeds vs. LRA (and Why It Matters)

A. Primary place: Registry of Deeds (RD)

You generally request a CTC from the Registry of Deeds that has jurisdiction over the location of the land. If the land is in a particular city/municipality/province, the RD that covers that area holds the title records.

Rule of thumb: You request from the RD where the title is registered, not from where the heirs live.

B. Central support: Land Registration Authority (LRA)

The LRA supervises registries and maintains certain databases and archival functions. In practice, many CTC requests are still handled at the RD level because the RD is the custodian of the original title record.

C. If the property is under a reconstituted title or special situation

If the title has been administratively or judicially reconstituted, or if records are incomplete due to loss/damage, the RD may require additional steps or route you through specific procedures.

3) Who May Request a CTC When the Registered Owner is Deceased?

A. General principle: public nature of registration, regulated access in practice

Land registration records are generally public in character, but registries often implement identity and purpose checks as a matter of policy and data protection. Many RDs issue CTCs to:

the registered owner,
an heir of a deceased registered owner, or
an authorized representative of the heir (with proper authority).

In day-to-day practice, you should be prepared to prove your identity and your relationship to the deceased.

B. What “heir” means for request purposes

Heirs may include:

Legitimate/illegitimate children (subject to proof of filiation)
Surviving spouse
Parents (if no descendants)
Other legal heirs depending on family circumstances

Registries are not deciding the estate distribution at this stage; they typically just want sufficient basis to release a certified copy to a person with a legitimate interest.

4) Information You Need Before You Go to the Registry

The request is fastest when you have at least one of the following:

Title number (TCT or OCT number)
Owner’s name as it appears on the title (exact spelling helps)
Location details: province/city/municipality, barangay, subdivision (if any)
Lot/plan identifiers:
- Lot No., Block No. (subdivision)
- Survey plan (e.g., Psd, Csd numbers)
- Tax Declaration No. (sometimes used only as a locator clue)

If you don’t know the title number, you can still request a title verification/search using the owner’s name and property location, but expect more time and possibly additional fees.

5) Common Documentary Requirements for Heirs

Requirements vary by RD, but heirs are commonly asked for:

A. Proof of death

Death Certificate of the registered owner (PSA copy is often preferred; some offices accept local civil registrar copies depending on purpose).

B. Proof of relationship / heirship

Any combination of:

Birth certificate of the requesting child (PSA)
Marriage certificate of surviving spouse (PSA)
If needed for name discrepancies: certificates showing corrections, legitimacy/recognition, court orders, etc.

C. Government-issued ID

At least one (often two) valid IDs of the requesting heir.

D. Request letter or application form

Some RDs require a written request stating:
- title number (or sufficient identifiers),
- purpose (e.g., estate settlement),
- requester’s name and relationship,
- contact details.

E. If the requester is not appearing personally

Special Power of Attorney (SPA) if an heir authorizes another person to request on their behalf.
- If executed abroad: consularized or apostilled, depending on the place and applicable process.
Authorization letter may be accepted for very limited, non-sensitive requests in some offices, but for titles, many RDs prefer an SPA.

Practical note: Some registries are strict and will not release certified copies without proof of relationship even if records are public in theory. Prepare documentation to avoid repeat trips.

6) Step-by-Step: How the Request Usually Works

Step 1: Identify the correct Registry of Deeds

Confirm the RD with jurisdiction over the land’s location. If the land is in multiple jurisdictions (rare but possible with boundary issues), you must follow where the title is registered.

Step 2: Prepare your identifiers and documents

Bring:

death certificate,
proof of relationship,
IDs,
title number or locator details.

Step 3: Fill out the request and submit at the RD

At the RD:

you’ll be given a request form or asked to submit a letter,
you may be asked to present originals and submit photocopies.

Step 4: Pay the prescribed fees

Fees depend on:

number of pages,
certifications,
any additional searches.

Keep the official receipt; some RDs require it for release.

Step 5: Wait for processing and release

Processing time varies by RD workload and whether a records search is needed. If the title number is known, release is usually quicker than name-based searching.

Step 6: Receive the CTC and verify it on the spot

Before leaving:

Check title number, owner name, and property description.
Confirm the date/time of issuance and the RD certification markings.
Review annotations—these often matter most for estate and sale planning.

7) What If You Don’t Know the Title Number?

When heirs do not have the owner’s duplicate title, they often lack the TCT/OCT number. Options include:

A. Use tax records as a starting point

A Tax Declaration or real property tax receipts can help identify:

exact property location,
lot/block,
sometimes the title number (in some LGUs).

You can obtain these from the City/Municipal Assessor and Treasurer’s Office. These are not conclusive proof of ownership but are valuable locator documents.

B. Name-based search at the RD (as allowed)

You may request a search by:

registered owner name,
approximate date of registration (if known),
location/lot description.

Because name-based searching can yield multiple matches, registries may require more precise property details.

C. Subdivision documents

If the property is in a subdivision:

deed of sale,
contract to sell,
developer’s documents,
lot plan can help pinpoint title details.

8) Special Situations Heirs Commonly Encounter

A. The title is in the name of the deceased and someone else (co-ownership)

If the registered owner is “A married to B” or “A and B,” or siblings are co-owners, the CTC will reflect that. Heirs of only one co-owner should understand:

the deceased’s share becomes part of the estate,
the other co-owner’s rights remain.

B. Title still in the name of a grandparent or earlier ancestor

This happens when property was never transferred. Heirs of the deceased parent may not yet be the legal registrants; the title may be an older generation’s name. You can still request a CTC if you can show legitimate interest, but settlement may require addressing earlier estates.

C. The owner’s duplicate title is with a bank (mortgage)

If the property is mortgaged:

the bank commonly keeps the owner’s duplicate.
A CTC can still be requested from the RD.
The CTC will often show mortgage annotations.

D. Missing records / burned archives / reconstitution issues

If RD records are lost or damaged, you may be dealing with:

reconstitution of title (judicial or administrative, depending on circumstances),
additional verification steps,
longer processing.

A CTC request may not be straightforward if the original registry record is compromised.

E. Name discrepancies (misspellings, different middle names, suffixes)

Small discrepancies can slow requests and later settlement. Bring:

PSA certificates,
affidavits of one and the same person (where appropriate),
documents showing the correct identity.

F. Multiple titles, mother titles, and derived titles

If the property came from a mother title and subdivision, ensure you request the current derived title, not the mother title (unless you specifically need it for tracing).

9) What a CTC Can Reveal That Heirs Should Pay Attention To

A CTC is often the first “truth check” of the property’s registry status. Heirs should review:

Exact registered owner name(s)
Civil status / spouse notation (important for conjugal/community property questions)
Technical description (to ensure it’s the correct land)
Annotations, including:
- mortgages,
- adverse claims,
- lis pendens,
- attachments/levies,
- easements or restrictions,
- court orders affecting the property.

Annotations can affect whether the property can be transferred, sold, or used as collateral, and may require clearing.

10) CTC vs. CENRO/Survey Maps vs. Tax Declaration: How They Fit Together

CTC of Title (RD/LRA record): registry ownership and encumbrances.
Tax Declaration (Assessor): tax listing for property tax purposes; not conclusive of ownership.
Survey plan / lot data (DENR / geodetic records): boundaries and technical mapping basis; helps match physical land to registry description.

For estate settlement, the CTC is central because the transfer to heirs generally depends on the title status.

11) Use of the CTC in Estate Settlement and Transfer

Heirs commonly request a CTC to prepare for:

Extrajudicial settlement of estate (when conditions are met),
Judicial settlement (when required),
Estate tax compliance (as required for transfer processing),
Transfer of title to heirs or to a buyer after settlement.

While the CTC is not itself the transfer instrument, it is usually required by lawyers, notaries, banks, buyers, and government offices as part of the due diligence and documentation.

12) Practical Tips to Avoid Delays

Bring both originals and photocopies of civil registry documents and IDs.
Use the exact spelling of the owner’s name as shown in family documents; if unsure, bring multiple supporting documents.
If requesting through a representative, prepare an SPA that clearly includes authority to request certified copies and transact with the RD.
If the property is in a subdivision, bring any lot/block details, plan numbers, or developer paperwork.
Check the CTC’s date of issuance; for transactions, a “fresh” CTC is often preferred.
If you see annotations you don’t understand, note the entry numbers and dates—those references matter when tracing documents on file.

13) Frequently Asked Questions

Q1: Can any person request a CTC of a land title?

In principle, land registration records are public in nature, but in practice many registries require the requester to show legitimate interest and identification. Heirs should expect to present proof of relationship and the owner’s death certificate.

Q2: Is a CTC enough to sell or transfer the property?

No. A CTC helps establish registry status, but selling/transferring typically requires settlement of the estate and compliance with documentary and tax requirements, and in many cases the owner’s duplicate title must be produced or legally replaced.

Q3: Can heirs request a CTC even if the owner’s duplicate title is lost?

Yes. The owner’s duplicate being lost does not prevent requesting a CTC from the RD, because the RD certifies from its records. However, replacing a lost owner’s duplicate (if needed for transfer) involves a different legal process.

Q4: What if the deceased parent was not the registered owner on the title?

Then the title is not yet in your parent’s name. You may need to trace the chain of ownership and possibly settle earlier estates. A CTC is still useful to confirm whose name is on the title and what must be addressed.

Q5: What if the property has mortgages or adverse claims?

Those will typically appear as annotations. They may need to be addressed before transfer or sale, depending on the nature of the encumbrance.

14) Summary

To request a Certified True Copy of a deceased parent’s land title in the Philippines, heirs typically apply at the Registry of Deeds with jurisdiction over the property, provide sufficient title identifiers, and submit documents showing death, relationship, and identity. A CTC is a critical due diligence document that reveals the exact registered ownership and all annotations, and it is often the starting point for estate settlement and eventual transfer of the property.