This article is for general legal information in the Philippines and is not a substitute for advice from a lawyer, licensed real estate professional, or the Registry of Deeds (RD) handling your specific transaction.

Land title transfers in the Philippines—whether by sale, donation, inheritance, court decree, or other modes—are completed only upon registration with the Registry of Deeds having jurisdiction over the land. Many transfers stall not because the deed is “done,” but because a requirement is missing, fees are unpaid, taxes are incomplete, or the RD/LRA processing stage has not yet reached issuance and release of the new title.

This guide explains (1) what “status” means at the RD, (2) what information you need to track a transaction, (3) the step-by-step ways to check, (4) typical RD status labels and what to do at each stage, (5) common delay causes, (6) special cases (estate, donation, corporate sellers, mortgages), (7) what the RD can disclose, and (8) practical escalation and documentation tips.

1) What “Status of Title Transfer” Means in Practice

A land title transfer typically involves two major tracks:

Tax and local clearances (BIR + LGU + other clearances), and
Registration and issuance at the RD (under the Land Registration Authority / LRA).

When people ask “What’s the status?” they may mean any of these:

Has the deed been entered (presented) to the RD?
Has it passed examination/assessment?
Are there unpaid fees or missing attachments?
Is it already for annotation/issuance?
Is the new Transfer Certificate of Title (TCT) printed/approved?
Is it available for release/pick-up?
Was it denied or returned for compliance?

At the RD, the most important milestone is presentation and entry: once accepted for entry, your instrument (e.g., Deed of Absolute Sale) is recorded in the Primary Entry Book and given an Entry Number with date/time. That Entry Number is your main tracking handle.

2) Know the RD’s Role (and Why Your “Title Isn’t Transferred Yet”)

A deed (even notarized) does not transfer registered title by itself. For land covered by the Torrens system (most titled lands), the operative act is registration. The RD:

Receives the instrument for presentation/entry
Examines legal sufficiency and completeness
Assesses and collects registration fees
Cancels the old title (for transfers) and issues a new TCT to the buyer/heir/donee
Annotates encumbrances (mortgages, adverse claims, liens)
Releases the Owner’s Duplicate of the new title (the copy typically kept by the owner)

The LRA provides overall supervision; many RDs use computerized systems, but the local RD still controls the day-to-day processing and release for property within its jurisdiction.

3) Before You Check: Gather the Right Tracking Information

Bring or prepare as many of the following as you can. The more you have, the faster the RD can locate the transaction:

A. Best tracking identifiers (highest priority)

RD Entry Number (from your Presentation/Entry Receipt)
Date and time of entry/presentation
Type of instrument (Deed of Absolute Sale, Deed of Donation, Extra-Judicial Settlement, etc.)
Name of the person who presented the documents (buyer, representative, liaison)

B. Title and property identifiers

TCT/CCT number (old title number)
Registered owner’s name (as on the title)
Location: province/city/municipality; barangay
Lot/Block numbers (for subdivisions), or technical description references

C. Transaction packet references (helpful for troubleshooting)

OR numbers / receipt references for RD fees
Copies of the BIR eCAR/CAR, tax payment proofs (CGT/CWT, DST), transfer tax, and local clearances
If with mortgage: bank documents (e.g., cancellation/release instruments)

If you don’t have the Entry Number, the RD can sometimes locate the record by title number and instrument details, but it may be slower and may require manual searching or additional verification.

4) Step-by-Step: How to Check Status at the Registry of Deeds

Method 1: In-person follow-up at the RD (most reliable)

Go to the RD with jurisdiction over the property location (not the buyer’s residence).
Proceed to the Client Assistance / Releasing / Records / Verification window (names vary).
Present your Entry Number (or title number + date of filing + instrument type).
Ask for the transaction’s current stage and whether it is:
- For assessment
- For payment / with deficiency
- For examiner review
- For issuance / printing / approval
- For releasing
- Returned/denied for compliance
Request the specific deficiency list (if any) and who/which section currently has custody.

Tip: Bring a photocopy of your presentation receipt and ask the staff to write (or stamp) notes such as “for compliance” or “for release” with date. Even informal notes help create a trail.

Method 2: Through your authorized representative or liaison

If you can’t personally appear:

Send a representative with:
- Authorization letter + photocopies of your IDs (some RDs accept this for status checks)
- For more sensitive requests or release of owner’s duplicate title, expect stricter requirements like an SPA (Special Power of Attorney), depending on RD practice and the specific action being requested.
For corporations: board authorization/secretary’s certificate may be needed.

Method 3: Phone/email inquiry (works for some RDs; variable)

Some RDs will confirm limited information by phone/email, especially if you provide:

Entry Number
Title Number
Names of parties
Date of entry However, many offices will still require in-person follow-up for detailed status or document deficiencies.

Method 4: Check via the presenting party (bank, developer, broker, law office)

If your transfer was handled by:

A bank (foreclosure, mortgage cancellation, bank-assisted sale)
A developer (condominium/subdivision transfers)
A law office (estate settlement) …they may already have internal tracking and know whether the RD has issued a compliance notice.

5) Understanding Typical RD Status Labels (and What You Should Do)

Below are common “statuses” you may hear at the RD and the practical next step.

A. “Not yet entered / No entry found”

Meaning: The RD has no record of presentation—either it was never filed, filed in a different RD, or filed but details are wrong. What to do:

Confirm the property’s RD jurisdiction (city/province matters).
Verify the correct title number and instrument type.
Ask the filer for the Presentation/Entry Receipt.

B. “Entered / For Assessment / For Computation of Fees”

Meaning: Document is officially in the system; fees need computation or confirmation. What to do:

Ask if there are preliminary deficiencies blocking assessment.
Confirm when and where payment must be made and whether additional fees apply.

C. “For Payment / With Balance / With Deficiency”

Meaning: The RD will not proceed until you pay or submit missing documents. What to do:

Get the deficiency list in writing if possible.
Ask whether deficiency is tax-related, document-related, or technical (title/lot details).

D. “For Examination / For Review / With Examiner”

Meaning: An RD examiner is checking completeness and registrability. What to do:

Ask if there is a target date for release of findings.
If delayed, politely request whether the file can be “followed up” internally and if any compliance is anticipated.

E. “For Approval / For Signature / For Printing”

Meaning: The transaction is close to issuance; it may be awaiting approving authority or printing of the new title. What to do:

Ask whether the new title number is already assigned.
Ask when it moves to Releasing.

F. “For Issuance of New TCT / For Cancellation of Old Title”

Meaning: The RD is processing the cancellation of the old title and issuance of the new one. What to do:

Confirm if there are annotations that will carry over (mortgage, liens) and whether these need cancellation first.

G. “For Releasing / Ready for Pickup”

Meaning: The new Owner’s Duplicate title (or the annotated title) can be claimed. What to do:

Confirm releasing requirements (claim stub, ID, SPA if representative, official receipt).
Verify whether releasing is to the buyer, authorized representative, or presenting party.

H. “Returned / Denied / For Compliance”

Meaning: The RD found a legal or documentary issue preventing registration. What to do:

Ask for the written reason or note; identify whether the issue is:
- Missing tax clearances (often BIR eCAR/CAR)
- Defective notarization or incomplete deed
- Inconsistent names or marital status
- Missing owner’s duplicate title
- Missing required consents/authority (e.g., corporate signatory)
- Title has encumbrances requiring action first
Address deficiencies, then re-present as instructed (sometimes you retain the same entry; sometimes re-entry is required depending on the RD’s procedure and the nature of the deficiency).

6) The Documents That Most Often Control Whether the RD Can Proceed

Even if you only want to “check status,” it helps to understand what typically blocks registration.

A. For a Sale (Deed of Absolute Sale)

Common requirements (may vary depending on circumstances):

Notarized Deed of Absolute Sale
Owner’s Duplicate of the title (the physical owner’s copy is often required)
BIR eCAR/CAR and proof of payment of applicable taxes (e.g., capital gains tax/creditable withholding tax as applicable, and documentary stamp tax)
Local transfer tax proof (city/municipality)
Tax clearance and updated real property tax receipts (LGU Treasurer)
If married parties are involved: documents to address spousal consent/authority, marital status consistency, etc.

B. For Donation

Deed of Donation (notarized)
Donor’s tax compliance documents (as applicable)
eCAR/CAR
Supporting identification and relationship proofs (depending on case)

C. For Inheritance (Estate Transfer)

Common paths:

Extra-judicial settlement (if allowed) or
Judicial settlement (court proceedings)

Often required:

Extra-Judicial Settlement with Sale (if heirs sold), or EJS/Partition
Death certificate(s)
Heirship proofs and IDs
Publication (in some EJ settlement contexts)
Estate tax compliance documents + eCAR/CAR
Title and tax clearances

Estate transfers are commonly delayed due to incomplete heir documents, incorrect descriptions, or tax compliance issues.

D. If There Is/Was a Mortgage

If the title is mortgaged:

The RD may issue the new title with the mortgage carried over (in some contexts), or
Require proper cancellation instruments if the mortgage is being cancelled (Release of Real Estate Mortgage, cancellation of encumbrance, etc.). Missing cancellation documents are a frequent bottleneck.

7) Common Reasons Transfers Get Stuck (and How to Diagnose Fast)

1) No Entry Number / not actually filed

Many “pending transfers” are simply not yet presented to the RD. Always confirm entry.

2) Missing BIR eCAR/CAR or tax mismatch

The RD generally will not complete a transfer without key tax clearances. If the name on the deed, TIN, property description, or declared consideration doesn’t match tax filings, issues arise.

3) Owner’s Duplicate title not surrendered (or is missing)

For many transactions, the RD needs the owner’s duplicate for cancellation and issuance. Lost titles require a different legal process and can significantly delay transfer.

4) Defective notarization / improper form

Issues like missing notarial details, unsigned pages, incomplete acknowledgments, or inconsistent IDs can trigger return for compliance.

5) Name and civil status inconsistencies

Differences in middle name, suffix, marital status, or spouse name across title, deed, IDs, and tax documents often require correction or supporting affidavits.

6) Encumbrances, adverse claims, lis pendens, or other annotations

Existing annotations can complicate transfer or require prior cancellation/action.

7) Technical description / lot identification issues

Subdivision approvals, lot numbers, or technical descriptions might not match RD records. This can require survey references or corrections.

8) Backlogs and routing delays

Even complete filings can take time due to volume, staffing, or internal routing between assessment, examination, records, and releasing.

8) What the RD Can Disclose (and What You Can Request)

The RD keeps public registration records. Depending on the request and local practice, you may obtain:

Certified True Copy (CTC) of the title (often used for due diligence)
Certified True Copy of annotated instruments (depending on access rules)
Certificate of No Encumbrance / encumbrance status (varies by office practice and terminology)
Verification of whether a particular instrument has been entered and its basic status

However:

The Owner’s Duplicate Title is generally released only to the proper party or authorized representative and may require strict identification/authorization.

If you only need confirmation of progress, ask specifically for:

Entry Number, date/time of entry
Current section handling the file
Whether there is a deficiency and what exactly it is
Whether fees are fully paid
Whether the new title is already generated/assigned and for release

9) Practical Follow-Up Strategy (What Works in the Real World)

A. Keep a complete “transfer folder”

Include:

Presentation/Entry receipt
ORs for RD fees
Copies of deed, IDs, tax documents, clearances
A running log of follow-ups (date, person/window, instruction given)

B. Follow up by milestones, not by anxiety

Instead of “Any update?”, ask:

“Is there any deficiency preventing issuance?”
“Is it still with the examiner or already for approval?”
“Is it already in Releasing? What requirements for pickup?”

C. Ask for the next required action and who must do it

If the RD says “for compliance,” ask:

“Compliance by whom—presenting party or buyer?”
“Which document exactly is lacking?”
“Do you need the original or certified copy?”
“Where should it be submitted and under what reference?”

D. If you’re stuck, reduce it to one of three bottlenecks

Almost every delay falls into:

Tax clearance (BIR/LGU) incomplete
Document/form problem (deed/authority/IDs)
Title/technical issue (encumbrances, missing duplicate, description mismatch)

Once you identify which, your next step becomes obvious.

10) Escalation: What to Do If There’s Unreasonable Delay

If you have repeated follow-ups and no movement:

Request a clear status note and deficiency list.
Politely ask if you may speak to the section head handling assessment/examination/releasing.
Make a written follow-up letter referencing:
- Entry Number
- Date of filing
- Parties and title number
- Summary of prior follow-ups
- Request for action or written findings/deficiencies
If needed, elevate to the RD’s Registrar of Deeds (office head) in a respectful, factual manner.

Keep everything calm and documentation-driven. The goal is to surface the specific blocker.

11) Sample Status-Inquiry Request (Short Template)

Subject: Status Inquiry – Title Transfer Registration (Entry No. ____)

To: Registry of Deeds of __________

I am requesting an update on the registration status of the following transaction:

Instrument: (e.g., Deed of Absolute Sale)
Title No.: TCT/CCT No. ________
Property Location: __________
Registered Owner (per title): __________
Transferee/Buyer/Heir: __________
Date of Presentation/Entry: __________
Entry No.: __________

Please advise the current processing stage and whether there are any deficiencies, unpaid fees, or additional requirements for issuance and release.

Name / Contact No. / Signature (Attach ID and authorization if representative)

12) Key Takeaways

The fastest way to check status is to track by Entry Number and date/time of filing.
“Pending” usually means deficiency, unpaid fees, tax clearance gap, or internal processing stage not yet completed.
Always ask for the specific next step and the exact missing item (if any).
Maintain a paper trail: receipts, copies, and a follow-up log.

If you tell me what type of transfer you’re doing (sale, donation, inheritance, etc.) and whether you already have an Entry Number and BIR eCAR/CAR, I can give you a precise checklist of the most likely bottlenecks and the best questions to ask at the RD window.