How to Get a Certified Copy of a Release Order After Detention (Philippines)

This article explains the practical steps, legal bases, and common scenarios for obtaining a certified true copy (CTC) of a Release Order (or related discharge documents) after detention in the Philippines. It covers orders issued by courts, prosecutors during inquest, and jail/prison authorities, plus how to correct your custody record and prove lawful release.

What is a Release Order?

A Release Order (sometimes titled “Order of Release,” “Release from Custody,” “Order Approving Bail and Ordering Release,” or “Order of Immediate Release”) is a written directive addressed to the custodian—usually the BJMP jail warden, a police custodian, or, for sentenced persons, BuCor—commanding them to release a person deprived of liberty (PDL).

A certified true copy is an official reproduction of that order bearing the issuing office’s certification stamp, signature, and date, attesting it is a faithful copy of the original on file.

Why you might need a Certified Copy

  • Proof of lawful release (for employers, schools, or immigration-related checks)
  • Record correction with agencies (e.g., police blotter, jail records)
  • Compliance when posting bail or meeting bond conditions across cases/branches
  • Supporting evidence in administrative, civil, or human-rights complaints

Who issued your Release Order? (This determines where to get the CTC)

  1. Court (after case filing)

    • Examples: Order Approving Bail and Release; Order Dismissing the Case and Releasing Accused; Order of Immediate Release after Acquittal.
    • CTC is obtained from: the Office of the Clerk of Court (OCC) of the court/branch that issued the order (e.g., MTCC/MeTC/MTC, RTC, or Sandiganbayan/CA in rare scenarios).

  2. Prosecutor’s Office (during inquest / before case filing)

    • Examples: Order to Release due to referral for regular filing, insufficient evidence, or recognizing warrantless arrest defects.
    • CTC is obtained from: the City/Provincial Prosecutor’s Office records section that issued the inquest resolution/order.

  3. BJMP Jail (detention facilities) or Police Custodian

    • Examples: Certification of Detention and Release, Jail Booking Sheet/Arrest Booking and Release entries.
    • These are not the Release Order itself, but custodial certifications confirming the date and basis of release.
    • CTC is obtained from: the BJMP jail records section (for detention) or the PNP station’s records/desk (for same-day police custody releases).

  4. BuCor (for sentenced PDLs)

    • Examples: Discharge Slip, Release Document signed by the BuCor Director based on sentence computation, parole, or pardon.
    • CTC is obtained from: the BuCor Records Section (e.g., at NBP/CIW/Davao Prison & Penal Farm), and you may also get court orders from the sentencing court if applicable.

Tip: If you are unsure which office issued the document that caused your release, check your booking sheet, jail records, bondsman’s papers, or ask the jail records officer which order they acted on.

Core Legal Anchors (Plain-English)

  • Constitution, Art. III (Bill of Rights): No person shall be deprived of liberty without due process; arrests must be lawful; detention must be by lawful order.
  • Rules of Court (Criminal Procedure): Provide for bail, dismissal, and court orders that include directives to release an accused when warranted.
  • Prosecution/Inquest Practice: Prosecutors can order the immediate release of a person arrested without warrant if grounds for inquest are lacking, or refer for regular filing.
  • Corrections & Jail Administration Framework: BJMP handles city/provincial detention (pre-trial/appeal) inmates; BuCor manages persons serving sentence. Both act only upon written authority (e.g., court/prosecutor orders or release documents).

Step-by-Step: Getting a Certified True Copy

A) If the Court issued the Release Order

  1. Identify the court details:

    • Case title (People of the Philippines vs. [Name]); docket number; branch; city/province; date of order.

  2. Go to the Office of the Clerk of Court (OCC) / Branch Clerk:

    • Bring one valid government ID.
    • If sending a representative, prepare a Signed Authorization and a photocopy of your ID; some courts may ask for a Special Power of Attorney (SPA).

  3. Request the CTC:

    • State you need a Certified True Copy of the [exact title/date of order].
    • Fill out any request slip.

  4. Pay the fee:

    • Courts collect nominal copying and certification fees (rates vary by court).

  5. Claim the CTC:

    • Processing can be same-day if the order is on file; allow extra time if retrieval from archives is needed or if the branch must first transmit the order to the OCC.

B) If the Prosecutor’s Office issued the Release Order (Inquest)

  1. Identify the inquest details: name, date of arrest, inquest NPS docket number (if known), station/office involved.

  2. Proceed to the appropriate City/Provincial Prosecutor’s Office (records):

    • Bring ID; representative needs authorization/SPA plus IDs.

  3. Request a CTC of the inquest resolution and the “Order to Release”:

    • Ask for both—the resolution explains the disposition; the order is what directed release.

  4. Pay applicable fees (per-page copying/certification).

  5. Claim the CTC per their releasing schedule.

C) If you need custodial proof from BJMP/PNP

  1. Request a “Certification of Detention and Release” from the jail records section (BJMP) or police station (PNP).
  2. Provide: full name, date of birth, detention dates, case details (if any), and the basis for release (court order/inquest order/bail).
  3. Pay the certification fee (if any) and claim the certified document carrying the officer’s signature and dry seal.

D) If release was processed by BuCor (sentenced PDLs)

  1. Visit or write to the BuCor Records Section of the facility that processed the release.
  2. Request a CTC of the Release Document/Discharge Slip and, if relevant, the computation of sentence and Board/DOJ papers (e.g., parole grant, pardon).
  3. Comply with ID/authorization and fees.

What if you don’t know the docket number?

  • Bring as many identifiers as you can: full name, aliases, birthdate, approximate hearing dates, facility/station of detention, and offense.
  • Ask the Branch Clerk or Records Officer to search their case index/logbook using your name and timeframe.
  • If multiple cases exist, request CTCs per case to avoid mismatches.

If the Release Order is missing or never reached the jail

  • Act quickly: Go to the issuing office (court/prosecutor) and request a duplicate original or certified copy for service on the custodian.
  • Ask the court/prosecutor staff to officially transmit (via messenger/email/fax as their workflow allows) to the warden/PNP chief, then personally hand-carry your CTC to the custodian’s records section.
  • Keep a receiving copy: Ask the custodian to stamp “RECEIVED” with date/time on your photocopy.

Getting a CTC Through a Representative

  • Prepare a Special Power of Attorney (SPA) naming your representative, together with your government ID and your representative’s ID.
  • Some offices accept a signed authorization letter for simple certifications; others require an SPA—bring both if possible to avoid repeat trips.

Typical Documents You Might Ask For

  • Court:

    • Order Approving Bail and Ordering Release
    • Order of Dismissal with Directive to Release
    • Judgment of Acquittal with Release Directive
    • Minute Order reflecting the release directive (if applicable)

  • Prosecutor (Inquest):

    • Inquest Resolution
    • Order to Release / Release Order
    • Referral for Regular Filing (if that was the disposition)

  • BJMP/PNP:

    • Certification of Detention and Release
    • Booking Sheet/Release Entry (certified)

  • BuCor:

    • Release Document/Discharge Slip
    • Computation of Sentence (certified)
    • Parole/Pardon Papers (certified)

Frequently Asked Practical Questions

Q1: How many copies should I request? At least three: one for your file, one for agencies/employers, and one spare. Request extra certified copies if you foresee immigration, licensing, or HR checks.

Q2: Can I get an electronic certified copy? Some offices issue e-certifications or digitally signed PDFs, but many still rely on paper CTCs with dry seals. Ask the desk if they honor digital copies and how to verify them.

Q3: How long does it take? Same-day is common for recent orders on file; archived or inter-branch retrieval can take longer. Processing time varies by office workload.

Q4: Are fees standardized? No. Certification and copying fees vary by office and page count. Bring small bills.

Q5: What if the name on the order has a typo? Ask the issuing office for a nunc pro tunc or corrective order/annotation—or an official certification acknowledging the clerical error—so the custodian and third parties can match your identity documents.

Q6: I was released from police custody the same day—no jail. What should I get? Ask the Prosecutor’s Office for a CTC of the inquest resolution/release order, and the PNP station for a certified booking/release entry or Certification of Release.

Q7: The case was dismissed; do I need anything else? Besides the CTC of the dismissal and release order, consider requesting a Certificate of Finality (once final) for additional proof when dealing with agencies/employers.

Record-Clean-Up and Downstream Updates

  • Jail/Police records: Provide the CTC release order so their logs reflect your status.
  • Bonding company: Keep them informed, especially if the order affects bail obligations.
  • Watchlists/alerts: If any hold or alert was previously served on the custodian, coordinate with the relevant issuing authority (e.g., a separate court or agency) about lifting it.
  • Clearances: When applying for NBI or police clearance, bring your CTCs so any hit can be resolved efficiently.

Model Templates

1) Request Letter – Court/Prosecutor (for CTC)

Date: __________

To: [Office of the Clerk of Court / City/Provincial Prosecutor]
[Office Address]

Re: Request for Certified True Copy of Release Order

I, [Full Name], respectfully request a Certified True Copy of the following:
  Document: [e.g., Order Approving Bail and Ordering Release]
  Case/Investigation: [Case title & docket no. / Inquest docket no.]
  Date Issued: [MM/DD/YYYY]
  Issuing Office/Branch: [RTC Branch __, [City] / OCP of [City]]

Purpose: [e.g., employment verification / records correction]

Enclosed are my valid ID and contact details. Kindly advise the applicable fees.

Respectfully,
[Signature]
[Printed Name]
[Mobile/Email]

2) Authorization (if someone will claim for you)

Date: __________

I, [Your Full Name], authorize [Representative’s Full Name] to request and receive on my behalf
certified true copies of my Release Order and related documents in [office name].

Attached are copies of our government IDs. This authorization is for [dates or scope].

[Signature]
[Printed Name]

Quick Checklist (Bring These)

  • Government ID (original + photocopy)
  • Case details (title, docket/branch, date of order) or inquest NPS no.
  • Authorization/SPA + IDs (if using a representative)
  • Cash for copying/certification fees
  • Folder to keep dry-sealed documents intact

Key Takeaways

  • Go back to the office that issued the order that triggered your release: Court (OCC/branch), Prosecutor (inquest), BJMP/PNP (for custodial certifications), or BuCor (for sentenced PDLs).
  • Request certified true copies with proper IDs (and an SPA if represented).
  • Keep multiple CTCs and use them to update records and prove lawful release whenever needed.

If you want, tell me which office issued your release and the city/province, and I can tailor a one-page action plan with specific counters, working hours tips, and the exact document names to request.

Disclaimer: This content is not legal advice and may involve AI assistance. Information may be inaccurate.

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