1) What people usually mean by “Certified True Copy” in this context

In Philippine practice, “Certified True Copy” (CTC) can refer to different certifications depending on who issues it and what kind of document it is:

Notarial Certified True Copy A notary public certifies that a photocopy is a true, exact, and complete copy of an original private document presented to the notary.
Agency/Office Certified True Copy The custodian government office (e.g., PSA, Local Civil Registry, court, Registry of Deeds, school registrar, LTO, etc.) certifies that a copy matches the record on file.
“True Copy” issued by the Notary from notarial records For a document that was notarized, the notary keeps a notarial register entry and may retain (depending on the document type) an attached copy in the notarial records. What many applicants want is a copy that can be traced back to the notarial act.

Because of these differences, the “right” route depends on whether you still have the original notarized document, whether you only have a photocopy, or whether the original is lost and you need a replacement.

2) Key concepts you need to know (Philippine notarial setting)

A. Notarization does not automatically make the notary the “record custodian” of your document

A notary public’s primary official record is the notarial register (entries of what was notarized, when, where, parties, IDs, etc.). The original notarized private document is typically returned to the client.

B. The notary’s power to certify copies has limits

Under the Rules on Notarial Practice, a notary’s “certified true copy” function is generally meant for original documents that are neither:

Public records, nor
Publicly recordable documents (as a rule, documents that belong in government registries are usually certified by their custodians, not by a notary).

Practical implication: a notary can commonly certify copies of private documents (e.g., board resolutions, employment certificates, private agreements), but many government-issued documents (civil registry documents, court orders, titles, etc.) should be certified by the issuing/custodian office.

C. A notarized document can be either:

Acknowledged / Jurat / Oath / Affirmation (common for affidavits, contracts, authorizations), or
Other notarial acts that the rules recognize (including copy certification, where allowed).

Your route depends on what exactly you need the “certified true copy” to prove:

That the photocopy matches the original (copy certification), or
That the document was notarized (proof of notarization via notarial records), or
That the document matches an official government record (custodian certification).

3) Identify what you have—and what you need

Scenario 1: You have the original notarized document and need a CTC of it

This is the simplest.

What you’re asking for: a notary-certified photocopy (copy certification) of the original notarized private document.

Scenario 2: You only have a photocopy and want it “certified true copy”

A notary will usually require the original to compare. Without the original, “certifying” the photocopy as a true copy is generally not proper.

Better options:

Locate the original (from the person/company who holds it), or
If the document is the kind that was filed in an office (court, registry, government agency), request a certified copy from that office.

Scenario 3: You lost the original notarized document and need a replacement

A certified true copy is not always a true “replacement” of a lost original. What you can often obtain is:

A certified copy from the office where it was submitted/recorded (if it was filed), or
A re-executed document (sign again) and have it notarized again, or
In some cases, a notary may help you obtain details of the notarization from the notarial register (useful to prove notarization history), but this is not the same as reproducing the original document with original signatures.

Scenario 4: You need the document for use abroad

Foreign recipients often require:

Proper copy certification (where acceptable), plus
Apostille (Philippines uses the Apostille Convention process) depending on destination and document type.

Many foreign authorities prefer certifications from the true custodian of public records rather than a notary’s copy certification.

4) The correct place to request a Certified True Copy, depending on document type

A. Private documents (contracts, affidavits, authorizations, board resolutions, undertakings)

Where to get CTC:

A notary public (often the same notary who notarized it, but not always required), provided you present the original and the document is eligible for notarial copy certification.

Examples commonly accepted for notarial CTC (subject to the notary’s assessment):

Private agreements (lease, settlement agreement, loan agreement)
Affidavits (affidavit of loss, support, guardianship-related affidavits, etc.)
Corporate/association documents (board resolution, secretary’s certificate)
Authorizations and consent letters

B. Documents that are public records or best certified by custodians

Where to get CTC (not the notary):

PSA / Local Civil Registry – birth, marriage, death certificates, CENOMAR, etc.
Courts – decisions, orders, pleadings on file
Registry of Deeds / LRA systems – land titles, encumbrances, annotated documents on file
Government agencies – records they issued or keep (e.g., SEC certified copies, LTO records, BIR documents, etc.)
Schools – registrar-certified true copies of scholastic records

Even if you had a notarized transaction involving these records, the copy certification should usually come from the office that keeps the official record.

C. If the notarized document was submitted to an office (and you need a certified copy of what was filed)

Where to get CTC: Request from the receiving office (e.g., court case records, HR file, bank file, government docket). They can certify the copy based on what is on file.

This is often the best approach when the original is lost but a copy was submitted somewhere.

5) Step-by-step: Getting a Notarial Certified True Copy (when allowed)

Step 1: Bring the original document and a photocopy

Bring the original notarized document (with wet signatures and the notarial portion/seal).
Bring your own photocopy (some notaries will photocopy for you, but don’t rely on it).

Step 2: Bring competent proof of identity

Notaries typically require valid IDs (often at least one government-issued ID) and may record the details.

Step 3: The notary compares page-by-page

The notary should compare the photocopy against the original for:

Completeness (all pages)
Legibility
No alterations, missing pages, or mismatched attachments

Step 4: Notary issues the certification

A proper notarial CTC usually includes:

A certification statement that the copy is true, exact, and complete
Date and place
Notary’s signature and seal
Notarial details (commission number/validity, PTR/IBP details as applicable in practice)

Step 5: Payment and release

Fees vary by locality and number of pages/copies. Many notaries charge per page and per set.

Important practical note: A notary may refuse copy certification if:

The document appears to be a public record or publicly recordable
The original is not presented
The document looks altered, incomplete, or suspicious
The request appears unlawful or misleading

6) Step-by-step: If the original notarized document is lost

Option A: Ask the person/entity most likely holding the original

Common holders:

The other party to the contract
The company HR or records unit
The bank/financing institution
The receiving government office
A lawyer who handled the transaction

If they have the original, you can request permission to have a CTC made.

Option B: Request a certified copy from the office where it was filed

If you previously submitted it to:

A court
A government agency
A bank
A school/employer They may certify a copy from their records.

This often carries more weight than a notary certifying an old photocopy.

Option C: If no official file exists: re-execute and re-notarize

If the document is a private agreement/affidavit and no custodian has it:

Prepare a new document
Sign again (or execute a new affidavit)
Notarize again

For affidavits (like affidavit of loss), it is common to execute a new affidavit rather than trying to “recover” an old one.

Option D: Proof that notarization happened (without reproducing the original)

If what you need is evidence that a document was notarized on a certain date, the notarial register entry may help. However:

Access and the form of any certification based on notarial records depend on applicable rules and the circumstances.
This is not the same as producing a certified true copy of the original document’s contents.

7) What if the notary who notarized it is no longer available?

Situations include:

Notary has moved, retired, ceased practice, or passed away
Commission expired years ago
Office closed

Practical steps:

Search for the notary’s current office (their stamp/seal often shows name and sometimes office details).
If truly unavailable, notarial records are generally subject to court supervision and record-keeping requirements. In some cases, notarial records may be with or traceable through the Executive Judge/Clerk of Court of the notary’s commissioning jurisdiction.

What you can realistically obtain in these situations is usually:

A certified copy from the office where the document was submitted, or
A re-executed and re-notarized document

Trying to “certify” an old photocopy without the original is typically the wrong path.

8) Special considerations: Attachments, annexes, and multi-page documents

A notarized document may include:

Annexes (IDs, supporting documents, board resolutions, land documents)
Page initials and signature blocks
Acknowledgment/jurat page with seal

For a CTC to be useful, the photocopy should include:

All pages, including the page with the notarial seal and signatures
Any annexes that form part of the notarized instrument as executed

If the annex is a public record (e.g., PSA certificate), recipients may require that annex to be certified by the issuing agency rather than included as a notarial CTC.

9) Certified True Copy vs. Apostille (for international use)

A Certified True Copy is a domestic certification that a copy matches an original or a record. An Apostille is an international authentication attached to a public document (or certain notarized documents, depending on destination requirements and the nature of the document) to make it acceptable abroad among Apostille Convention countries.

Common practical outcomes:

If you need to use a government record abroad: get it from the custodian (e.g., PSA) then seek Apostille as required.
If you need to use a private document abroad: recipients may require notarization and then Apostille of the notarized document (or other country-specific formalities). Some will accept a notarized CTC; many will insist on custodian-certified copies for public records.

Because acceptance varies by foreign institution, the safest approach is to match the certification to the document type: custodian-certified for public records, notarial copy certification for eligible private documents.

10) Common mistakes that cause rejection

Asking a notary to certify a photocopy without presenting the original
Trying to get a notarial CTC of PSA/civil registry documents (usually should be PSA/LCR-certified)
Incomplete photocopies (missing notarial page, missing annexes, missing signatures)
Illegible copies (faint seals/signatures)
Using the wrong certifying authority (notary vs. custodian office)
Expecting a CTC to “replace” a lost original when what is needed is a re-executed document or a custodian-certified record

11) Practical checklist before you go

✅ Identify the document type: private instrument vs public record
✅ Determine what the receiving party wants: notarial CTC vs custodian-certified copy
✅ If notarial CTC: bring the original + photocopies + valid IDs
✅ If original is lost: locate where it was filed and request a certified copy there, or re-execute
✅ Ensure every page is complete and legible, including the notarial page/seal

12) Summary (decision guide)

You have the original private notarized document: go to a notary for copy certification (if eligible).
You only have a photocopy: find the original or request a certified copy from the office where it was filed; don’t expect a notary to certify it without the original.
It’s a public record (PSA, court, title, government-issued record): request CTC from the issuing/custodian office, not a notary.
Original is lost and no office has it: re-execute and re-notarize, or obtain proof of filing/notarization only if that satisfies the purpose.