How to Obtain a Certified True Copy of Court Case Records in the Philippines
A practical, lawyer-style guide for litigants, researchers, and corporate compliance officers
1. What Exactly Is a “Certified True Copy”?
A certified true copy (CTC) is a photocopy of a court document that bears:
- the original signature of the Clerk of Court (or duly authorized deputy);
- the court’s dry seal or an embossed/raised seal; and
- a certification phrase such as “Certified true copy issued upon request,” plus the date of issuance.
Courts issue CTCs to prove integrity and authenticity of pleadings, orders, decisions, or the entire expediente. They are routinely required for:
- appeals or petitions in higher courts;
- land registration and titling;
- SEC/DTI corporate housekeeping;
- immigration or visa applications; and
- apostille/legalisation for use abroad.
2. Legal Foundations for Access
| Source | Key Provision | Practical Take-away |
|---|---|---|
| 1987 Constitution Art. III § 7 | Enshrines the right to information on matters of public concern. | Grants prima facie entitlement to court records, subject to limitations below. |
| Rules of Court (Rule 135, Rule 136 § 19) | Clerks must furnish certified copies upon payment of lawful fees. | Basis for day-to-day issuance by trial courts. |
| A.M. No. 04-2-04 (Revised Schedule of Legal Fees, as amended 2020) | Sets per-page photocopy fee and flat certification fee. | PHP 2-3 per page + PHP 50 certification is still the usual benchmark; check the cashier’s current chart. |
| Data Privacy Act (R.A. 10173) & NPC Advisory | Sensitive personal data must be redacted unless requester shows legitimate purpose or court order. | Expect ID verification and possible masking of minors’ names, medical data, etc. |
| Family Courts Act (R.A. 8369) and special rules on adoption, annulment, child in conflict with the law | Declares records strictly confidential. | You need a judge’s written permission or be a party/lawyer of record. |
| OCA Circulars (e.g., 113-2022 on fees; 64-2014 on eCourts) | Operational directives to Clerks of Court. | Some courts now accept online requests through eCourt kiosks. |
3. Locate the Custodian of the Record
| Court Level | Primary Custodian | Typical File Code |
|---|---|---|
| Supreme Court (SC) | Judicial Records Office (JRO) & E-Library | G.R. No. 123456 |
| Court of Appeals (CA) | CA Clerk of Court Manila/Cebu/Cagayan de Oro | CA-G.R. CV / SP No. |
| Sandiganbayan | Judicial Records Division | SB-CRM No. |
| Court of Tax Appeals (CTA) | Judicial Records Office | CTA Case No. |
| Regional Trial Court (RTC) | Office of the Clerk of Court (OCC-RTC) of the station | Civil Case No. ___ |
| Metropolitan/ Municipal Trial Courts (MeTC, MTCC, MTC, MCTC) | OCC-MeTC/MTCC/MTC | Criminal Case No. ___ |
Tip: If the case is archived (terminated ≥ 5 years), the expediente might have been transferred to the SC’s Judicial Archives, San Fernando, Pampanga. Call ahead.
4. General Step-by-Step Procedure (Trial Courts)
Identify the exact case details
- Party names, docket number, branch, nature (civil/criminal/special).
Prepare a Request Letter or Requisition Slip
- Addressed to the Clerk of Court; state purpose (e.g., “for appeal/for corporate filing”).
- Attach a clear photocopy of one valid government ID.
- If you are not a party: add Special Power of Attorney or Board Resolution authorizing you.
Personal Appearance at the OCC
- Present request and ID at the Receiving/Records Section.
- Fill out logbook; indicate pages requested (specific order vs. entire records).
Assessment of Fees
- Photocopy fee: PHP 2–3 per page (varies per station).
- Certification fee: PHP 50 per document, regardless of pages.
- Archive retrieval fee (if applicable): usually PHP 300–500.
Payment at Cashier
- Get an Official Receipt (keep a photocopy; you will submit the original to the Records Section).
Reproduction and Certification
- Records Officer photocopies, compares with original, and routes to the Clerk of Court for signature and dry seal.
- Simple orders (≤ 20 pages) are often released same day; voluminous records may take 3–5 working days.
Claim or Courier Release
- Sign the logbook; verify every page has the seal and signature.
- For remote requesters: send a prepaid airway bill; the OCC can ship via LBC/JRS.
5. Appellate Courts & Supreme Court: Special Notes
| Court | How to Request | Usual Turn-around |
|---|---|---|
| Supreme Court | File a written request with the JRO (Ground Floor, SC Main Bldg.) or e-mail sc_records@judiciary.gov.ph with scanned ID. Attach proof of payment via LANDBANK online portal. | 5 working days for decisions/resolutions; 10+ days if record on appeal extends > 1 volume. |
| Court of Appeals | Personally file at CA Docket & Receiving; or send notarized letter + two IDs by courier. | 3–7 working days. |
| Sandiganbayan / CTA | Same pattern as CA; certification signed by Executive Clerk of Court. | 3–5 working days. |
Electronic Copies: Final SC and CA decisions from 1901 to present are free on https://elibrary.judiciary.gov.ph. You still need a CTC if the recipient insists on a sealed document or apostille.
6. Confidential or Sealed Proceedings
| Case Type | Access Rule | Practical Work-around |
|---|---|---|
| Adoption, custody, status of children | Only the parties, counsel, or court-authorized third parties may inspect. | File a Motion to Examine Records citing legitimate interest. |
| Annulment, support, family court matters | Similar restriction under A.M. No. 02-11-10-SC. | Requester must be party or obtain court order. |
| Juvenile delinquency (CICL) | Strictly sealed; disclosure punishable under R.A. 9344. | None without court order. |
| Ongoing criminal investigation with gag order | Sub judice; limited to parties. | Wait until promulgation or secure judge’s permission. |
7. Remote or Proxy Requests
Write a Notarized Authorization designating your representative.
E-mail/ship the following to the OCC:
- Request letter, authorization, valid IDs (both faces), and courier airway bill.
Pay via Landbank Link.Biz, GCash court merchant, or bank deposit (OCA Circular 150-2021).
Track release; the OCC seals documents in Kraft envelope with tamper-proof tape.
8. Fees Cheat-Sheet (typical 2025 rates; confirm locally)
| Item | Base Fee (PHP) |
|---|---|
| Certification (per document) | 50.00 |
| Photocopy (per page) | 2.00 – 3.00 |
| Colored copy (if photograph exhibits) | 5.00 |
| Archive retrieval (if off-site) | 300 – 500 |
| Expedite/Special handling (rare) | Court-set |
No fees are charged to pauper litigants (Rule 141 § 19) or requests endorsed by the Public Attorney’s Office.
9. Apostille & Overseas Use
- After receiving the CTC, proceed to the SC/CA Notarial Section (or RTC Executive Judge) for red ribbon (now called document authentication) if the signature is not yet specimen-on-file with DFA.
- Bring the authenticated copy to any DFA-Apostille Office; pay PHP 200 (regular 3 days) or PHP 400 (express).
- DFA affixes a one-page apostille; the document is now recognized in 124 Hague-member jurisdictions.
10. Sample Request Letter
Date: 19 June 2025 To: The Clerk of Court, Regional Trial Court, Branch 99, Quezon City Subject: Request for Certified True Copy – Civil Case No. Q-99-12345, Juan Dela Cruz v. XYZ Corp.
Sir/Madam: Kindly furnish the undersigned one (1) certified true copy each of the following: (1) Decision dated 10 March 2024; (2) Entry of Judgment dated 5 April 2024. The copies will be used for SEC submission in compliance with the Revised Corporation Code.
I am the plaintiff’s counsel of record; a copy of my IBP ID is attached. I undertake to pay the required fees.
Respectfully, Atty. Maria Santos IBP No. 123456 / PTR 2025 Quezon City
11. Frequently Asked Questions
| Question | Quick Answer |
|---|---|
| How long are RTC records kept on site? | Usually 5 years after finality, then transferred to Judicial Archives. |
| Can I request via e-FOI? | FOI covers executive agencies; the Judiciary is constitutionally separate. Use court procedures instead. |
| What if the docket number is unknown? | Provide full party names and approximate filing year; the Records Officer can search the General Index for PHP 200 research fee. |
| May I photograph the expediente myself? | Only with the judge’s written permission; otherwise, use the official photocopy service to protect chain-of-custody. |
| Are electronic PDFs valid abroad? | Scanned copies lack physical certification; most foreign authorities still demand a paper CTC + apostille. |
12. Practical Tips from Seasoned Court Runners
- Arrive early (8 a.m.)—cashiers cut off transactions at 3 p.m.
- Bring small bills; some stations cannot break PHP 1,000.
- Keep a digital scan the moment you receive the CTC; if you misplace the original, you will have to repeat the entire process.
- For voluminous records, request only relevant portions (decision, information, dispositive orders) to save time and money.
- Check the seal before leaving—an incomplete seal may cause DFA apostille rejection.
13. Conclusion
Obtaining a certified true copy of court records in the Philippines is largely ministerial—the law commands clerks to issue one upon payment of the prescribed fees. Delays usually stem from missing docket details, confidential case types, or archived locations. By knowing the legal bases, right office, exact fees, and proper documentation, you can secure a valid CTC in as little as a single morning, even for busy Metro Manila courts.
Should you encounter unusual resistance (e.g., refusal without legal ground), politely cite Rule 136 § 19 and, when needed, move the presiding judge to direct the clerk to comply. Your constitutional right to information—balanced with privacy and confidentiality rules—ultimately backs your request.