How to Get a Certified True Copy (CTC) of a Judgment of Declaration of Nullity of Marriage from a Remote Court in the Philippines
(A Practical, Lawyer‑Style Guide for Parties, Agents, and Civil Registrars)
Table of Contents
Why You Might Need a CTC
Governing Laws & Court Rules
Identifying the Correct Court and Case Details
Who May Request & Authority to Receive
Documentary Requirements
Step‑by‑Step Procedures
- 6.1 Personal Filing
- 6.2 Filing Through a Representative
- 6.3 Filing Entirely by Mail / Courier / E‑Service
Fees, Official Receipts, and Accepted Payment Channels
Release, Authentication, and Apostille
Using the CTC for Civil Registry Annotation (PSA)
Typical Processing Times & Follow‑Up Tips
Frequently Asked Questions
Sample Templates (Request Letter & SPA)
Common Pitfalls and How to Avoid Them
Key Take‑aways
1. Why You Might Need a CTC
A certified true copy of the judgment (plus the Certificate of Finality) is normally required when you:
- Annotate the nullity on your Certificate of Marriage and the spouses’ Certificates of Live Birth at the Local Civil Registrar (LCR) and Philippine Statistics Authority (PSA).
- Remarry, obtain a fiancée visa, or claim benefits that hinge on your civil status.
- Register the judgment abroad or have it apostilled by the Department of Foreign Affairs (DFA).
- Enforce incidental orders (e.g., custody or property partition) in another court or agency.
2. Governing Laws & Court Rules
| Legal Basis | Key Provisions Relevant to CTC Requests |
|---|---|
| Rule 132, Sec. 24, Rules of Court | Clerks of Court may issue certified copies of court records upon payment of fees. |
| Rule 141, Sec. 7 & 11 | Prescribes current fees for certification and copying, payable to the Judiciary Trust Fund. |
| Rule 10, Sec. 12, A.M. No. 19‑08‑15‑SC (eCourts) | Allows electronic service of pleadings and, in some courts, remote requests for copies. |
| Family Code, Arts. 50‑52 & 57 | Final judgments in nullity cases must be registered with the civil registry. |
| Civil Registry Law (Act 3753) & PSA Circular No. 2021‑11 | Details annotation procedure at LCR/PSA. |
| OCA Circulars 79‑2020, 83‑2020, 95‑2021, 271‑2022 | Interim COVID‑19 rules legitimizing e‑mail/online requests and e‑payment for courts. |
(Citations are for reference; exact numbers occasionally shift when the Supreme Court issues new circulars. Check the latest list of legal fees before payment.)
3. Identifying the Correct Court and Case Details
Locate the case docket: In every nullity petition, the Regional Trial Court (RTC) that heard the case is expressly stated on the cover page of the Decision. You need:
- Judicial Region, Station, Branch # (e.g., RTC, Br. 78, Quezon City).
- Civil Case Number (e.g., FC‑QZN‑18‑12345).
- Names of Parties and date of Decision.
Note the Entry of Judgment / Certificate of Finality date—usually 15 days after receipt by the Office of the Solicitor General (OSG) if unappealed.
Confirm court contact details: Most RTCs now publish official e‑mail addresses and mobile (GLOBE/Judiciary SIM) hotlines on the Supreme Court E‑Court directory or their Facebook pages.
4. Who May Request & Authority to Receive
| Category | Proof Required |
|---|---|
| Party to the case | Government‑issued ID (PhilSys, passport, driver’s license, etc.). |
| Lawyer‑on‑record | IBP ID + current SPA or Entry of Appearance if new counsel. |
| Authorized representative | Notarized Special Power of Attorney (SPA) or Secretary’s Certificate (if a corporate party) + valid ID. |
| Court‑ordered custodian (e.g., LCR) | Copy of the court order and official ID. |
5. Documentary Requirements
| Document | Notes |
|---|---|
| Written Request or Motion for Certified Copy | Use formal letterhead or handwritten form; include case number, title, purpose, and number of pages needed. |
| Valid ID(s) | Government‑issued; attach front‑and‑back photocopy. |
| SPA / Authorization (if applicable) | Must specifically authorize “requesting and receiving certified true copies of the Decision and Certificate of Finality.” |
| Official Receipt (O.R.) | To be issued by Clerk of Court after payment; required for release. |
| Self‑addressed stamped envelope / courier airway bill | For remote release. |
6. Step‑by‑Step Procedures
6.1 Personal Filing (You travel to the court)
- Prepare two copies of the written request.
- Go to the Office of the Clerk of Court (OCC) or Family Court branch clerk.
- Pay certification and photocopy fees (see § 7). Keep the duplicate O.R.
- Clerk stamps “Received” on your request; processing usually takes 30 minutes–3 hours.
- Verify certification signature (usually by the Branch Clerk or Executive Judge).
- Claim the copies; double‑check each page bears the green “CERTIFIED TRUE COPY” dry‑seal or rubber stamp, signature, and date.
6.2 Filing Through a Representative
Give agent the SPA, your IDs, and funds for fees/courier.
Representative files as in 6.1. If same‑day release is impossible, they may:
- Wait for the copies; or
- Leave a prepaid courier pouch for delivery to your address.
6.3 Entirely by Mail / Courier / E‑Service
Ideal for parties living abroad or far from the RTC.
- E‑mail the Branch Clerk/OCC attaching: request letter (signed & scanned), IDs, SPA, and proof of payment (screenshot of deposit/GCash).
- Pay fees remotely (bank deposit to “RTC‑[City] Judiciary Trust Fund” or via GCash to “Supreme Court OR Code” if the court participates). Send proof.
- Mail or have courier pick up the physical SPA, if required.
- The clerk prints, stamps, and bundles your CTC, then ships via preferred courier.
- Keep records of airway bill and follow up if beyond the standard release time (see § 10).
7. Fees, Receipts & Payment Channels
| Item | Standard Amount* | Government Basis |
|---|---|---|
| Certification Fee | ₱100 per document | Rule 141, Sec. 11(c) |
| Copying Fee | ₱2 per page (machine copy) | Rule 141, Sec. 11(b) |
| Judiciary Development Fund stamp | ₱20 per document | JDF Law (P.D. 1949) |
| Courier / Notarial / Apostille costs | Actual cost | commercial rates |
*Some courts surcharge ₱10–₱30 for rush same‑day release. Always ask the OCC cashier.
Payment options when remote:
- LandBank/Judiciary Trust Fund account deposit (scan deposit slip).
- GCash “Pay Bills → Government → Supreme Court” (reference the docket number).
- Postal Money Order payable to the Clerk of Court.
8. Release, Authentication, and Apostille
Ensure every page carries:
- “Certified True Copy” stamp/dry seal;
- Signature of Clerk of Court or duly authorized officer;
- Date of certification.
For use abroad: Have the entire bundle authenticated:
- Executive Judge Certification (some foreign consulates ask for this extra layer).
- DFA Apostille: Submit the CTC plus Executive Judge endorsement to any DFA‑OCA Apostille window. Standard fee: ₱200 (regular) or ₱400 (express).
PSA or LCR will not require apostille; they accept the court seal.
9. Using the CTC for Civil Registry Annotation (PSA)
Submit to the LCR of the place where the marriage was originally registered:
- Certified Decision
- Certificate of Finality
- Payment of annotation fee (₱210–₱250 typical)
LCR forwards to the PSA QC East Avenue Legal Services Department.
Wait 2–3 months for PSA to release the annotated Certificate of Marriage and Birth Certificates showing “Marriage declared null and void – RTC Br. __ Case No. __.”
10. Typical Processing Times & Follow‑Up
| Action | Urban Court | Rural / Island Court |
|---|---|---|
| Request to release | 1–2 days | 2–5 days |
| Courier delivery (domestic) | 1–3 days | 3–7 days |
| DFA Apostille | 1 day (express) or 3 days (regular) | Add courier time |
Always note the court’s official working hours (8:00 AM – 5:00 PM, Monday–Friday, no noon break) and cashier cut‑off (usually 3:00 PM).
Follow‑up channels: court e‑mail, hotline, or Facebook page (many post weekly dockets and contact info).
11. Frequently Asked Questions
| Question | Short Answer |
|---|---|
| Can I ask PSA directly for the CTC? | No. PSA can only issue civil registry records, not court judgments. |
| What if the case file was archived or transferred? | The branch clerk still certifies; if records were elevated, you may need the Court of Appeals or Supreme Court certification. |
| Do I need the CTC notarized? | Certification replaces notarization; a notary may only authenticate your SPA. |
| Is there an expiry date? | Technically none, but agencies often require a CTC issued within the last 3 or 6 months. |
| Lost copy—request again? | Yes, same steps; the Clerk keeps the master copy in perpetuity. |
12. Sample Templates
Request Letter (individual)
Date: ___
Hon. _______
Clerk of Court
RTC, Branch ___
[City/Province]
Re: Request for Certified True Copies
Civil Case No. FC‑___‑____ “AAA vs. BBB”
Dear Madam/Sir:
I am AAA, petitioner in the above‑captioned case. Respectfully request certified true copies of:
1. Decision dated __________ (___ pages); and
2. Certificate of Finality dated __________ (___ page).
Purpose: annotation of civil registry records and personal records.
Attached are my government ID and Official Receipt/GCash Proof for the prescribed fees.
Thank you.
Respectfully,
(Signature)
AAA
Contact No. / E‑mailSpecial Power of Attorney (excerpt)
... hereby appoint __________, of legal age, Filipino, to:
(1) request, pay for, and receive certified true copies of the Decision dated ___
and Certificate of Finality dated ___ in Civil Case No. ___;
(2) sign documents and receipts; and
(3) arrange courier delivery thereof.
This SPA is valid for one (1) year unless earlier revoked.13. Common Pitfalls & How to Avoid Them
| Pitfall | Prevention Tip |
|---|---|
| Wrong court branch | Verify the docket number from your lawyer or original Notice of Hearing. |
| Incomplete payment | Ask cashier for total cost; include anticipated page count. |
| Missing SPA details | Specify “to receive certified copies” in the text. |
| Courier refuses court pickup | Arrange GrabExpress “pabili/pickup” or LBC branch pick‑up if the locality is remote. |
| DFA rejection | Ensure every page is stamped AND attached to Executive Judge certification if required. |
14. Key Take‑aways
- Clerk of Court is the only office empowered to issue a CTC of a nullity judgment.
- Remote requests are allowed—use e‑mail, deposit/GCash, and courier, but follow each court’s posted protocol.
- Always secure both the Decision and the Certificate of Finality; most agencies will ask for both.
- Budget for fees, courier, and apostille if you need to use the documents abroad.
- Keep digital scans of the CTC for easy reprinting, but remember agencies usually want the embossed seal.
Disclaimer: This guide reflects Philippine procedures and circulars in force as of July 18 2025. Courts occasionally adjust fees and e‑service policies; always confirm with the specific RTC branch before payment or travel. For complicated scenarios (lost records, appeals, or conflicting annotations), consult a qualified Philippine lawyer.