1) What a “Certified True Copy” (CTC) of a land title is

A Certified True Copy (CTC) of a land title is an official copy issued by the government office that keeps the registration records of the property. It is a reproduction of the title on file and is stamped/marked as a true copy by the issuing office.

Why it matters

A CTC is often required for:

due diligence in buying/selling property
bank loans and mortgage processing
verification of ownership and annotations (liens, adverse claims, mortgages, court orders)
estate settlement, partition, donation, and other transfers
litigation and administrative cases involving the property

CTC vs. Owner’s Duplicate Copy

Philippine titled land usually has two key “forms” of the title:

Original/Registration copy kept by the Registry of Deeds (RD)
Owner’s Duplicate Certificate of Title kept by the registered owner (or bank if mortgaged)

A CTC is typically issued from the RD’s official records. It is different from, and does not replace, the owner’s duplicate.

2) Know your title type: TCT vs. CCT

You may be requesting a CTC of:

TCT (Transfer Certificate of Title) – generally for land (and improvements may be described)
CCT (Condominium Certificate of Title) – for condominium units (with a separate title for the unit)

The procedure is similar, but the identifying details differ (e.g., unit number for CCT).

3) Which government office issues the CTC

In the Philippines, a certified true copy of a land title is issued by the Registry of Deeds (RD) that has jurisdiction over the city/municipality where the property is located.

Important:

You must request from the correct RD (the one where the title is registered).
The RD is part of the Land Registration Authority (LRA) system.

4) What information you need before you apply

The process is simplest if you have at least one of the following:

A. Title number (best)

Example: TCT No. 123456 or CCT No. 98765

B. Owner’s name (helpful)

Exact name on the title; include middle name/initial if possible

C. Property identifiers (backup)

Location: barangay/city/municipality/province
Lot/Block numbers; subdivision name
Tax Declaration number (not a title number, but sometimes helps locate records)

Reality check: If you have none of these, locating the title can be slow, and some RDs may require more documentation to search their index.

5) Who may request a CTC (and common access limits)

As a practical matter, RDs commonly release CTCs to:

the registered owner
the owner’s authorized representative (with SPA or authorization letter + IDs)
parties with a legitimate interest (e.g., buyer doing due diligence, heir, bank, lawyer with authority, court officer with order), subject to RD policies and data/privacy controls

While land titles are public registration records in principle, access in practice can be moderated by:

identity verification rules
anti-fraud measures
privacy and security protocols

6) Step-by-step: How to obtain a CTC from the Registry of Deeds

Step 1: Identify the correct Registry of Deeds

Determine where the property is registered based on location:

If the property is in a city/municipality, the RD is generally the one covering that LGU/province.

Step 2: Prepare your documentary requirements

Commonly requested documents include:

If you are the registered owner:

Government-issued ID(s)
If married and the title reflects marital status, sometimes additional identity checks may be done

If you are a representative:

Special Power of Attorney (SPA) or authorization letter
IDs of both principal and representative (and sometimes proof of relationship)

If you are an heir (owner deceased):

Death certificate (copy)
Proof of relationship (e.g., birth/marriage certificates)
Sometimes an SPA signed by co-heirs or authority from the estate’s representative, depending on what you are requesting and RD practice

If you are a buyer/checking a property:

Valid ID
Sometimes a written request stating purpose or proof of transaction (varies by RD)

Step 3: Fill out the request form / written request

Most RDs require:

Title number or owner’s name
Property location
Reason for request
Your contact details
Your signature

Step 4: Pay the fees

Fees vary depending on:

number of pages
certification fees
research/search fees (if you don’t have the title number)

Payment is usually made at the RD cashier and you’ll receive an official receipt.

Step 5: Claim the CTC

Some RDs issue same day; others release in a few days, especially when:

records are off-site or archived
a manual search is needed
there are system queues

7) Getting a CTC when you don’t have the title number

If you only know the owner name or property location, you can still request a search. Expect:

a research fee
longer processing time
possible need for more precise details (exact spelling of owner name; approximate registration period; lot number)

Practical tip: The exact spelling of the owner’s name is crucial. Small differences can cause search failure.

8) Common pitfalls and how to avoid them

A. Requesting from the wrong RD

Titles are not interchangeable across RDs. Start by confirming the RD for the property’s location.

B. Confusing Tax Declaration with Title

A Tax Declaration is a local tax document and not proof of Torrens title. It can help locate property, but it is not a substitute for the title number.

C. Incomplete authority documents

If you’re not the registered owner, your SPA/authorization must be clear:

authority to request certified copies
property/title details
valid IDs and signatures

D. Old titles and reconstituted records

Some titles are old, damaged, or have undergone reconstitution. Processing can take longer and may require additional checks.

E. Using a CTC as if it were the Owner’s Duplicate

A CTC is evidence of what’s on record, but transactions often still require presentation of the owner’s duplicate (especially for sale/mortgage registration).

9) What you should check once you receive the CTC

A CTC is only useful if you read it carefully. Review:

A. The owner name(s) and civil status

Confirm identity consistency with sellers/heirs.

B. Technical description / lot identification

lot number
area
boundaries Ensure it matches what is being sold or claimed.

C. Encumbrances and annotations

Look for:

mortgages and releases
adverse claims
lis pendens
court orders, attachments, levies
easements or restrictions
deed of sale entries, cancellations, consolidation of ownership
condominium liens (for CCTs)

D. The title’s “derivation” or reference titles

The CTC may reference prior titles and instruments. These matter for chain-of-title checks.

10) Special cases

A. Property is mortgaged and the owner’s duplicate is with the bank

You can still get a CTC from the RD. A mortgage does not prevent issuance of a CTC, but it will appear as an annotation.

B. Lost owner’s duplicate title

A CTC can help verify title details, but replacing a lost owner’s duplicate usually requires a court process (judicial reissuance) and publication requirements, not merely an RD request.

C. Condominium units

For CCTs, also check:

unit description
parking slot (if separately titled)
condominium corporation details
master deed references

D. Names with multiple similar owners

If the owner has a common name, your request may require:

middle name/initial
address or other identifiers
lot number/location specifics

11) How CTCs are used in transactions and disputes

Buying property (due diligence)

A CTC is a foundational document for:

verifying ownership
checking if the title is clean
confirming no undisclosed liens or adverse claims

Estate settlement

Heirs use CTCs to establish the property’s registered status and proceed with transfer to heirs.

Litigation

CTCs are often submitted in court as evidence of the title’s contents, especially when original/owner’s duplicate cannot be produced immediately.

12) Practical checklist: What to bring and do

Bring

Title number (or owner name + property identifiers)
Valid government ID(s)
SPA/authorization + IDs if representative
Supporting documents if heir/buyer (as needed)
Cash/payment method accepted by the RD

Do

Request the CTC from the correct RD
Pay appropriate fees and keep the official receipt
Verify annotations and encumbrances immediately
If using for a transaction, ensure the CTC is recent (freshly issued) because annotations can change over time

13) Key takeaway

A Certified True Copy of a land title is obtained from the Registry of Deeds where the property is registered. The most important success factors are having the correct RD, the title number or accurate owner/property details, and the proper proof of authority when requesting on behalf of someone else.