1. What “court decisions” and “case records” mean in Philippine practice

A. Court decisions (and similar rulings)

In Philippine courts, written rulings commonly appear as:

Decision – resolves the case or a major incident (e.g., judgment after trial).
Resolution – typically used by appellate courts (including the Supreme Court) to dispose of matters, deny or grant motions, or resolve petitions (sometimes with full reasoning, sometimes briefly).
Order – directives of the court during the case (e.g., setting hearings, admitting exhibits, granting postponements).
Entry of Judgment / Certificate of Finality – shows a decision has become final and executory (important when enforcing judgment or invoking res judicata).

B. Case records (the “rollo” and related files)

A case record is the collection of documents generated and filed in a case, often including:

Initiatory pleadings (complaint, information, petition) and annexes
Answers, motions, oppositions, replies
Court orders, minutes, notices
Judgments/decisions/resolutions
Returns of service, sheriff’s returns, proof of service
Evidence-related filings (formal offer of evidence, objections, markings)
Transcripts of stenographic notes (TSN) when hearings/trial were stenographically recorded
Exhibits (sometimes kept separately in evidence envelopes/boxes, under court custody)

Courts treat these as official records in custodia legis—they remain under court control and generally cannot be removed without authority.

2. The big picture: Are court records open to the public?

General rule: openness, with court control

Philippine proceedings are generally public, and many court records are accessible. But access is not unlimited. Courts manage records to:

protect privacy and confidentiality in sensitive cases,
prevent tampering or loss,
maintain orderly administration, and
ensure requests are properly documented and receipted.

Common restrictions and “sensitive case” exceptions

Access is often restricted (or copies are released only to parties/counsel, or with court permission) when records involve:

Minors (children in conflict with the law; child abuse matters; child witnesses)
Adoption and related proceedings (typically confidential by law/rule)
Family cases where confidentiality is imposed by statute/rule or by court order
Sexual violence cases where identities/details may be protected, redacted, or sealed
Cases under protective/confidentiality orders (sealed records)
Situations implicating the Data Privacy Act and similar privacy norms (courts may limit disclosure of personal data not necessary to the request)

Even when a case is not “sealed,” the court may control how inspection is done and what may be copied.

3. Where to obtain decisions and records, depending on court level

A. Supreme Court (SC)

Published decisions and resolutions are widely accessible through official repositories and legal research services. If you need certified copies or case-specific documents (e.g., rollo portions), you typically coordinate with the SC’s record-keeping offices and follow their request procedures.

Typical needs:

Plain copies for research or reference
Certified true copies for use in court or official transactions
Certificate of finality / entry of judgment for enforcement or proof of finality

B. Court of Appeals (CA), Sandiganbayan, Court of Tax Appeals (CTA)

Appellate decisions may be available through their libraries, official postings, or research repositories, but not all decisions are equally easy to find online. For authenticated or complete documents, the usual route is the court’s clerk/records division using the docket number and case title.

C. Regional Trial Courts (RTC), Metropolitan/Municipal Trial Courts (MeTC/MTC/MCTC), and specialized courts

Trial-court decisions and complete case files are usually not centrally published the way Supreme Court decisions are. The reliable path is the specific court:

Branch Clerk of Court / Office of the Clerk of Court (OCC) keeps or controls the file.
Older files may be archived (retrieval may take time and require approvals/fees).

D. Quasi-judicial agencies vs. courts

If the “decision” is from an agency (e.g., NLRC, SEC, DARAB, etc.), the request procedures are different. This article focuses on courts, but the same practical principles apply: identify docket details, request copies from the records office, and ask for certification when needed.

4. Two tracks: (1) Research copies vs. (2) Copies usable as evidence

Track 1: Research/reference copies (“plain copies”)

Use when you just need to read or cite.

Often cheaper
May be printed from official repositories or photocopied from the file
Courts may still require logging, supervision, and payment

Track 2: Copies usable in court/official matters (“certified true copies”)

Use when you need to prove authenticity (e.g., submission in another case, government transaction, enforcement).

Issued by the court’s authorized custodian (usually the clerk)
Bears a certification that it is a true copy from the original record
Typically subject to certification fees and official receipts

Practical note: If your purpose is to file something in court (appeal, motion, execution, annotation, etc.), assume you need certified true copies unless the receiving office explicitly accepts plain copies.

5. What information you should gather before requesting anything

Requests move faster when you have:

Case title (e.g., People v. X, A v. B)
Case number / docket number (critical)
Court and branch (e.g., RTC Branch 00, City)
Approximate dates (filing date, decision date, hearing dates)
Document type(s) requested (Decision, Order dated __, TSN for __, etc.)
Your relationship to the case (party, counsel, representative, researcher, media, etc.)

If you don’t have the case number, you may need to:

check docket books/indexes at the clerk’s office (if allowed),
request a case search (some courts charge minimal research/search fees), or
obtain details from a party/counsel who has notices/pleadings.

6. Step-by-step: How to request court decisions and records (trial and appellate courts)

Step 1: Identify the custodian office

For trial courts: usually the Branch Clerk of Court or the Office of the Clerk of Court (depending on how the court organizes records).
For appellate courts: the clerk/records division handling that docket.

Step 2: Decide what you are requesting

Be specific. Examples:

“Certified true copy of the Decision dated 15 July 2025 in Civil Case No. ____.”
“Certified true copy of the Order denying the Motion for Reconsideration dated ____.”
“TSN for hearings on ____ (dates).”
“Photocopies of Complaint, Answer, and Decision only.” (narrow requests are processed faster)

Step 3: Determine whether you need authority or a court order

You may need added authority if:

you are not a party or counsel of record,
the case is confidential/sensitive,
the records are sealed, or
you want to reproduce extensive parts of the rollo or access exhibits.

Courts commonly ask non-parties to show:

a legitimate interest (e.g., you are a researcher with an approved request, a successor-in-interest, an insurer, a judgment creditor in a related proceeding, etc.), and/or
a written authorization from a party, and/or
a court order (obtained via motion) permitting access/copying.

Step 4: Prepare a written request (or motion, if required)

Many courts accept a letter-request for routine certified copies, especially for parties. Others require a motion set for hearing, especially when:

you seek access as a non-party,
you seek to copy large portions,
you seek exhibits, or
confidentiality issues exist.

A practical letter-request typically includes:

complete case details,
the exact documents requested,
whether plain or certified copies,
purpose (briefly stated),
your identification and contact details,
authority (if representative), and
willingness to pay lawful fees.

If a motion is needed, it should:

state your interest/authority,
cite the need for access,
address confidentiality concerns,
pray for permission to inspect/copy and for the clerk to release copies upon payment.

Step 5: File the request and present identification

Bring:

Valid government ID
Authorization (SPA/letter authorization, board resolution, etc., as applicable)
For lawyers: IBP details and indication you are counsel of record (or attach entry of appearance)

Step 6: Pay required legal fees and obtain official receipts

Courts generally require payment for:

photocopying per page,
certification per document,
sometimes “research/search” or retrieval fees (varies by office practice),
documentary stamp requirements (where applicable in that court’s procedure).

Always request and keep the official receipt. It matters for follow-up and accountability.

Step 7: Receive the copies and check completeness

Before leaving:

verify page count, readability,
ensure the certification page is signed and properly stamped (for certified copies),
confirm dates and document titles match your request.

7. Access to transcripts (TSN): a special process

TSNs are typically prepared by the court stenographer and/or an authorized transcriber system. Common realities:

TSNs may not be immediately available unless previously ordered.
You usually must specify exact hearing dates and case details.
Fees are often computed per page.
Courts may require the judge’s conformity or adherence to stenographer procedures.

For urgent needs, narrow your request (e.g., only the testimony of a specific witness on a specific date).

8. Access to exhibits and physical evidence: stricter custody rules

Exhibits are often kept:

attached to the record (documentary exhibits), or
separately stored (envelopes/boxes) under court custody.

Courts are cautious because exhibits can be lost, altered, or degraded. Expect that:

inspection is supervised,
photocopying/scanning is controlled,
release of originals is rare and usually requires a court order and strict conditions.

9. Archived or long-closed cases: retrieval issues you should anticipate

For older cases:

The branch may have transmitted records to a records center/archive.
Retrieval may take longer and may require:
- a written request,
- proof of interest/authority,
- payment of retrieval fees (where applicable),
- and sometimes a judge’s authorization.

If the records cannot be located, inquire about:

docket entries (proof the case existed and key dates),
minute entries,
whether a decision copy exists even if some attachments are missing.

10. Online and library-based research options (non-certified)

Even when you do not need certified copies, you can often locate Philippine decisions through:

official court repositories (where available),
legal research databases (subscription-based),
law school and institutional law libraries,
reputable legal publishers and annotated reporters.

Caution: For filing in court or proving authenticity, rely on certified true copies or official sources accepted by the receiving office.

11. Who can request records? Parties, counsel, and third parties

A. Parties and counsel of record

Generally have the strongest claim to obtain copies of pleadings, orders, and decisions, subject to fee payment and confidentiality rules.

B. Authorized representatives

Commonly recognized with documentation:

Special Power of Attorney (SPA) for individuals
corporate secretary’s certificate/board resolution and authorized ID for corporations
proof of status for heirs/successors-in-interest (sometimes requiring court recognition)

C. Third parties (non-parties)

Access is often discretionary and may depend on:

the nature of the case,
whether records are confidential,
the requester’s stated legitimate interest,
and whether the court requires a motion and hearing.

12. Confidentiality and redaction: what courts may do instead of outright denial

When privacy concerns exist, courts may:

allow inspection but not copying,
allow copying of limited portions,
require redaction of addresses, names of minors, medical details, or identifying information,
restrict dissemination (sometimes via protective orders).

If you receive a partial release, it’s often because the court is balancing openness with statutory/rule-based confidentiality.

13. Practical templates (short-form)

A. Letter-request (plain or certified copies)

[Date] The Branch Clerk of Court [Court/Branch/Address]

Re: Request for [Plain/Certified True] Copies Case: [Title] Case No.: [Number]

Respectfully, I request [plain/certified true] copies of the following documents in the above case:

[Decision/Order/etc.] dated [date];
[Other document] dated [date].

Purpose: [brief purpose—e.g., reference / submission to ____ / enforcement].

I am [party/counsel/authorized representative]. Attached are [ID / authority documents]. I undertake to pay the lawful fees assessed by the court.

Respectfully, [Name] [Address/Contact] [Signature]

B. When a motion is more appropriate

Use a motion when you are not a party/counsel, when the case is sensitive, when you need exhibits, or when the court requires judicial permission. The motion should explain your interest and ask the court to authorize inspection/copying under conditions it deems proper.

14. If your request is denied or stalled: realistic next steps

Clarify the reason (confidentiality, lack of authority, incomplete details, archived file, pending fees).
Cure the defect (provide authorization, specify documents/dates, narrow the request).
If needed, elevate procedurally:
- request guidance from the Branch Clerk of Court/OCC, and/or
- file a motion asking the judge for permission (especially for non-parties or sensitive records).
Keep communications professional and written; courts operate on records and accountability.

15. Key takeaways

For published appellate decisions, research access is often straightforward; certified copies still require formal request and payment.
For trial court decisions and full case records, the primary route is the Branch Clerk/OCC using the case number and branch.
Your ability to access depends on status (party/counsel vs. third party), confidentiality, and the specific documents sought.
When you need the document for official use, request certified true copies, and obtain proof of finality when relevant.