In the Philippine legal system, a Dismissal Order is a formal adjudication by a court terminating a case. Whether a case was dismissed "with prejudice" (cannot be refiled) or "without prejudice" (can be refiled under certain conditions), parties often require a Certified True Copy (CTC) for administrative, employment, or legal purposes.

A CTC is a reproduction of an original document on file with the court, signed and sealed by the authorized custodian—typically the Clerk of Court—attesting that it is an accurate copy of the original.

1. Where to File the Request

The request must be made at the specific branch of the court that handled the case.

Municipal Trial Courts (MTC/MeTC/MTCC): For civil cases with lower jurisdictional amounts or summary criminal cases.
Regional Trial Courts (RTC): For more serious offenses or higher-value civil litigations.
Appellate Courts: If the dismissal happened at the level of the Court of Appeals or the Supreme Court.

Note: You must go to the Office of the Clerk of Court (OCC) or the specific branch’s staff (Branch Clerk of Court) where the records are physically archived.

2. Who May Request a CTC

Generally, the following individuals have the standing to request a copy:

Parties to the Case: The Plaintiff/Complainant or the Defendant/Accused.
Counsel of Record: The lawyers representing the parties.
Authorized Representatives: Anyone with a valid Special Power of Attorney (SPA) from a party to the case.
Third Parties: Under the principle of public records, third parties may request copies, provided the case is not sensitive (e.g., involving minors, sexual offenses, or those sealed by court order) and they follow the proper letter-request procedure.

3. Requirements for the Request

To ensure a smooth transaction, the following are usually required:

Valid Identification: Government-issued ID (Passport, Driver’s License, UMID, etc.).
Case Information: You must provide the Case Title (e.g., People vs. Juan Dela Cruz) and the Case Number (e.g., Criminal Case No. 12345).
Letter-Request or Request Form: Some courts provide a printed form; otherwise, a simple formal letter addressed to the Clerk of Court suffices.
Special Power of Attorney (SPA): Required if you are requesting on behalf of a party to the case.
Affidavit of Loss (Optional): If you were previously issued a copy but lost it, some branches may require an affidavit, though usually, a new request is sufficient.

4. Step-by-Step Procedure

Step 1: Verification of Records

Approach the Clerk of Court and provide the case details. The staff will verify if the records are still in the branch or have been moved to the general archives/bundlestacks.

Step 2: Assessment of Fees

Once the order is located, the clerk will count the number of pages. You will be issued a Payment Slip or assessment for:

Certified Copy Fee: Usually a fixed rate per page (e.g., ₱5.00 - ₱10.00).
Legal Judiciary Fee: A small additional percentage.
Documentary Stamp Tax (DST): Usually ₱30.00 per certification.

Step 3: Payment

Pay the fees at the Cashier of the Office of the Clerk of Court. Always secure an Official Receipt (OR).

Step 4: Processing and Releasing

Submit the Official Receipt to the receiving clerk. The court staff will then:

Photocopy the original document.
Stamping each page with "Certified True Copy."
Affix the court’s dry seal.
Obtain the signature of the Branch Clerk of Court or the Assistant Clerk of Court.

The processing time can range from a few hours to several days depending on the volume of requests and the accessibility of the records.

5. Important Considerations

Feature	Details
Archived Cases	If the case is very old, records may have been transferred to the National Archives or a central storage unit, which may prolong the retrieval process.
Electronic Records	Some modern courts use the Judiciary Data Center; however, a physical CTC with a wet signature and dry seal is still the standard for most Philippine agencies.
Purpose of Use	If the CTC is for use abroad (e.g., working in the Middle East or Europe), the document must also undergo Apostille by the Department of Foreign Affairs (DFA).

6. Legal Significance of the CTC

A Certified True Copy of a Dismissal Order serves as conclusive evidence that a legal proceeding has ended. It is vital for:

NBI/Police Clearance: To "clear" a hit on a criminal record.
Employment: To prove that pending litigation has been resolved.
Travel/Visa Applications: To show that there are no pending "Hold Departure Orders" linked to that specific case.