I. Overview and Legal Meaning of a “Certified True Copy”

A Certified True Copy (CTC) is a reproduction of a document that an authorized public officer (or an authorized custodian of records) attests is a faithful, complete, and accurate copy of an original document on file or presented to that officer. In Philippine practice, “certified true copy” is used in government, courts, schools, and private transactions to mean that the copy carries official certification—typically a stamp/seal, signature, date, and an annotation indicating it is a true copy.

A CTC is often required for:

government transactions (benefits, licensing, registration, employment),
court filings and evidence,
visa/immigration and foreign applications,
banking/finance and compliance,
school transfer/credentialing.

Important distinction: A CTC is different from notarization. Notarization generally authenticates a person’s signature and the voluntary execution of a document. While notaries may perform certain certifications (e.g., copy certification in limited circumstances), a CTC for government-issued and registered public documents is typically issued by the government office that keeps the official record (civil registry, courts, registries, agencies).

II. Common Types of Documents Where CTCs Are Requested

A. Civil Registry Documents

Birth certificate, marriage certificate, death certificate
Certificate of no marriage (CENOMAR)
Marriage advisory, death advisory
Annotated civil registry documents

Typical custodians:

Local Civil Registry Office (LCRO) where the event was registered
Philippine Statistics Authority (PSA) for national copy/issuances (often treated as the standard for many transactions)

B. Court Records

Orders, decisions, judgments, resolutions
Certificates of finality, entries of judgment
Case records, pleadings, transcripts (subject to court rules and access restrictions)

Custodian:

The court or its branch clerk of court; sometimes records archives

C. Land and Property Records

Transfer Certificate of Title (TCT), Condominium Certificate of Title (CCT)
Tax declarations (LGU assessor)
Deeds/registrable instruments, liens, encumbrances

Custodians:

Registry of Deeds (LRA system)
Local Assessor’s Office for tax declarations
LGU Treasurer for tax clearances, receipts

D. Corporate and Business Records

SEC registration documents, articles/by-laws, GIS (where applicable)
DTI business name registration
BIR registration documents

Custodians:

Securities and Exchange Commission (SEC)
Department of Trade and Industry (DTI)
Bureau of Internal Revenue (BIR)

E. Education Records

Transcript of Records (TOR), diploma copies (if the institution issues certified copies)
Certificates, ratings, good moral certificates (as issued)

Custodian:

The school/HEI registrar or records office

F. Identity and Government Credentials

PhilID records, UMID-related records (depending on regime)
NBI/Police clearance (usually re-issuance rather than “CTC”)
Licenses/board certificates (PRC) often handled through verification and certified copies

Custodian:

The relevant agency (e.g., PRC, PSA, etc.)

III. Who May Issue a Certified True Copy

As a rule, a CTC should be issued by the office that has custody of the original record, or by an officer legally authorized to certify copies.

Typical authorized certifying officers (by context)

Civil Registrar (or authorized staff) for civil registry records at the local level
PSA for national copies of civil registry documents
Clerk of Court/Branch Clerk of Court for court documents
Register of Deeds / authorized personnel for titles and registrable instruments
Agency Records Officer / authorized signatory for agency-held records
School Registrar for academic records

On “notarial certified true copies”

In many settings, people request a “notarized true copy.” In practice:

Notaries may certify copies of certain documents when permitted and when the original is presented, subject to notarial rules and exclusions.
However, many institutions (especially government and foreign consular processes) require CTCs from the issuing/custodian office, not from a notary, particularly for public records like civil registry documents and land titles.

Best practice: If the receiving institution specifies “issued by [agency]” or “PSA copy,” follow that instruction. If it says “certified true copy,” confirm whether it accepts notarial copy certification, because many do not.

IV. General Requirements and Preparation

Before you apply, gather:

Exact document description Example: “Certified true copy of Decision dated __ in Civil Case No. __,” or “CTC of TCT No. __,” or “CTC of birth certificate record from LCRO __.”
Purpose/End-use (sometimes required for request forms)
Requester’s identity Government ID(s); authorization if you are not the principal
Proof of relationship or interest (for restricted records) For sensitive documents (certain civil registry or court records), you may need proof of relationship, authority, or a court order.
Fees Certification fees are common; prepare cash and/or payment channels used by the office.
Authorization documents (if representative)
- Authorization letter and IDs (principal + representative)
- Special Power of Attorney (SPA) if required by the office, nature of the document, or sensitivity.

V. The Standard Procedure: Step-by-Step

While each agency has its own workflow, the process usually follows this structure:

Step 1: Identify the Correct Custodian

Determine where the original is kept:

A civil registry event is typically at the LCRO (city/municipality where recorded), with copies transmitted to PSA.
A court order/decision is at the court branch that issued it.
A land title is at the Registry of Deeds with jurisdiction.
A corporate filing is at SEC.

Step 2: Confirm Access Rules and Release Conditions

Some records are not freely released to anyone. Offices may require:

proof you are the person named in the record,
proof of relationship (spouse/child/parent),
a letter of authority/SPA,
a court order (especially for certain sealed/archived records).

Step 3: Submit a Request (Form/Letter) and Present IDs

Most offices provide a request form. When none exists, a written request can be used.

A request typically includes:

full name of the subject,
document title and identifying details (dates, numbers, registry entries),
number of copies,
purpose,
contact details,
identity and relationship/authority.

Step 4: Pay the Required Fees

Fees may include:

search/retrieval fee (when records must be located),
certification fee per page,
documentary stamp tax (in some contexts),
express/processing fees (if available).

Step 5: Processing, Verification, and Release

The custodian verifies the record and prepares the certification. A valid CTC usually has:

official stamp or dry seal (where used),
signature of the authorized certifying officer,
date of certification,
notation like “Certified True Copy,” “Certified Correct Copy,” or similar,
page count or reference to attachments if multiple pages.

Step 6: Review Before You Leave

Check:

correct spelling of names,
correct dates/registry entries/case numbers/title numbers,
completeness of pages,
proper stamps/seals/signatures,
whether each page is certified/initialed when required.

VI. Special Rules by Document Category

A. Civil Registry (Birth, Marriage, Death)

1. PSA vs. LCRO Certifications

For many transactions, the receiving party wants a PSA-issued copy rather than an LCRO “certified photocopy.” PSA copies are widely accepted as the standard. Meanwhile, LCROs can issue certified true copies of entries in their registry books and related endorsements.

2. Who Can Request

Access rules vary by type and sensitivity. Generally:

The person named in the record may request.
Immediate family may request with proof, depending on office policy.
Representatives need written authority and IDs.

3. Practical Tips

If the purpose is overseas/foreign use, ask the receiving institution whether it needs a PSA copy, apostille, or both.
If the civil registry record is annotated (e.g., correction of entry, legitimation, recognition), ensure the issued copy reflects the annotation required.

B. Court Documents

1. What Is Typically Certifiable

Courts can issue certified true copies of:

decisions/orders/resolutions,
certificates of finality,
entries of judgment,
sometimes pleadings and other filings (subject to rules and privacy).

2. Requesting Party and Restrictions

Parties to the case generally have easier access.
Non-parties may be required to show a legitimate interest or comply with court policies; some records may be confidential.

3. Court Practicalities

Provide full case title, case number, and date of issuance.
Some courts require that you request through the Office of the Clerk of Court/Branch Clerk; archived cases may take longer.
If used for appeal or further proceedings, request the exact item: “CTC of Decision,” “CTC of Order,” or “CTC of entire records,” as appropriate.

C. Land Titles and Registry Documents

1. CTC vs. Certified Copy from Registry of Deeds

For titles and registrable documents, the Registry of Deeds issues certified copies and certified true copies of:

titles,
entries/annotations,
deeds and instruments on file,
certifications of no encumbrance / status, depending on request type.

2. Cautions

Ensure you request from the correct Registry of Deeds (based on location/jurisdiction).
If requesting for due diligence, ask for the current certified copy showing all annotations.

3. Tax Declarations

Tax declarations are issued/certified by the local assessor. A “CTC of tax declaration” is common for certain transactions.

D. Corporate/Business Filings

SEC

For SEC documents, you can request certified copies of:

articles of incorporation/partnership,
by-laws,
certain filings on record,
certificates and sometimes status reports depending on SEC services.

DTI

DTI typically provides certifications related to business name registration; “certified true copy” phrasing depends on the service.

BIR

BIR often issues certifications/verified copies rather than “CTC” in the everyday sense, depending on the document.

Tip: For business transactions, many counterparties specify exactly which SEC or BIR document they need; follow the named service/document.

E. Academic Records

Schools usually issue:

Certified true copies of transcripts and diplomas (or “certified copies”),
Sealed official transcripts for certain uses.

Institutions may:

refuse to certify photocopies of diplomas unless they issued the copy,
require personal appearance or authorized representative,
require clearance.

If the record is for licensure or foreign evaluation, request the format they require (sealed envelope, registrar signature, etc.).

VII. Requests Through Representatives: Authorization, SPA, and IDs

A. Authorization Letter

Commonly accepted for routine requests, especially within agencies that allow it. It should include:

principal’s name and ID details,
representative’s name and ID details,
specific authority (e.g., “to request and receive CTC of …”),
date and signature.

B. Special Power of Attorney (SPA)

May be required when:

the document is sensitive,
the agency’s policy demands it,
the transaction involves property rights, litigation, or broader authority.

C. ID Requirements

Usually:

at least one (often two) government-issued IDs for both principal and representative,
photocopies for submission.

Practical note: Different offices apply different levels of strictness; property and court-related requests tend to be stricter.

VIII. Requesting CTCs for Foreign Use: Apostille and Authentication Considerations

When a CTC is intended for use abroad, the receiving country and institution may require:

a CTC issued by the proper custodian, and then
an apostille (for countries party to the Apostille Convention) or other authentication steps as applicable.

Key concept: Apostille/authentication does not “make” a document true; it certifies the origin of the public document/signature/seal so it can be recognized abroad. The correct sequencing matters: get the correct CTC first, then process for apostille if required.

For civil registry documents, foreign use often requires PSA-issued copies rather than LCRO photocopy certifications.

IX. Validity, Expiration, and “Freshness” Requirements

A CTC does not inherently “expire,” but many receiving institutions impose “freshness” policies:

“issued within the last 3 months,” “6 months,” etc.
bank and visa requirements often demand recently issued copies.

Always follow the recipient’s date requirement. If they demand a recent issuance date, obtain a newly certified copy even if you have an older CTC.

X. Common Reasons for Rejection and How to Avoid Them

Wrong issuing authority Example: providing a notarized copy when the institution requires PSA or court-certified copy.
Incomplete certification marks Missing signature, seal, date, or notation.
Partial copy Missing pages or attachments; multi-page documents often require certification on each page or a clear page-count notation.
Mismatch of details Wrong case number, title number, registry details, or spelling.
Unacceptable format Some offices require original seals, dry seals, or security paper.
Outdated copy Recipient requires a copy issued within a specified period.

XI. Suggested Request Formats

A. General Request Letter (Template)

A simple request letter may contain:

Date
Office name and address
Subject: Request for Certified True Copy
Details of document requested (type, number, date, registry/case reference)
Purpose
Requester’s identity and relationship/authority
Contact information
Signature and printed name

B. Authorization Letter (Template Elements)

“I, [Name], authorize [Representative] to request and receive…”
IDs of both parties (type/number)
Date and signature
Attach ID copies

(Use an SPA where required.)

XII. Practical Notes on Fees, Processing Times, and Office Policies

Fees and timelines differ per agency and location.
Some offices provide same-day issuance for straightforward certifications; others require retrieval from archives.
Some agencies provide online requesting or appointment systems for certain documents; others remain walk-in.
Always keep official receipts, as they may be required for release or follow-up.

XIII. Evidence Use and Court Proceedings: CTCs and Originals

In litigation and administrative proceedings, parties often submit certified copies to prove the contents of public records without producing the original. Where a public document is involved, a properly issued certified copy is commonly accepted as proof of the public record’s contents, subject to applicable evidentiary rules and the tribunal’s requirements.

XIV. Data Privacy and Restricted Records

While many government records are accessible under established procedures, agencies may deny or limit release when:

the requester lacks authority or a recognized interest,
the record involves minors or sensitive personal data,
the record is confidential by law or court order,
disclosure would violate data privacy or confidentiality rules.

If denied, remedies may include:

submitting additional proof of relationship/authority,
requesting a certified extract where available,
obtaining a court order when legally necessary.

XV. Checklist: Fast, Compliant CTC Request

Identify correct custodian office
Collect document identifiers (numbers, dates, registry/case references)
Bring valid IDs (and copies)
Bring authorization/SPA if representing someone
Prepare purpose/end-use statement if required
Pay correct fees and keep receipts
Inspect the CTC for seals, signatures, dates, completeness, and correctness
For foreign use, plan apostille/authentication after issuance if required

XVI. Conclusion

Requesting a Certified True Copy in the Philippines is fundamentally a matter of going to the lawful custodian of the record, complying with identity and authority requirements, paying the prescribed fees, and ensuring the resulting copy bears the formal indicia of certification recognized by the issuing office. The most frequent errors arise from requesting from the wrong authority, using notarization as a substitute when the receiving party requires an agency-issued certification, and failing to meet document completeness and recency requirements.