Overview

In the Philippines, people often need either:

A Certified True Copy (CTC) — a photocopy or reprinted copy that an authorized office stamps and certifies as a faithful reproduction of a document on record; or
A Replacement/Reissued Original — a newly issued “original” document produced by the issuing authority because the first one was lost, damaged, or destroyed.

Which one you should request depends on (a) what document you lost, (b) whether the issuing office keeps a record that can be reproduced, and (c) the legal purpose (court, employment, passport/visa, licensing, banking, school, property transfer, etc.).

This article explains the process in Philippine practice, the usual requirements, where to file, and common pitfalls.

Key Concepts You Must Know

1) “Certified True Copy” vs “Replacement”

Certified True Copy (CTC): You get a copy (photocopy/printout) and the agency, court, school, or office certifies it matches the record or the original presented.
- Example: CTC of a court order, CTC of a land title from the Registry of Deeds, CTC of a transcript or diploma from a school, CTC of a barangay certificate.
Replacement/Reissued Document: The issuing authority produces a new original document (sometimes marked “Second copy,” “Replacement,” or “Re-issued”).
- Example: Replacement PRC Certificate of Registration, replacement diploma (depends on school policy), replacement civil registry copy (often you simply request a new PSA copy rather than a “replacement”).

2) “Issued Copy” (PSA) Is Not the Same as a CTC

For civil registry documents (birth, marriage, death, CENOMAR, etc.), what most people need is not a CTC of an old paper they lost, but a freshly issued copy from the Philippine Statistics Authority (PSA) or the Local Civil Registry (LCR). These are treated as official issued documents.

3) Notarization, Authentication, Apostille

Notarization (e.g., affidavit of loss) makes a private document admissible and credible for certain purposes, and is often required by agencies.
Apostille (via the Department of Foreign Affairs) is used for Philippine public documents for use abroad in many countries. (Older “red ribbon” authentication has largely been replaced by apostille practice.)

4) Evidence Rules: Why “Certified Copies” Matter

In general, Philippine courts and agencies prefer public documents or certified copies because these are easier to rely on than plain photocopies. A CTC is often accepted where the original is unavailable, provided it is properly issued.

The General Checklist (Works for Most Document Types)

A. Identify the Correct Issuing Authority

Ask: Who created the document and keeps the record?

PSA / Local Civil Registry — civil registry documents
Courts — decisions, orders, certificates of finality, records
Registry of Deeds / LRA — land titles and related records
PRC — professional certificates, board ratings, IDs, good standing (as applicable)
DFA — passports (replacement is a separate process), apostille
Schools — diploma, transcript, certificates
Notary public / notarial register custodian / Clerk of Court (in some cases) — notarized documents, depending on circumstances
Government offices (Barangay/City Hall/Agencies) — permits, clearances, certifications

B. Decide: CTC or Replacement

If a record exists and a certified reproduction is acceptable: CTC.
If the issuing authority has a formal process to reissue an original credential: Replacement/Reissuance.

C. Prepare Standard Supporting Documents

Most offices commonly ask for:

Valid government ID(s) (often 1–2 IDs)
Affidavit of Loss (notarized) for lost credentials/certifications
Authorization letter + IDs if someone else will request on your behalf
Request letter / accomplished form stating what you need and why
Fees (cashier, online payment, or authorized collecting partners)

Depending on the document, you may also need:

Police blotter or incident report (sometimes requested, especially for IDs or sensitive credentials)
Proof of relationship (if requesting for a deceased person or a relative)
Court order (rare for routine copies, but sometimes needed for sealed/adoption records and other confidential registries)
Document details (case number, date, registry book and page, title number, LCR registry number, etc.)

The Affidavit of Loss (Philippine Practice)

What it is

A sworn statement describing:

What was lost (exact document title, number, date issued if known)
When/where/how it was lost (best estimate)
That you have tried to locate it
That it has not been pledged/sold/used for unlawful purposes
Why you need a replacement/CTC

Common tips

Be accurate and consistent with names, dates, and document numbers.
If the document has a serial/registration number, include it.
If loss involved theft, state it and attach any police record if available/required.

Notarization

Have it notarized by a notary public. Bring a valid ID. Many offices will reject an unsigned or unnotarized affidavit.

Requesting Certified True Copies or Replacements by Document Type

1) Civil Registry Documents (Birth, Marriage, Death, CENOMAR, etc.)

What people usually need

A newly issued PSA copy (often requested for passport, employment, school, visa)
Or an LCR-certified copy (sometimes used for local transactions, or if PSA copy is not yet available due to late registration or pending endorsement)

Where to request

PSA (national issuance of civil registry documents)
Local Civil Registry (LCR) of the city/municipality where the event was registered

Usual requirements

Valid ID
Basic details: full name, date of event, place of event, parents’ names (for birth), spouse’s details (for marriage)
Authorization + IDs if a representative files
For corrections/annotations: supporting documents (varies), and possibly a separate petition process

Special situations

Late registration: you may need to coordinate with the LCR and comply with late registration requirements before a PSA copy can be issued.
Errors in entries: correcting civil registry entries is a different process from requesting a copy. Some corrections may be done administratively; others may require court action depending on the nature of the error.
Annotated records: if there was annulment, legitimation, adoption, or correction, request an annotated copy when needed.

2) Court Documents (Decisions, Orders, Certificates of Finality, Court Certifications)

What you can request

CTC of a decision/order
Certificate of Finality
Entry of Judgment (when applicable)
Certified copies of pleadings (complaints, petitions, answers) — subject to court rules and availability
Court certifications (e.g., “no pending case” is usually not issued by courts in general form; check the exact purpose and court policy)

Where to request

Clerk of Court of the court that handled the case (MTCC/MTC/MCTC, RTC, Court of Appeals, Sandiganbayan, etc., as applicable)

What you need

Case title, docket/case number, and approximate dates
Valid ID
Authorization if not a party or counsel
Payment of legal fees (courts charge per page and certification fees)

Common limitations

If you are not a party to the case, access may be restricted.
Some records are confidential (e.g., adoption, certain family cases, cases involving minors) and may require authority or court permission.
Older archived records may take longer to retrieve.

3) Land Titles and Property Records (TCT/CCT, Deeds, Encumbrances)

What you can request

Certified True Copy of Transfer Certificate of Title (TCT) / Condominium Certificate of Title (CCT)
Certified copies of deeds (Deed of Absolute Sale, Mortgage, etc.) on file
Certified copy of tax declarations (from the Assessor’s Office—separate from title)
Certified true copy of the technical description or related registry documents (as available)

Where to request

Registry of Deeds (RD) where the property is registered (The Land Registration Authority oversees the system, but requests are typically filed at the RD.)

Usual requirements

Title number (TCT/CCT), owner’s name, location, and other identifying details
Valid ID
If you are not the registered owner, you may be asked to show a legitimate interest (varies by RD policy)
Fees per page/document and certification

If you lost your Owner’s Duplicate Copy of the title

This is more serious than merely requesting a CTC. Replacing an owner’s duplicate title often involves:

Affidavit of Loss
Publication requirements and/or
Judicial process (a court petition) depending on circumstances and applicable procedures

Because property rights are high-stakes, registries are strict. If your goal is simply to proceed with a transaction, sometimes a CTC helps for reference, but many transactions still require proper handling of the lost owner’s duplicate.

4) PRC Credentials (Professional ID, Certificate of Registration, Board Rating/Passing)

Typical needs

Replacement of PRC ID
Replacement or reissuance of Certificate of Registration
Requests for board rating, passing certificate, or related certifications (depending on PRC services available)

Usual requirements

Valid ID
Professional details (full name, profession, license number, date of registration)
Affidavit of Loss (commonly required for lost ID/certificate)
Payment of fees
Sometimes: passport photo and forms, depending on the item requested

Notes

Many professional transactions require current/updated PRC records; follow the process that matches what you lost (ID vs certificate vs certification).
If name/status changed (marriage, correction), that can be a separate updating process.

5) School Records (Diploma, Transcript of Records, Certificates)

What schools issue

Official Transcript of Records (TOR) in a sealed envelope (often for transfer, licensure, employment)
Certified True Copy of diploma
Certification of graduation / units earned / GPA / honorable dismissal, etc.
Some schools may reissue a diploma; others issue a certification in lieu of diploma plus a CTC, depending on policy.

Usual requirements

Valid ID
Student number, course, graduation year
Request form
Fees
Affidavit of Loss if requesting replacement of diploma or special certifications

Practical tip

For many purposes, a TOR or certification is accepted even if the diploma was lost. Ask the receiving institution what they will accept, then request the minimum document that satisfies the requirement.

6) NBI Clearance / Police Clearance / Barangay Certifications

NBI Clearance

NBI clearances are typically applied for as a new clearance issuance rather than a “replacement of the same clearance,” because clearances have validity periods and are regularly renewed.

Police/Barangay Certificates

Barangay and local police certifications depend on local record systems:

If the barangay/city keeps logs, you can request a fresh certification.
For lost paper certificates, you usually request another issuance with the same purpose stated.

Bring:

Valid ID
Purpose letter (employment, travel, etc.)
Fees as required by local office

7) Passports and Other DFA-Issued Documents

If you lost a passport, the process is not “CTC”; it’s a replacement passport application with strict requirements, typically including:

Affidavit of Loss
Possible waiting periods or additional checks depending on circumstances
Proof of identity and citizenship documents (often PSA birth certificate, etc.)

For documents to be used abroad, you may also need an apostille after you obtain the correct PSA/court/agency-issued copy.

Special Scenarios and How to Handle Them

A) Requesting for Someone Else (Representative Requests)

Most offices require:

Authorization letter or Special Power of Attorney (SPA) depending on document sensitivity
IDs of the requester and the representative
Proof of relationship (for family requests), especially for civil registry documents involving a deceased person or when policies require it

B) If the Record Is Old, Archived, or Hard to Find

Prepare:

More identifying details (approximate dates, names, case numbers, registry references)
Patience for retrieval and possible verification steps
Alternative documents (e.g., court certification instead of a missing attachment)

C) If the Record Has Discrepancies

A CTC will mirror what’s on file—even if wrong. If you need the record corrected, you may need:

Administrative correction processes (for certain civil registry errors), or
Court proceedings (for more substantial changes)

D) If You Need the Document for Use Abroad

Often you need:

The correct PSA/court/agency-issued document (not just a notarized photocopy), then
Apostille from DFA, if required by the destination country and the document type.

Common Reasons Requests Get Rejected

Wrong office (requesting from an agency that does not keep the official record)
No valid ID or ID name mismatch with the record
Missing affidavit of loss (or affidavit not notarized)
Incomplete document details (no case number/title number/registry details)
Representative lacks authority (no authorization/SPA, missing IDs)
Confidential records without proof of entitlement or court permission
Expecting a “replacement original” when only a certified copy is available (or vice versa)

Practical “Best Practice” Steps (A Simple Workflow)

Confirm what the receiving party requires (CTC vs newly issued copy vs replacement credential).
Identify the custodian of the record (PSA/LCR, court, RD, school, PRC, etc.).
Prepare IDs + affidavit of loss (and authorization/SPAs if needed).
Provide precise record identifiers (numbers, dates, locations).
Pay correct fees and request official receipts.
Check the output (names, dates, annotations, seals, dry seal, stamps) before leaving.
Secure multiple copies if you routinely need them (where allowed).

Sample Affidavit of Loss Template (General)

AFFIDAVIT OF LOSS

I, [Full Name], of legal age, [civil status], [nationality], and residing at [address], after having been duly sworn to in accordance with law, hereby depose and state:

That I am the lawful owner/holder of [describe the document exactly: e.g., PRC Certificate of Registration No. __, issued on __; Diploma in __; Court Order dated __ in Case No. __; etc.].

That on or about [date], I discovered that the said document was lost/misplaced at or in the vicinity of [place] under the following circumstances: [brief narration].

That I exerted diligent efforts to locate the same, but despite such efforts, I could no longer find or recover it.

That the said document has not been pledged, sold, or otherwise transferred to any person, and I am executing this affidavit to attest to the truth of the foregoing and to support my request for [Certified True Copy / Replacement / Reissuance] of the said document.

IN WITNESS WHEREOF, I have hereunto set my hand this [day] of [month] [year] in [city/municipality], Philippines.

[Signature over Printed Name] Affiant

SUBSCRIBED AND SWORN to before me this [day] of [month] [year] in [city/municipality], Philippines, affiant exhibiting to me [ID type and number].

Notary Public

Use the exact document description your issuing office recognizes (title, number, date, issuing branch/campus/office).

Sample Request Letter (General)

[Date]

[Office/Agency Name] [Address]

RE: Request for Certified True Copy / Replacement of Lost [Document Name]

To Whom It May Concern:

I respectfully request the issuance of a [Certified True Copy / Replacement] of my [Document Name], issued by your office [date issued, if known], bearing [document number/series/license no./case no., if any].

The original document was lost on or about [date] at [place]. Attached is my notarized Affidavit of Loss, as well as a copy of my valid identification.

The requested document is needed for [state purpose].

Thank you for your assistance.

Respectfully,

[Signature] [Printed Name] [Contact Number / Email]

Safeguarding Tips After You Obtain the Copy/Replacement

Keep the original in a folder or fire-resistant envelope; use CTCs for routine submissions.
Scan documents and store encrypted backups.
Request multiple certified copies if allowed (often cheaper than repeating the entire process later).
For credentials used frequently (licenses, IDs), keep a dedicated “document kit” with photocopies and a digital archive.

Final Reminder

There is no single universal procedure because Philippine practice varies by document type and issuing office, but the backbone remains the same: go to the record custodian, prove identity/authority, submit an affidavit of loss when applicable, pay fees, and request either a CTC or a reissuance depending on what the law and the office allow.

If you tell me exactly what legal certification you lost (e.g., PRC certificate, land title, court order, diploma, civil registry document), I can give a step-by-step, office-specific checklist and the most likely “CTC vs replacement” outcome for that specific document.