I. Overview: What “Copy of ITR” Really Means

In Philippine practice, people use “copy of ITR” to mean different documents. Before requesting anything from the Bureau of Internal Revenue (BIR), identify what you actually need:

Your own filed ITR (plain copy)
- A printout or photocopy of the return you filed (e.g., BIR Form 1700/1701/1701A/1702).
A “BIR-received” copy
- Your return showing proof of filing/receipt (e.g., BIR stamp for manual filing; e-mail/acknowledgment confirmation for electronic filing).
A Certified True Copy (CTC) of the ITR from the BIR
- A copy issued and certified by the BIR as a true copy of the return on file.
A certification (not the return itself)
- A BIR-issued certification stating you filed an ITR, sometimes requested by banks/visa processors. (Not always required; many institutions accept a BIR-received return instead.)
For employees under substituted filing: Form 2316 instead of an ITR
- Many purely-compensation employees do not file BIR Form 1700; their employer files/keeps the annualization and issues BIR Form 2316. For many transactions, Form 2316 serves as “proof of income tax compliance.”

This article focuses on obtaining (a) a replacement copy of your filed ITR and/or (b) a BIR-certified copy in the Philippine setting.

II. Who May Request a Copy from the BIR

BIR returns are generally treated as confidential. As a rule, the BIR releases copies only to:

The taxpayer (individual or entity); or
A duly authorized representative with appropriate written authority; and
In limited cases, as allowed by law or lawful order (outside the scope of a personal request).

So, if you are not requesting for yourself, expect the BIR to require clear proof of authority.

III. Where to Request: Identify the Office That Has Your Return

Your request should go to the BIR office that has custody of your filed return, typically:

Revenue District Office (RDO) that has jurisdiction over your registration (most individual taxpayers and many businesses), or
Large Taxpayers Service (LTS) / other specialized BIR office (for large taxpayers or those specifically under such offices).

Practical rule: request from the same office where the return was filed/processed based on your registration and filing arrangement.

If you’re not sure of your RDO

Check your registration documents, previous returns, Certificates of Registration, or your employer records (for employees).
If you have an old return copy, the RDO code is often indicated.

IV. What You Need: General Documentary Requirements

A. For an individual taxpayer requesting their own ITR copy

Prepare:

Written request letter addressed to the RDO/LTS (details below)
At least one (often two) valid government-issued IDs (original for presentation + photocopy)
TIN and taxpayer details (full name, address, contact info)
Return details: form type, taxable year(s), and filing type (e-file/manual)

Some offices may ask you to fill out an internal request form, logbook entry, or receiving copy acknowledgment.

B. If requesting through a representative

Add:

Special Power of Attorney (SPA) (for individuals), authorizing the representative to request/receive the ITR copy/CTC
IDs of both the taxpayer and the representative
In some instances, an authorization letter may be accepted for less sensitive releases, but for “certified true copy” requests, expect the BIR to prefer an SPA.

C. For corporations/partnerships/other juridical entities

Prepare:

Request letter on company letterhead
Secretary’s Certificate / Board Resolution authorizing a named person to request and receive the documents
Valid ID of the authorized representative
Company details: TIN, registered address, contact details, taxable year(s), return type (typically BIR Form 1702 variants)

V. Step-by-Step: Requesting a Certified True Copy (CTC) of Your ITR from the BIR

A “Certified True Copy” is the most formal option when a bank, embassy, or government office demands “BIR-certified” documentation.

Step 1: Draft a Request Letter

Your letter should be straightforward and complete. Include:

Date
RDO/LTS name and address
Taxpayer name and TIN
Registered address
Contact number/e-mail
Specific documents requested:
- “Certified True Copy of BIR Form ____ (ITR) for taxable year ____”
- If needed: “including attachments (e.g., financial statements, schedules)”
Purpose (optional but often helpful): “for bank loan,” “visa application,” “employment requirement,” etc.
Preferred number of copies
Signature over printed name

Tip: If requesting multiple years, list each year and form type clearly.

Step 2: Go to the Correct BIR Office and Submit Requirements

Bring originals for verification and photocopies for filing. Ask the receiving officer:

Where to file the request (often the Client Support/Taxpayer Service, Records, or a designated receiving desk)
Whether the office requires a control number, routing slip, or internal form

Step 3: Pay Applicable Fees (If Required)

Many RDOs require payment of certification fees and/or documentary stamp tax (DST) for certified documents.

The office will typically instruct you where and how to pay (cashier, authorized agent bank, or another payment channel).
Keep official receipts and attach them to your request or present upon claiming.

Important: Fees and collection procedures can vary by office and may change; follow the RDO/LTS instructions.

Step 4: Wait for Processing

Processing time depends on:

Whether the return is readily available in the RDO/LTS records
Whether the taxable year is older (archived retrieval may take longer)
Office workload and verification steps

Ask for:

A claim stub/reference number (if available)
The expected release window (some offices provide a target date)

Step 5: Claim the CTC

Upon release, verify:

Correct taxpayer name and TIN
Correct taxable year and form type
Presence of “Certified True Copy” marking, signature, and/or BIR certification features used by that office
Inclusion of attachments if you requested them

VI. Step-by-Step: Requesting a Plain Copy or “BIR-Received” Proof (Not a CTC)

Sometimes you don’t need a BIR-certified copy—only proof that you filed.

A. If you filed via eBIRForms or eFPS (electronic filing)

Common acceptable proof includes:

The filed ITR printout plus
The e-mail/acknowledgment confirmation (often shown as an acknowledgment receipt, confirmation page, or e-mail notice)

If you still want the BIR to provide a copy from its files, follow the written-request process, but you may request a certified copy only if required—otherwise, ask for a plain copy (if the office accommodates it).

B. If you filed manually (over-the-counter)

Many taxpayers already have:

A taxpayer copy stamped “Received” by the BIR or an authorized agent bank.

If you lost that stamped copy, you may:

Request a CTC from the BIR (best for formal replacement), and/or
Ask the RDO what alternative proof they can issue.

Some offices may ask for an Affidavit of Loss when you’re replacing a lost BIR-received copy, especially if you’re requesting certification.

VII. Special Situation: Employees and Substituted Filing (Do You Even Have an ITR?)

If you are a purely compensation-income employee qualified for substituted filing, you typically do not file BIR Form 1700. In most cases:

Your employer issues BIR Form 2316 (Certificate of Compensation Payment/Tax Withheld)
That Form 2316 is often what banks/embassies accept as “income tax document”

What to do if you’re an employee asked for an “ITR”

Ask the requesting institution if Form 2316 is acceptable. Often it is.
Request Form 2316 from your employer (current or former). Employers commonly keep copies.
If you actually filed an ITR (e.g., mixed income, multiple employers without substituted filing, self-employed side income), then request your ITR copy/CTC from the BIR as discussed above.

VIII. Mixed Income Earners, Self-Employed, and Professionals: Attachments Matter

For self-employed individuals and professionals, an ITR request often needs more than the face page of the return. Institutions may require:

The ITR with schedules
Audited financial statements (for certain taxpayers)
Relevant attachments submitted with the return

When requesting from the BIR, specify whether you need:

“ITR only,” or
“ITR including all attachments on file for taxable year ____.”

IX. Handling Older Tax Returns: Record Availability and Retrieval

If the taxable year is several years back:

The RDO/LTS may have transferred records to storage/archives.
Retrieval can take longer.
Some offices may require more precise identifying details (exact form type, date filed, confirmation reference, etc.).

Best practice: provide any of the following if you have them:

Return reference number / confirmation details (for e-file)
Approximate filing date
Copy of any old acknowledgment or payment proof

X. Common Reasons Requests Get Delayed (and How to Avoid Them)

Wrong office (wrong RDO/LTS).
- Confirm jurisdiction before filing the request.
Incomplete authorization.
- Representatives should bring an SPA (individual) or Secretary’s Certificate/Board Resolution (corporate).
Unclear document scope.
- State exactly which form and which taxable year(s), and whether attachments are included.
Name/TIN inconsistencies.
- Bring documents showing correct registered name and TIN. Correcting registration data is a separate process.
Expecting a CTC when you only requested a copy (or vice versa).
- Use the term “Certified True Copy” if that’s what you need.

XI. Practical Templates

A. Simple Request Letter (Individual)

Date The Revenue District Officer Revenue District Office No. ___ Bureau of Internal Revenue [Address]

Re: Request for Certified True Copy of Income Tax Return

Dear Sir/Madam:

I, [Full Name], with TIN [TIN], registered at [Address], respectfully request for the issuance of a Certified True Copy of my BIR Form [1700/1701/1701A/etc.] for Taxable Year [____] (and attachments, if any), for the purpose of [state purpose].

I am attaching copies of my valid ID(s) and other supporting documents for your reference. Kindly inform me of any applicable fees and the schedule for release.

Thank you.

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

B. SPA Note (if through representative)

State clearly that the representative is authorized to request, follow up, and receive the certified copy, and include IDs.

XII. Frequently Asked Questions

1) Can I request my ITR copy online?

In practice, most requests for BIR-certified copies are handled in person at the RDO/LTS due to identity verification and payment steps. Some offices may accept initial coordination by e-mail/phone, but release usually still requires document verification.

2) Can someone else get it for me?

Yes, if properly authorized and with complete identification documents.

3) What if I don’t remember which form I filed?

Provide what you know (taxable year, your taxpayer type, approximate filing date). But expect delays. If you can determine whether you are compensation-only, self-employed, or corporate, you can narrow down the likely form.

4) What if the institution only wants “proof of filing”?

If you e-filed, the filing confirmation/acknowledgment together with the ITR printout is often accepted. A full CTC may be unnecessary.

5) What if my employer won’t give me Form 2316?

Employers generally have an obligation to issue it to employees. If they refuse, you may need to escalate internally (HR/payroll) and document your requests.

XIII. Key Takeaways

Start by identifying whether you need a plain copy, BIR-received proof, or a Certified True Copy.
File the request with the correct RDO/LTS that holds your records.
Expect identity/authority verification and possible payment of certification-related fees.
Employees under substituted filing often need Form 2316, not BIR Form 1700.
For self-employed/mixed income, specify whether you need attachments included.

If you want, paste what kind of taxpayer you are (employee / self-employed / mixed income / corporation) and which taxable year(s) you need, and I’ll give you a tightly tailored checklist of exactly what to bring and what wording to use in your request.