I. Why the Title Number and a CTC Matter

In the Philippines, most privately owned land (and condominium units) are registered under the Torrens system, where ownership and encumbrances are reflected on a Certificate of Title. The title is the “master record” for due diligence: it shows who owns the property, where it is, and what burdens (mortgage, liens, adverse claims, court notices, restrictions) are annotated.

Two frequently requested items are:

The Title Number
- For land: OCT (Original Certificate of Title) or TCT (Transfer Certificate of Title) number
- For condominiums: CCT (Condominium Certificate of Title) number
A Certified True Copy (CTC) of the Title
- An official, Registry of Deeds–certified reproduction of what appears on file (including annotations).
- Often required by banks, buyers, courts, government offices, and for serious due diligence.

This article explains how to obtain (a) the title number if you don’t have it, and (b) a CTC from the proper Registry of Deeds (RD).

II. The Key Offices You Will Deal With

1) Registry of Deeds (RD)

The RD is the local office that keeps the official registry records of registered land and condominiums in its jurisdiction (usually by province or city). Requests for certified copies and certifications are made here.

2) Land Registration Authority (LRA)

The LRA supervises RDs nationwide. Some services may be centralized or guided by LRA policies, but the actual record custody is typically with the RD that has jurisdiction over where the property is located.

3) Local Assessor’s Office (City/Municipal Assessor)

This office keeps tax declarations and property index records for real property taxation. While it is not the title registry, it can sometimes help you identify leads (like the registered owner’s name, lot info, or references that may point you to the RD record).

III. Understanding the Documents and Terms

A. Title Types and Numbers

OCT: First title issued for a parcel under the Torrens system.
TCT: Issued after transfers from a prior title (sale, donation, succession, etc.).
CCT: Issued for condominium units.

A title number usually looks like:

“TCT No. 123456” or “CCT No. 98765” (format varies per RD).

B. Owner’s Duplicate vs. RD Copy

Owner’s Duplicate Certificate of Title: The physical title copy held by the registered owner (commonly requested in sales).
RD’s Original/Registry Copy: The official record in the RD’s custody.
CTC: A certified reproduction (with RD stamp/seal and certification) derived from the RD record.

C. “Certified True Copy” vs. “Certified Photocopy”

In practice, many RDs issue a certified copy of the title and people refer to it as “CTC.” The key is the certification—signature/stamp/seal—confirming it is a true copy of what is on file.

IV. Step One: Identify the Correct Registry of Deeds

You must request from the RD that has jurisdiction over the property’s location. If you request from the wrong RD, they generally cannot locate the record.

How to determine jurisdiction:

Look at the property address and confirm the city/municipality and province.
For properties near boundary lines or that underwent jurisdictional changes, use the location described in the title documents (if any), or verify with the local Assessor.

Tip: For condominiums, jurisdiction is usually the RD where the building is located.

V. How to Retrieve the Title Number (If You Don’t Know It)

A. Check Common Sources First (Fastest)

Owner’s copy of the title (obvious, but often unavailable to buyers during early inquiry)
Deed of Sale / Deed of Donation / Extrajudicial Settlement (title numbers are often stated)
Bank loan papers (if mortgaged, the title number is usually referenced)
Tax Declaration (Tax Dec) (sometimes references title info or owner name and location details)
Previous certified copies (if any were obtained in the past)
Subdivision/condo documents
- Subdivision: lot/block, subdivision plan number (PSD/CSD), and developer papers can help the RD locate the title.
- Condo: unit number, CCT, or at least the condominium project name and location.

B. If You Have No Title Number: Request a Records Search at the RD

If you cannot find the title number from your documents, you can ask the RD for a search of records using available identifiers. RDs differ in how they entertain search requests, but these are the typical data points that help:

Information to bring:

Full name of the registered owner (as exact as possible)
Property location (barangay, city/municipality, province)
For subdivision lots: Lot No., Block No., Subdivision name
Survey plan references (if available): PSD/CSD numbers
Approximate area (sqm/hectares)
Adjacent landmarks (sometimes useful if rural and older records)

Practical reality:

Some RDs will require stronger identifiers than just a name (to avoid fishing expeditions and reduce errors).
The more precise your technical description (lot/block/plan), the more likely you’ll get a correct match.

C. Alternative Lead: Use the Assessor’s Office to Strengthen Your Search Inputs

Even though the Assessor does not issue titles, it can help you confirm:

Declared owner (for tax purposes)
Lot identification or property index information
Tax map references

You can then use those details to make a more accurate RD search request.

VI. Step Two: How to Request a Certified True Copy (CTC) from the RD

A. What You Are Requesting

At the RD, you may request:

Certified True Copy of the Certificate of Title (OCT/TCT/CCT), including all annotations
In some cases, a certification (e.g., “Certified that TCT No. ___ is registered in the name of ___”)—depending on what you need

If your goal is due diligence, the CTC should include:

The title face (owner, technical description, property location)
All current annotations (mortgages, liens, adverse claims, notices of lis pendens, restrictions, etc.)

B. Typical Requirements

Requirements vary slightly by RD, but commonly include:

Request form / written request
- Many RDs have a standard request slip or form.
- If none is provided, a simple letter request may be accepted.
Valid government-issued ID
- Bring at least one or two IDs.
Authority to request (if not the owner)
- If you are the registered owner: ID is usually enough.
- If you are a representative: bring Authorization Letter and IDs (owner and representative).
- If you are an attorney-in-fact: bring a Special Power of Attorney (SPA) (notarized) and IDs.
- If you are requesting due to legal interest (e.g., heir, buyer with signed agreement, creditor, litigant): bring supporting documents. Some RDs may require proof of “legitimate interest” or may be stricter when the requester is not the registered owner.

Note: Practices can differ. If your request is sensitive, contested, or involves someone else’s property, expect closer scrutiny and be prepared with documents showing why the record is needed.

C. The Procedure (Typical Flow)

Go to the RD (Client/Receiving/Records Section)
Submit request details
- Title number (preferred)
- Owner name and property location (if title number is uncertain)
Assessment of fees
Payment at cashier
Processing/verification
Release of the CTC
- Ensure it bears the RD certification, seal/stamp, and authorized signature.

D. Fees and Processing Time

Fees vary depending on the RD, number of pages, and the type of certification requested.
Some RDs release within the day; others take longer depending on volume, record retrieval method (manual vs. digitized), and staffing.

Best practice: Ask for the expected release time and keep your official receipt.

VII. Special Situations You Should Know

1) Condominiums (CCT)

For condominium units:

You typically request a CTC of the CCT for the specific unit.
Due diligence may also involve checking the Master Deed and Declaration of Restrictions (often held/annotated in the RD records for the project). If the bank or buyer requires these, ask the RD what project documents can be certified.

2) Lost Owner’s Duplicate Title

A CTC does not replace a lost owner’s duplicate title for selling/transferring. If the owner’s duplicate is lost, the remedy is generally a judicial petition (court process) for issuance of a new owner’s duplicate, subject to publication and proof requirements. A CTC can help in preparing the case, but it’s not the same document.

3) Multiple Titles / Mother Title and Subdivision Titles

For subdivided land:

There may be a mother title (covering a bigger parcel) and separate titles for subdivided lots.
Make sure you are requesting the correct title covering the exact lot being sold or checked.

4) “Clean Title” Misconception

People say “clean title” to mean “no encumbrances.” Your CTC will show whether there are:

Mortgages
Adverse claims
Lis pendens (pending litigation notice)
Court orders
Restrictions/easements
Other annotations

A title can be authentic and valid yet still be risky due to annotations. Always read the entire CTC, including the back pages.

5) Fake or Tampered Titles

A common risk in transactions is a forged owner’s duplicate or tampered photocopy. A CTC from the RD is a strong baseline for comparison. If something doesn’t match (names, technical description, annotations), treat it as a red flag and verify further.

VIII. Practical Tips for a Smooth Request

Bring complete identifiers
- Title number + owner name + property address is ideal.
Match the owner’s name exactly
- Small differences (middle initials, suffixes, spelling) can derail searches.
Ask for the version that includes all annotations
- Confirm that the certified copy includes the “back page”/annotation pages.
Use recent CTCs for transactions
- Many banks/buyers prefer a CTC issued recently (because annotations can change). If your transaction is time-sensitive, get an updated one close to signing.
If you are a buyer, document your interest
- Bring a letter of intent, contract to sell, authority from the owner, or any document showing you are not merely fishing.
Keep receipts and claim stubs
- Some RDs require claim checks for release.

IX. Sample Request Letter (If the RD Accepts Written Requests)

Date: ________ Registry of Deeds of __________ Address: __________

Re: Request for Certified True Copy of Title

Dear Sir/Madam:

I respectfully request a Certified True Copy of [TCT/CCT/OCT No. ________], registered in the name of [Registered Owner’s Name], covering property located at [Complete Location].

Purpose: [e.g., due diligence for purchase / loan requirement / legal documentation].

Attached are copies of my valid ID and [authorization/SPA/supporting document, if applicable].

Thank you.

Respectfully, [Name & Signature] [Contact Number] [Address]

If you don’t know the title number, modify it to request a records search using the property identifiers you have (owner name, lot/block, subdivision, plan number, address).

X. Frequently Asked Questions

1) Can anyone get a CTC of someone else’s title?

In practice, RDs may allow or restrict requests depending on their internal controls and your demonstrated interest. For smoother processing, bring proof of legitimate interest (authority, contract, SPA, court document, etc.).

2) Does a CTC prove ownership?

It is strong evidence of what the RD record shows at the time of issuance. However, ownership issues can still arise (fraud, double sales, boundary disputes, pending cases). A CTC is a starting point for due diligence, not the only step.

3) Is a Tax Declaration the same as a title?

No. A Tax Declaration is for taxation and is not conclusive proof of ownership under the Torrens system.

4) Can I transfer property using only a CTC?

No. Transfers generally require the owner’s duplicate title, among other documents and tax clearances.

5) What if the RD cannot find the title?

This usually means the jurisdiction is wrong, the identifiers are incomplete/incorrect, or older/manual records need more precise details. Strengthen your inputs (lot/block/plan number) and confirm you are at the correct RD.

XI. Bottom Line

To retrieve a title number, start with existing documents (title copy, deed, tax dec, loan papers). If unavailable, request a records search at the correct Registry of Deeds using detailed property identifiers (owner name + location + lot/block/plan details).

To obtain a Certified True Copy (CTC), file a request with the RD that has jurisdiction, present valid ID and authority (if applicable), pay the assessed fees, and ensure the released copy includes all pages and annotations with proper RD certification.

If you want, tell me what you currently have (e.g., exact address, owner’s name, lot/block/subdivision, whether it’s land or condo), and I’ll lay out the most efficient step-by-step route to get the title number and the correct CTC with minimal back-and-forth.