How to Retrieve Regional Trial Court (RTC) Case Decisions by Case Number (Philippines)

A comprehensive, practice-oriented guide

Executive Summary

In the Philippines, RTC decisions are not centrally published online. The official copy lives in the case record kept by the RTC Branch (through the Branch Clerk of Court) and, once a case is archived or elevated on appeal, in the Office of the Clerk of Court (OCC) archive or the appellate court rollo. To retrieve a decision using a case number, you will typically (1) locate the correct court station and branch, (2) request a copy—often a certified true copy (CTC)—from the Branch or OCC, and (3) pay standard copy/certification fees. Access is generally allowed for public records, subject to confidentiality rules (e.g., minors, adoption, VAWC, sexual offenses) and court discretion.

What “RTC Case Number” Means—and Why It Matters

Common Formats You’ll See

Legacy format (simple): Civil Case No. 15-12345 or Crim. Case No. 1234-M-2018
Station-coded / eCourt format: R-QZN-19-01234-CR (R = RTC; QZN = Quezon City; year; sequential number; CR = criminal)
Branch-tagged format: RTC-Branch 76, Civil Case No. 2016-12345

Tip: The letters often encode the court station (e.g., MNL Manila, QZN Quezon City, MKT Makati, PAS Pasig, CAV Cavite, etc.). The suffix (CR, CV, CN) hints at criminal/civil.

Why the Exact Number Matters

It identifies the OCC docket book entry, the Branch that penned the decision, and the year for archive retrieval.
Exact numbers help staff locate the rollo quickly and reduce the chance you’ll be asked for a written motion or court order.

Where Decisions Actually Reside

RTC Branch Record (Branch Clerk of Court) — the promulgated decision is filed here.
OCC Archives — after disposition, the physical record may be transferred to OCC custody.
Appellate Records (if appealed) — the RTC decision forms part of the Court of Appeals (CA) rollo; copies can be obtained from the CA if the case was elevated.
Parties’ Counsel — counsel of record receive the decision upon promulgation; if you’re a party, your lawyer’s copy is often the fastest source.
Public Repositories (limited) — Supreme Court E-Library/Lawphil rarely carry RTC decisions (they publish appellate and select trial court issuances of national interest). Do not rely on public sites for RTC decisions.

Who May Access and What You Can Get

Access Classes

Parties/Counsel of Record: Generally entitled to copies; CTCs issued upon request and payment.
Non-parties (third persons): The court may allow inspection and copying of non-confidential records upon written request showing legitimate interest. The court can deny or limit access to protect privacy or the administration of justice.

Confidential or Restricted Matters

Access is restricted or anonymized for:

Minors (e.g., cases under the Juvenile Justice law)
Sexual offenses (identities protected; “rape shield” policies)
VAWC cases (sensitive information)
Adoption, custody, guardianship (often sealed or highly restricted)
Trade secrets/privileged documents (protected portions may be redacted)

Courts may require a motion and order allowing non-party access, or will release redacted copies.

Step-by-Step: Retrieving an RTC Decision by Case Number

Step 1 — Decode the Case Number and Identify the Court

Extract:
- Station (e.g., QZN, PAS, MKT) or the province/city named in the caption.
- Year and case type (CR for criminal, CV for civil).
- If the number doesn’t reveal the Branch, prepare to ask the OCC to search the docket.

If you only know the case number but not the Branch: Go to (or contact) the Office of the Clerk of Court of that RTC station; they maintain docket books/indexes mapping numbers to Branch and case titles.

Step 2 — Contact the Correct Office

If you know the Branch: Contact the Branch Clerk of Court directly.
If you don’t: Start with the OCC for that RTC station; request a docket lookup to determine the Branch and status (decided, archived, elevated, pending appeal).

Step 3 — Prepare Your Request

Bring or send:

Written Request Letter (see template below) stating:
- Case number, case title (if known), type (civil/criminal), Branch, decision date (if known).
- Your capacity (party/counsel/authorized representative/third party) and purpose.
- Whether you need a plain copy or a Certified True Copy (CTC).
Valid government ID.
If you’re not a party: consider an Authorization/SPA from a party or prepare to file a motion for leave to access.
Official Receipts: You’ll be assessed per-page copy fees and certification/documentary stamp fees for CTCs. (Rates vary by court station; bring cash.)

Step 4 — Payment and Processing

Pay assessed copying and certification fees at the Cashier (OCC or Branch).
Processing time ranges from same day to several days, depending on archive retrieval and workload.
For archived or appealed cases, the office may direct you to:
- The OCC archives (if the rollo was transferred), or
- The Court of Appeals (if the records were elevated).

Step 5 — Pick-Up or Receive the Copy

For CTCs, verify:
- “Certified True Copy” stamp, signature of the Clerk of Court/authorized officer, dry seal (if used), page certification (often on the first/last page).
- Complete pages of the decision including dispositive portion and promulgation page.

If the Case Was Appealed (or You Only Know the RTC Case but It’s Now at the CA)

Ask the RTC OCC/Branch whether the case was elevated.
If elevated, note the CA case number/rollo details.
Request the RTC decision from the Court of Appeals (Judicial Records Division) by citing the CA case number; the RTC decision is part of the records on appeal.

Special Situations & Practical Workarounds

You have the case number but the court says “no record.”
- Cross-check year and case type (civil vs criminal).
- Some stations use different prefixes; bring alternate spellings and any party names.
- Search by party name in the OCC index if allowed.
The decision is “unpromulgated” or “for promulgation.”
- Only promulgated decisions can be released; you may obtain orders or minutes reflecting status.
You’re a non-party requesting a sensitive case.
- File a motion for leave to inspect/copy, explain legitimate interest, propose redactions, and ask for a limited order permitting access to the decision only (or to anonymized excerpts).
Remote Requests
- Many stations accept email/phone coordination and will advise on e-payment or courier pick-up practices. Expect to submit scanned IDs, signed request, and to pay before release. (Local practices vary; be flexible.)

What You Can Legally Do With the Copy

Use in related proceedings, compliance, or due diligence.
Publish? Exercise caution: decisions may name victims/minors or contain sensitive personal information. If you intend public circulation, consider redaction and legal advice to avoid data privacy and victim-protection violations.

Quality & Authenticity Checklist (for the Decision You Receive)

Case number and title match your request
Court name/Branch appears on the caption
Date of decision and judge’s name/signature (original bears wet signature; CTC need not)
Complete pages including dispositive portion (“WHEREFORE” / “SO ORDERED”)
CTC stamp + signature of the certifying officer; official receipt for fees
No missing annexes you specifically asked for (if the dispositive references attachments)

Ethical and Privacy Considerations

Data Privacy: Courts are exempt when acting in judicial capacity, but downstream use by requestors must still respect privacy laws and court-imposed confidentiality.
Anonymization: If the decision involves minors/sexual offenses, use initials or redactions for public use.
Professional responsibility: Lawyers and parties must avoid trial by publicity and respect sub judice limitations in pending matters.

Model Documents (Copy-Ready)

A. Request Letter for Copy/CTC (Party or Counsel)

[Date] The Branch Clerk of Court Regional Trial Court, Branch [No.], [City/Province]

Re: [Case Title] — [Civil/Criminal] Case No. [____] — Request for [Plain Copy/Certified True Copy] of Decision

Dear Clerk of Court: I am [name], [party/counsel] in the above-captioned case. I respectfully request a [plain copy/CTC] of the Decision dated [date, if known]. I enclose a copy of my valid ID/IBP ID. I am ready to pay the copying and certification fees. Kindly advise on pick-up or courier arrangements.

Respectfully, [Signature/Name/Contact Details]

B. Request Letter (Non-Party With Legitimate Interest)

[Date] The Office of the Clerk of Court RTC [Station]

Re: [Civil/Criminal] Case No. [____] — Request to Inspect and Obtain Copy of Decision

Dear Clerk of Court: I am [name, affiliation]. For [purpose—e.g., due diligence in related litigation/regulatory compliance/academic research], I request leave to inspect and obtain a copy of the Decision in [Case No.]. I understand confidentiality constraints and, if necessary, consent to redacted copies or conditions set by the Court. I enclose valid ID and can file a motion for leave if required.

Respectfully, [Signature/Name/Contact Details]

C. Special Power of Attorney (Excerpt)

*I, [Principal], appoint [Agent] as my attorney-in-fact to request, pay for, and receive on my behalf plain or certified true copies of court records, specifically the Decision in [Case No.], RTC Branch [No.], including to sign any necessary forms and acknowledgments.*

Frequently Asked Questions

1) Can I get RTC decisions online using the case number? Generally no. Trial court decisions are not comprehensively online. Go through the Branch/OCC or the CA (if appealed).

2) How long does it take? From same day (if the record is on-hand) to several days (if archived or voluminous). Complex archives/appeals can take longer.

3) Do I need a court order? Parties/counsel usually don’t. Non-parties may need a motion for leave if the record is sensitive or the court requires it.

4) What if my case number is incomplete? Provide party names, approximate year, and offense/cause of action; the OCC can search docket indexes.

5) Will the decision include annexes or exhibits? Only if you ask for them; annexes can be voluminous and may involve separate fees and court leave for sensitive materials.

Bottom Line

Start with the case number, end with the correct Branch/OCC.
Put requests in writing, bring ID, and be ready to pay copy/CTC fees.
Expect limits for sensitive cases; ask for redactions or court leave where appropriate.
For appealed cases, retrieve the RTC decision from the Court of Appeals rollo.
Always verify authenticity (CTC seals/signatures) and handle personal data responsibly.