This article explains, in practical detail, how to (1) determine whether a land title is genuine and the “original” in the Torrens sense, and (2) obtain a Certified True Copy (CTC) of a title from the Registry of Deeds (RD). It is written for buyers, sellers, brokers, lenders, and counsel conducting due diligence in the Philippines.

1) Terminology That Matters (and Often Causes Confusion)

Torrens Title – A state-guaranteed system of land registration. The Register of Deeds keeps the Original Copy (the “original in the RD”), while the registered owner holds the Owner’s Duplicate Certificate.
OCT vs. TCT
- OCT (Original Certificate of Title): The first certificate issued for a parcel when it was initially brought under the Torrens system.
- TCT (Transfer Certificate of Title): Every subsequent title after a transfer or subdivision. Most residential titles you’ll see today are TCTs.
CTC (Certified True Copy): An RD-issued reproduction of what is in its official title folio, stamped/annotated as a true copy. The CTC, not the owner’s duplicate, is the gold standard for verifying what the government’s records actually reflect at a point in time.
Annotations / Memoranda: Entries on the back (or succeeding pages) of a title that record liens, encumbrances, adverse claims, court orders, tax liens, mortgages, attachments, easements, reconstitution, consolidation of ownership, etc.
Reconstituted Title: A title recreated by legal process after loss or destruction of the RD’s original records (e.g., due to fire/flood). This status appears as an annotation.

2) What “Original” Should Mean in Due Diligence

When people ask, “Is the title original?”, they usually mean one (or more) of the following:

Genuineness: The document you’re holding (often the owner’s duplicate, or a photocopy) is not fake or tampered with.
Chain Integrity: The current TCT validly replaced the prior title(s) through proper cancellation/transfer; all annotations and technical descriptions line up.
Registry Authenticity: The title information matches the RD’s CTC—the authoritative record.
First Issuance (OCT): In some contexts, “original” is used to ask whether a parcel is still under an OCT (first issuance) rather than a TCT. For most private resales, you will be dealing with a TCT.

3) The Three-Layer Test for Verifying a Title

A. Paper-Level Checks (on the Owner’s Duplicate or Copy Shown to You)

Use these as preliminary screens; do not rely on them alone.

Security stock & printing quality: Uniform fonts, alignment, no erasures/overtyping, no lifted lamination edges, and consistent pagination.
Identities match: Registered owner’s name, civil status, and marital property regime (if indicated) align with IDs and civil status documents.
Property identifiers are coherent:
- TCT/OCT number format looks right for the issuing RD.
- Lot/Block/Phase (if subdivision), Survey Plan No. (e.g., Psd-, Pcs-, etc.), Land Area in sq m (matches digits and words).
- Location (barangay/city/municipality/province) is within the territorial coverage of the issuing RD.
Technical description “metes and bounds”: The bearings and distances should exist and be legible; any alterations must be countersigned and annotated.
Annotations: Expect to see the history (e.g., “Cancelled by TCT No. …”, “Transferred to …”), mortgages, releases, adverse claims, notices of lis pendens, writs, reconstitution notes, consolidation, etc. An oddly “too clean” back page on a property with a long history is a red flag.

Red flags: Spelling inconsistencies; RD name not matching location; mismatched lot/plan numbers; suspicious erasures; stapled pages that don’t belong; missing page counts; alterations without countersignature; titles that look freshly printed but claim to be decades old.

B. Cross-Document Checks (outside the title itself)

Tax Declarations (Assessor’s Office): Owner’s name, lot/location, area, property index number. Newer transfers should show updated declarations; unresolved name mismatches require explanation.
Real Property Tax (Treasurer’s Office): Current receipts and any arrears; tax liens may be annotated on title, but check actual tax status too.
Survey Plan & Lot Data: If available, obtain the approved subdivision/cadastral plan to confirm technical description. Discrepancies in bearings/distances/area are material.
Deeds and BIR Docs (for recent transfers): Deed of Absolute Sale/Donation, BIR CAR (Certificate Authorizing Registration), proof of transfer and documentary taxes—these align with a recently issued TCT.

C. Registry-Level Confirmation (Decisive)

Obtain a Certified True Copy from the correct RD branch (see Section 4). Compare the CTC against the owner’s duplicate/copy you were given:
- Exact match on title number, owner’s name, technical description, and all annotations.
- Chain continuity: The “Cancelled by” / “This title is cancelled by” notes, or the inverse, properly connect to predecessor/successor titles.
- Reconstitution: If present, confirm the basis (judicial/administrative) and date.
- Status of liens: Mortgages/attachments/releases should appear here. If a seller claims a lien was already cancelled, you must see the cancellation annotation in the CTC.

4) How to Get a Certified True Copy (CTC) of a Title

Golden rule: Always get your own CTC directly from the RD that has jurisdiction over the property. Do not rely solely on a CTC handed to you by a counterparty, especially if it’s not same-day recent.

Where to Apply

Registry of Deeds (RD) that covers the city/municipality where the land is located. Each RD has territorial jurisdiction; the title itself will state the RD.

Who May Apply

Anyone with sufficient title particulars can request a CTC. If acting for the owner, bring a letter of authorization or Special Power of Attorney (SPA) and IDs.

What to Bring

Title particulars: TCT/OCT No., registered owner’s name, property location (barangay/city).
Your ID (government-issued).
Authorization/SPA & ID of owner/representative (if applicable).
Processing fee (bring cash; fees are typically per page and per request).

Steps

Go to the correct RD and proceed to the information/records window.
Fill out request form for CTC of the TCT/OCT. Provide title number and owner’s name.
Pay the assessed fees and obtain an official receipt (OR).
Wait for issuance of the CTC. Verify the CTC bears:
- “Certified True Copy” stamp or annotation,
- the name of the RD, certification line/signature of the authorized officer,
- the date of issue, page count, and, where applicable, barcodes/serial identifiers.
Check completeness: Ensure all pages—including the back/annotation pages—are included and properly stamped.

How Recent Should the CTC Be?

For transactions, same day or very recent (e.g., within a week of signing) is prudent. If there’s a gap, obtain an updated CTC again right before closing to catch last-minute annotations (e.g., new liens).

5) Reading and Understanding the CTC

Front page: Title number, RD, registered owner, nature of ownership (e.g., “married to …”), location, area, technical description.
Subsequent pages: Memoranda/Annotations. Read them one by one:
- Mortgages & Releases
- Adverse claims / lis pendens / attachments / writs
- Easements / right-of-way
- Consolidation of ownership after foreclosure or extrajudicial settlement
- Reconstitution notes, if any
- Restrictions (e.g., subdivision restrictions, HLURB-type annotations)
Chain notes: Look for “This title is cancelled by TCT No. ____” or “Cancelled previous title ___.” A proper chain is traceable.

6) Common Scenarios and How to Handle Them

A. Clean Title Shown, but CTC Shows a Mortgage

Effect: The land is encumbered. Ask for the Release of Mortgage annotation. Until released, you are dealing with a burdened title.

B. Seller Claims “Annotation Will Be Removed Soon”

Rule: If it’s not yet annotated as released/cancelled in the CTC, treat it as existing. Set a condition precedent in the contract requiring cancellation and updated CTC before payment/transfer.

C. Reconstituted Title

What to check: The basis and date of reconstitution in the annotations. For high-value transactions, consider deeper verification (e.g., court records or administrative file, survey/lot correlation) and title history.

D. Double Titling / Overlaps

Clues: Conflicting tax declarations, boundary disputes, or third parties asserting a different title number over the same lot. Engage a licensed geodetic engineer to overlay the technical descriptions and check cadastral maps; escalate to legal counsel.

E. Subdivision Projects

Check: Master titles (mother titles), HLURB/HSAC compliance (if applicable to timing), and whether your lot TCT corresponds to the approved subdivision plan (Psd-/Pcs-). Compare block/lot and area with the contract to sell and plan.

F. Lost Owner’s Duplicate

Note: A petition for issuance of a new owner’s duplicate (judicial/administrative) will be annotated. Treat ongoing proceedings as a red flag until completion and issuance of a fresh owner’s duplicate that matches the CTC.

7) Due Diligence Checklist (Print-Friendly)

Identity & Paper

☐ Inspect the owner’s duplicate for tampering.
☐ Confirm RD name matches property location.
☐ Verify TCT/OCT number, lot/plan/area/location.
☐ Match owner’s name and civil status with IDs/civil registry.

Cross-Docs

☐ Latest Tax Declaration matches title particulars.
☐ Real Property Tax payments current; no arrears.
☐ Obtain survey plan/lot data if available; confirm bearings/distances.

Registry-Level (Decisive)

☐ Obtain same-day CTC from the correct RD.
☐ Compare CTC with owner’s duplicate—every line and annotation.
☐ Confirm no liens/encumbrances, or that releases are properly annotated.
☐ Trace chain: cancellation/transfer history is coherent.
☐ Note any reconstitution or court orders on record.

Transaction Protections

☐ Include conditions precedent (e.g., lien releases, updated CTC).
☐ Require seller representations/warranties about liens and adverse claims.
☐ Keep copies of ORs, CTCs, and IDs.

8) Sample Request Wording for a CTC at the RD

“I would like to request a Certified True Copy of TCT No. ______ (or OCT No. ______), registered in the name of [Owner’s Name], covering a parcel located at [Barangay/City/Province]. Here are the particulars: [Lot/Block], [Survey Plan No. if known], [Area]. I am the buyer’s authorized representative; here are my ID and the SPA/authorization letter.”

Bring originals and photocopies of IDs and the SPA/authorization.

9) Practical Tips & Good Habits

Always assume nothing is final until verified at the RD. Friendly assurances and photocopies don’t bind the registry.
Refresh your CTC close to signing or fund release.
Read every annotation. The “back page” often holds the deal breakers.
Mind the metes and bounds. Boundary/easement issues can be costly.
Keep an audit trail. File your ORs, CTCs, and correspondence.

10) Frequently Asked Questions

Q: Is a photocopy of the title enough for loan or purchase due diligence? A: No. Use it only to locate the correct RD and title number. Base decisions on an RD-issued CTC and current annotations.

Q: Can a non-owner get a CTC? A: Typically yes, if you can provide sufficient particulars. If details are sensitive, the RD may ask for justification or authorization.

Q: The seller says the lien is already paid—why is it still on the CTC? A: Payments do not extinguish a lien on the title until the release is presented and annotated at the RD.

Q: The title says “reconstituted.” Should I walk away? A: Not automatically. But this calls for heightened due diligence on chain of title, basis of reconstitution, and potential competing claims.

Q: Is a “clean title” one with no annotations at all? A: Practically, a “clean title” means no subsisting adverse annotations that burden ownership. Benign annotations (e.g., prior mortgage now released) can exist without impairing the current status.

11) Model Clauses You Can Adapt

Condition Precedent (Release of Lien): “As a condition precedent to Closing, Seller shall cause the cancellation of Mortgage annotated as Entry No. ___ on TCT No. ___, and deliver to Buyer an updated Certified True Copy issued not earlier than ___ calendar days prior to Closing reflecting said cancellation.”

CTC Freshness Requirement: “The parties agree that all registry verifications shall be based on a Certified True Copy of the title issued by the Registry of Deeds no earlier than ___ days before execution of this Deed/Release/Loan.”

12) Bottom Line

The only authoritative way to verify what the government recognizes as the current state of a title is to read a fresh CTC issued by the correct Registry of Deeds.
Paper-level and cross-document checks help, but CTC + annotations decide deal readiness.
Build your transaction timeline around obtaining, reading, and refreshing the CTC—and documenting any required releases or court orders before you close.