This article explains, end-to-end, how a Philippine condo owner (or other authorized party) replaces a lost, stolen, or destroyed owner’s duplicate of the Condominium Certificate of Title (CCT). It covers the legal basis, documentary requirements, process flow, common pitfalls, timelines, and practical tips. It is general information—not legal advice for a specific case.

1) What exactly was “lost”? (Know your title)

Original vs. Owner’s Duplicate. The original CCT is kept by the Register of Deeds (RD). The owner’s duplicate is the paper (or “eTitle” print) you keep and present for sales, mortgages, or annotation requests. This article is about replacing the owner’s duplicate—not reconstituting the RD’s original.
CCT vs. TCT/OCT. For condominiums, the title is a CCT issued over a unit (and usually a separate CCT for a parking slot). The process below applies the same way to TCTs (subdivided land) and OCTs (original titles) with condo-specific nuances noted.

2) Legal framework (the “why” behind the steps)

Property Registration Decree (P.D. 1529), Section on replacement of a lost owner’s duplicate. The Land Registration Court (a branch of the RTC) may, after notice and hearing, direct the RD to issue a new owner’s duplicate when the original remains intact at the RD but the owner’s duplicate is lost, destroyed, or otherwise unavailable.
If the RD’s original is also lost/destroyed: that is a reconstitution case under separate rules (typically R.A. 26)—a different, longer process. Most condo owners only need the replacement of the owner’s duplicate.
Court discretion & safeguards. Courts commonly require credible proof of loss, notice to interested parties (e.g., mortgagees/HOA), and sometimes an indemnity bond to protect against fraud.

3) Who may file

Registered owner (individual or corporation).
Person in interest (e.g., mortgagee/bank if it held the owner’s duplicate and lost it).
Attorney-in-fact via Special Power of Attorney (SPA) (apostilled/consularized if executed abroad).
Corporate owners file through authorized officers with board/secretary’s certificates.

4) Core evidence the court expects

Prepare as many of the following as are applicable; more solid evidence means faster orders:

Verified Petition (sworn, with jurisdictional allegations and relief sought).
Affidavit of Loss stating: when and how the duplicate was lost/destroyed; diligent search; and that it has not been pledged, sold, or used to defraud.
Certified True Copy (CTC) of the CCT from the RD (this is the RD’s copy, not your missing duplicate).
IDs & ownership link (old deed of sale, CAR/eCAR, transfer tax receipt, OR of registration when the title was issued).
Tax declarations (unit and, if any, parking), RPT receipts, and Tax Clearance.
Police blotter / incident report (if theft or suspected foul play).
Condominium Corporation/HOA certificate (good standing; no arrears), if available.
Proof of encumbrances/annotations (e.g., mortgage, lis pendens) and notice to those parties.
Supporting photos/records (e.g., fire report if destroyed by calamity).
Proposed order and publication drafts (your counsel usually prepares these).

Tip: If the duplicate was lost by a bank (e.g., after loan payoff), ask for the bank’s Affidavit of Loss and turnover records; banks are often required to file or join the petition.

5) Step-by-step procedure

A. Pre-filing (document build & risk control)

Secure CTCs of the CCT and all pages/annotations from the RD.
Execute Affidavit of Loss (notarized).
Notify interested parties (mortgagee, co-owners, HOA).
Consider a cautionary annotation (e.g., adverse claim or affidavit of loss) at the RD to flag the record while you process the replacement, where appropriate.
Gather tax and identity papers; get police blotter if applicable.

B. Court filing

File a Verified Petition for Issuance of a New Owner’s Duplicate with the RTC (Land Registration) where the property/Registry is located. Pay docket/legal research fees and publication/posting deposits as required.

C. Notice & hearing phase

The court issues an Order setting hearing(s) and directing notice:
- Publication in a newspaper of general circulation (as the court specifies).
- Posting (e.g., at the courthouse and barangay/city hall) as directed.
- Mailing/service to known interested parties (e.g., mortgagees).
Hearing(s): You (or counsel) present the Affidavit of Loss, the CTC of the title, and other exhibits; sometimes testimony on diligent search and chain of ownership.
The court may require an indemnity bond (amount at court’s discretion) before granting relief.

D. Court order & issuance by the RD

Upon finding the petition well-founded, the court issues a Decision/Order directing the RD to issue a new owner’s duplicate (stating that the prior duplicate is canceled/ineffective).
After the order becomes final, submit the Entry of Judgment (or certification of finality), pay RD fees, and the RD prints/releases the new owner’s duplicate.
Safeguard the new duplicate; consider immediate digital scans, safe storage, and limiting physical circulation.

6) Special condo issues and nuances

Parking slots: Often have separate CCTs. If a parking CCT is also lost, it needs its own petition, unless the court allows consolidation (check local practice).
Condominium Corporation (Condo Corp): While not always a statutory “interested party,” many courts expect at least notice to the Condo Corp/HOA. Obtain a dues clearance; some buyers/mortgagees later ask for it.
Multiple co-owners: All should join the petition or consent; absence triggers questions at hearing.
Existing liens: If there’s a mortgage or adverse annotation, expect the court to require notice (and sometimes the lienholder’s participation).

7) How long does it really take?

Below is a practical (not guaranteed) timeline assuming the RD’s original is intact and the case is uncontested:

Phase	Typical Time
Pre-filing document build (CTCs, affidavits, tax docs)	1–3 weeks
Court filing to first hearing order issuance	2–6 weeks
Publication/posting & notice period	3–6 weeks (depends on newspaper schedule and court directives)
Hearing(s) to order granting petition	2–8 weeks (uncontested; longer if evidence is thin)
Finality/Entry of Judgment	2–4 weeks (varies by court)
RD processing & release of new duplicate	1–3 weeks

Conservative door-to-door range: about 3–8 months for straightforward petitions. Possible extensions: congested dockets, missing notices, objections from lienholders, or court-required bonds can stretch this to 9–12+ months. If the RD’s original is also missing (reconstitution): expect significantly longer.

8) Costs you should budget for

Court fees (docket, sheriff/process fees, legal research).
Publication (varies by newspaper/circulation; often a major cost driver).
Notarization / apostille for SPAs or foreign documents.
Certified copies (RD and court).
Indemnity bond (only if the court requires it).
Professional fees (lawyer, liaison).
RD issuance fees for the new duplicate.

Practical tip: Ask the clerk of court or your counsel for a line-item estimate at filing; publication quotes can be obtained in advance.

9) Red flags and how to avoid delays

Vague Affidavit of Loss. Be specific about dates, places searched, and circumstances.
Unserved notice to lienholders. Track service; keep registry receipts and tracking.
Unpaid taxes or HOA arrears. They’re not always legally dispositive, but they invite objections and slow due diligence later.
Name discrepancies. Make IDs and prior deeds match the title (middle initials, married names). Prepare proof of identity change (e.g., PSA/MC).
Overlooking the parking CCT. Buyers and banks will ask for all component titles.
Assuming a photocopy equals the duplicate. It does not; only the RD’s new owner’s duplicate restores negotiability.

10) Frequently asked questions (condensed)

Q: Can I sell or mortgage without the owner’s duplicate? A: No. The RD requires the owner’s duplicate to register any voluntary dealings (sale, mortgage, etc.). Replace it first.

Q: What if I later find the “lost” duplicate? A: The court-ordered new duplicate will supersede the old one. The discovered old copy should be surrendered and cannot lawfully be used.

Q: Is there a purely administrative shortcut? A: For a lost owner’s duplicate (with the RD’s original intact), practice is judicial (RTC) with notice and hearing. Administrative reconstitution applies when the RD’s original is the one lost/destroyed.

Q: Do I need a lawyer? A: While the law doesn’t explicitly force representation, the process is litigious (petitions, evidence, publication, court appearances). Most owners retain counsel.

Q: Must I post a bond? A: Not always. Courts may require an indemnity bond—especially if the circumstances of loss raise risk concerns.

Q: My title is already an “eTitle.” Does it change the process? A: The judicial step is the same. Upon grant, the RD will issue a new owner’s duplicate print consistent with the LRA’s computerized format.

11) Model documents (short forms)

A. Affidavit of Loss (outline)

Affiant & identity details.
Description of the CCT (number, location, unit/parking, area).
Narrative of loss/destruction (date, place, circumstances; diligent search).
Statement that title has not been delivered, pledged, or used to defraud; commitment to surrender if found.
Attachments (CTC of CCT, IDs, police blotter if any).
Jurat (notarization).

B. Petition (key allegations)

Jurisdiction (property and RD within the court’s territory).
Ownership & chain of title (attach deed/CAR/CTCs).
Loss facts and efforts to locate.
Existing liens/annotations and notice plan.
Prayer: after notice and hearing, order the RD to issue a new owner’s duplicate CCT; authorize annotation that the previous duplicate is canceled; grant other just reliefs.

12) Practical, condo-owner checklist

Get CTCs of the CCT(s) from the RD (unit + parking).
Execute a notarized Affidavit of Loss (and police blotter if theft).
Gather deed/CAR, tax clearances, HOA certificate.
Notify mortgagee/HOA/co-owners; prepare proofs of service.
File Verified Petition at the correct RTC (Land Registration).
Complete publication/posting and appear at hearing with originals.
If required, post bond.
After order becomes final, process RD issuance and keep the new duplicate secure.

13) Bottom line

If your condo title’s owner’s duplicate is lost but the RD’s original exists, the remedy is a court-supervised replacement: file a Verified Petition, prove the loss, notify interested parties, and, once the court grants it and the order finalizes, the RD issues a new owner’s duplicate. In straightforward cases, plan for 3–8 months end-to-end; build a complete, credible paper trail to keep your case on the shorter end of that range.

If you want, I can turn this into a fill-in-the-blanks affidavit and petition packet tailored to a specific city/registry so you can use it right away.