Obtaining a Certified True Copy (CTC) of a Lost Land Title in the Philippines
A practitioner’s one-stop guide
1. Why a Certified True Copy Matters
| Copy held by | Purpose | Legal weight |
|---|---|---|
| Original Title (kept by the Registry of Deeds) | Forms part of the Torrens System’s indefeasible record | Conclusive evidence of ownership |
| Owner’s Duplicate (issued to the registered owner) | Serves as the owner’s proof and is presented in transactions | Must perfectly match the original |
| Certified True Copy | An authenticated photocopy of either copy, bearing the RD’s official seal and certification | Accepted by courts, banks, LGUs, BIR, and LRA as faithful reproduction |
When the owner’s duplicate is lost or destroyed, you typically need a CTC for any sale, mortgage, succession, or reconstitution case.
2. Governing Laws & Regulations
| Key issuance | Subject |
|---|---|
| Property Registration Decree (PD 1529, 1978) | Overall framework for the Torrens System |
| Land Registration Authority (LRA) Circulars & Citizen’s Charter | Standardizes fees, time frames, and service steps |
| Republic Act 26 (as amended) | Administrative & judicial reconstitution when both RD & owner’s copies are lost |
| Civil Code Art. 1189 & 719 | Affidavit of Loss principles |
| RA 11032 (Ease of Doing Business Act) | Caps maximum processing periods for frontline services |
(Local Registries may supplement these with their own Operations Manuals.)
3. Pinpointing the Loss Scenario
| Scenario | What’s missing? | Typical remedy |
|---|---|---|
| A. Owner’s duplicate only | RD still keeps the original | Apply for CTC → eventually petition the RD/LRA for issuance of a new owner’s duplicate |
| B. Both copies wiped out (disaster/fire) | No record at RD; maybe microfilm/digital back-up at LRA | Reconstitution under RA 26 (administrative if calamity-declared & ≥ 10% or 500 titles destroyed; otherwise judicial) |
| C. RD copy intact but titles converted to e-Title | Data lives in LTCP database | Same CTC process, but printing is through the Title Generation System; output has a Quick-Response (QR) code |
4. Core Documentary Requirements
Notarized Affidavit of Loss Must describe in detail:
- Circumstances of loss (date, place, manner)
- Efforts to locate the document
- Statement that the title is not pledged or under litigation
- Undertaking to surrender it if found
File Reference Information (any one):
- Transfer Certificate of Title (TCT) / Original Certificate of Title (OCT) number
- Lot & Block numbers with survey plan (LRC / Psd / Pcs)
- Name of registered owner & location of property
Two government-issued IDs of the requestor (and SPA or Secretary’s Certificate if a representative or juridical entity)
Latest Real Property Tax (RPT) receipt & Tax Declaration (often required in Metro Manila RDs to curb fraud)
Official Receipts for payment of:
- Certification Fee (₱50)
- Copy Fee (₱20/page, plus computer usage if e-Title)
- Documentary Stamp Tax (₱30 fixed) (Exact amounts vary slightly per province; check RD’s fee matrix.)
5. Step-by-Step Procedure at the Registry of Deeds
| Step | What to do | Statutory processing time* |
|---|---|---|
| 1. Client Intake / Frontline Desk | Present Affidavit + ID + accomplished Request Form for Certified True Copy | 15 minutes |
| 2. Assessment & Payment | Cashier issues Order of Payment; pay fees, secure OR | 15 minutes |
| 3. Verification & Retrieval | Records Officer locates the title (manual books, master’s file, or LTCP database) | 1–3 hours (same day) |
| 4. Certification & Printing | RD/Deputy signs & affixes dry seal; machine stamps “CERTIFIED TRUE COPY” | 30 minutes |
| 5. Releasing | Claim the CTC; sign in logbook | – |
*Under RA 11032, simple transactions must finish within seven (7) working days; most RDs release same-day unless the book is archived off-site.
6. If the RD Copy Cannot Be Found
Negative Certification issued by RD (proof that records are missing).
LRA Verification – request search in microfilm/Imaging Section or the Central Registry in Quezon City.
Reconstitution Route (RA 26):
- Administrative – if the loss is because of fire, flood, or other force majeure and the RD has a calamity declaration; file a petition with LRA & pay reconstitution fees.
- Judicial – file a verified petition in the Regional Trial Court (acting as land registration court). Publish notice, present secondary evidence (tax decs, survey plans, old CTCs, photos).
Reconstitution ends with issuance of a reconstituted original title and a brand-new owner’s duplicate.
7. Electronic & QR-Coded Titles (E-Titles)
Since 2008, titles in highly urbanized cities have been scanned and migrated into the Land Titling Computerization Project database.
A CTC printed from LTCP shows:
- Blue border & security fibers
- Unique Barcode / QR code verifiable via the LRA “TRex” mobile app
Always scan the QR code on receipt to confirm authenticity.
8. Typical Costs (Metro Manila illustration, 2025)
| Item | Amount (₱) |
|---|---|
| Certification fee | 50.00 |
| Copying fee (3 pages avg.) | 60.00 |
| Documentary stamp | 30.00 |
| Computer usage (e-Title) | 100.00 |
| Total | ≈ 240.00 |
Add ~₱1,200–₱2,000 in attorney’s/notary fees for a properly drafted Affidavit of Loss.
9. Practical Tips & Pitfalls
✔ Bring at least one prior photocopy of the title to help staff locate the volume & page. ✔ Check annotations (mortgage, lien, Sec. 4 Rule 74 notice) on the CTC—they are binding. ✘ Do not laminate a CTC; many agencies will reject laminated copies. ✘ Never use a mere photocopy for transfers—the BIR, DAR, banks, and courts require a fresh CTC issued within the last 3–6 months. ✔ Verify RD office hours; some maintain morning “cut-off” times for CTC requests. ✔ Keep the Official Receipt—it proves authenticity and fee payment if questioned.
10. Sample (Skeleton) Affidavit of Loss
AFFIDAVIT OF LOSS I, Juan Dela Cruz, Filipino, of legal age, … state:
- I am the registered owner of TCT No. 123456 of the Registry of Deeds for Quezon City covering Lot 5, Block 2…
- On 10 June 2025, while transferring personal effects from my residence at #45 Mango St., the said owner’s duplicate certificate was inadvertently lost and has not been located despite diligent search…
- The said title is not the subject of any pending case nor encumbered… IN WITNESS WHEREOF, I hereunto set my hand…
JURAT
(Attach photocopy of any previous CTC, tax dec, ID.)
11. Frequently Asked Questions
| Q | A |
|---|---|
| Can I authorize someone to secure the CTC? | Yes. Give a Special Power of Attorney & your valid IDs. Some RDs accept a notarized Authorization Letter for immediate family. |
| How long is a CTC valid? | Legally it has no expiry, but agencies usually honor only copies issued within 3–6 months to ensure no new annotations have been entered. |
| Do I still need reconstitution if only my owner’s copy is missing? | No. Reconstitution is for missing original titles. To replace a lost owner’s duplicate, file a petition for issuance of new owner’s duplicate under Sec. 109, PD 1529. |
| Is electronic conversion mandatory? | RDs automatically convert upon transfer or when you file any transaction. You can also voluntarily surrender your paper title for e-title conversion and then request a CTC. |
Key Take-Aways
- Certified True Copies are easy to secure—bring an Affidavit of Loss, valid IDs, and pay minimal fees.
- Determine which copy is lost. Losing only the owner’s duplicate is routine; losing both requires reconstitution.
- Follow the LRA and RD checklists to avoid repeat visits; the Ease of Doing Business Act gives you leverage on processing times.
- Secure multiple CTCs once the RD has retrieved the record, to save future trips.
Disclaimer: This guide is for general information only and is not a substitute for formal legal advice. Procedures and fees may change; always confirm with your local Registry of Deeds or consult a Philippine land-law practitioner.