Overview

A Certified True Copy (CTC) of a Torrens title is an official reproduction of the original title on file with the Registry of Deeds (RD), stamped, signed, and sealed to certify that it is faithful to the record. It is relied on in transactions and litigation to establish the current state of ownership and encumbrances on land or a condominium unit.

This article explains the legal basis, who may request, where and how to obtain a CTC, documentary requirements, processing standards, fees, common pitfalls, and practice tips—covering both in-person and electronic channels applicable in the Philippines.

Legal Basis and Nature of the Document

Torrens System: Land and condominium titles are issued and recorded under the Property Registration Decree (often referred to as PD 1529). The RD keeps the Original/Computerized Title; the registered owner holds the Owner’s Duplicate.
Public Record Character: Titles and their annotations are part of the public registry. As a rule, any person may obtain an informational copy; a CTC is the evidentiary copy bearing the RD’s certification and seal.
Evidentiary Weight: A CTC of a public record enjoys a presumption of regularity and is admissible to prove the contents of the registered title and its annotations. It is not, however, proof of the underlying validity of transactions—only of what is recorded.
What a CTC Contains: The face of the title (OCT/TCT/CCT number, owner’s name, technical description summary, area, location), and all pages of annotations (liens, mortgages, adverse claims, notices of levy, court orders, cancellations). The certification block states the date and time extracted and bears the dry seal and signature of the authorized RD officer.
No “Expiry,” but Time-Bound: A CTC does not expire in law; its usefulness depends on recency because annotations can change after its issuance. Many institutions require a CTC issued within the last 3–6 months, or even 30 days for high-risk transactions.

Who May Request

Any interested person may generally obtain a CTC of a title by supplying sufficient particulars (title number and the correct RD).
Representatives/Agents may request on behalf of an owner or interested party by presenting:
- Authorization Letter (for individuals) or Secretary’s Certificate/Board Resolution (for corporations/associations), and
- Valid government-issued ID(s) of the principal and the representative.
Lawyers/Notaries/Financial Institutions/Buyers commonly request CTCs for due diligence, loans, conveyancing, estate proceedings, and litigation.

Note: While titles are public records, some RDs may ask the requester to state the purpose of the request and to comply with basic identity checks consistent with record-access and privacy protocols.

Where to File the Request

Proper RD: File with the Registry of Deeds that has custody of the title, i.e., the RD of the province/city/municipality where the property is located (as indicated in the title heading).
Computerization: Many RDs are fully or partially computerized; the process is substantially the same, but turnaround varies depending on whether the title is electronic or requires retrieval from archives (microfilm/legacy books).
Satellite/Online Channels: In areas where available, you may request a CTC through authorized electronic portals or service counters affiliated with the Land Registration Authority (LRA), with delivery or pick-up options at a designated RD or service center.

Information You Must Have

At least one of the following must be accurate:

Title Number (e.g., TCT No. 123456, OCT No. 789, or CCT No. 34567), and the correct RD; or
Registered Owner’s Name, Lot/Block/Plan numbers, and Property Location to enable index search at the RD.

Tip: Title numbers are not unique nationwide. The RD/Location identifier is essential.

Documentary Requirements

Request Form/Slip provided by the RD (or electronic request form online).
Valid ID of the requester.
If via representative:
- Authorization Letter (individual) or Board Resolution/Secretary’s Certificate (juridical person), and
- IDs of principal and representative.
Payment of the prescribed fees (official receipt will be issued).
Optional but helpful: Photocopy of any prior CTC/owner’s duplicate, tax declaration page showing title number, or deed referencing the title.

Step-by-Step Procedure (In-Person)

Verification & Docketing
- Go to the proper RD’s public assistance window.
- Provide the title number and branch/location. Staff verifies the title’s existence in the index.
Accomplish Request Slip
- Indicate whether you need CTC of the Title alone or CTC of Title and Annotations (best practice: request all pages including annotations).
Assessment & Payment
- Cashier assesses certification fees (often per page), IT service/documentary charges, and any express/rush surcharge if offered.
- Pay and obtain the Official Receipt (OR) with a claim stub or reference.
Processing
- Staff prints or reproduces the pages from the electronic record or archives and prepares the certificate block.
- The authorized officer signs and applies the dry seal.
Releasing
- Claim at the releasing window. Verify that:
  - The title number, owner’s name, lot/plan details are correct,
  - All annotation pages are included and legible,
  - The date/time of extraction, signature, and seal are present.
- If defective (e.g., missing page), politely request reissuance on the spot.

Step-by-Step Procedure (Electronic/Remote, where available)

Create/Log in to the authorized request portal or proceed to an accredited service counter.
Encode Details (title number, RD location; choose delivery or pick-up).
Upload Authorization documents if applying through a representative.
Pay Online via available channels.
Tracking: Use the portal reference to monitor status.
Delivery/Pick-Up: Upon receipt, examine the seal/signature/QR or barcode and cross-check all pages.

Fees, Timing, and Service Standards

Fees: Governed by the LRA/RD schedule (usually per certified page, plus certification and IT/documentary charges). Some RDs offer rush processing for an additional fee.
Turnaround: Often same day for computerized records; 1–3 working days for heavy queues; longer for archived/legacy titles requiring retrieval.
Citizen’s Charter: Each RD maintains posted process times and fees under the Anti-Red Tape/Ease of Doing Business standards; these are the benchmarks for expected service timelines.

Always rely on the RD’s posted Citizen’s Charter for the definitive, current fee matrix and processing time at that branch.

Practical Uses and Limitations

Common Uses

Buyer’s Due Diligence: Confirm registered owner, area, and existing encumbrances before paying any earnest money.
Loans/Mortgages: Banks and lenders require a recent CTC to verify liens and adverse claims.
Title Transfer/Settlement: Support documents for extrajudicial settlement, estate proceedings, or court filings.
Litigation: Evidence of current registered status and encumbrances.

Limitations

A CTC does not substitute for the Owner’s Duplicate in transactions that require the original duplicate (e.g., registration of deeds).
It does not cure defects in underlying transactions; it shows what is recorded, not whether it is valid.
Recency matters: request a fresh CTC close to the transaction date and again after registration of any deed to confirm that the annotation was actually carried.

Special Situations

Lost/Damaged Owner’s Duplicate: A CTC can support reconstitution or petition proceedings, but cannot itself be used to register new conveyances.
Multiple Parcels/Consolidations/Subdivisions: Confirm whether the property is now under a new TCT/CCT (e.g., due to consolidation or subdivision). If in doubt, ask for an index search under owner’s name and plan numbers.
Condominiums (CCT): Request a CTC of the CCT and verify annotations referencing the Master Deed and any real estate mortgage of the developer or HOA liens.
Judicial/Cautionary Annotations: Pay attention to notices of levy, lis pendens, writs, and adverse claims—each carries different legal effects and lifespans.
Technical Descriptions: For surveys or boundary issues, obtain the certified tracing cloth plan or certified lot data computation from the proper survey office; the CTC references them but does not reproduce full metes-and-bounds detail.

Reading the Annotations: What to Look For

Continuity of Title
- Check the derivation (e.g., from OCT to TCT to current TCT/CCT).
Liens & Encumbrances
- Real Estate Mortgages, leases, easements, notices of levy, adverse claims, court orders.
Cancellations
- Ensure prior liens are cancelled by a subsequent annotation when the obligation has been discharged.
Pending Proceedings
- Lis Pendens indicates pending litigation—raises transaction risk.
Discrepancies
- Owner name spelling, area, or plan numbers; mismatches can signal red flags.

Common Pitfalls and How to Avoid Them

Wrong RD or incomplete title number: Confirm location and RD before queuing.
Requesting only the “face” of the title: Always request all pages including annotations.
Outdated CTC: For transactions, obtain a CTC issued very near the deed signing/loan drawdown.
Assuming “clean” because no mortgage is shown: Watch for adverse claims, levy, or writs—these also cloud title.
Unclear authority of representative: Bring proper authorization and IDs to avoid rejection.
Illegible copies or missing seals: Inspect at release; ask for reprint if the dry seal/signature is faint or a page is missing.

Checklist (Bring/Do)

Exact Title Number and RD location
Valid ID(s)
Authorization documents (if applying for someone else)
Cash/GCash/card as accepted by the RD/portal
Purpose (if asked) and contact details for notifications
Verify all pages, seals, signatures, and annotation completeness upon release

FAQs

Is a CTC different from a “plain” photocopy? Yes. A CTC bears the RD’s certification, signature, and seal; a plain photocopy has no evidentiary certification.

Can I get a CTC if I’m not the owner? Generally yes, as titles are public records. Some RDs may ask for your purpose and ID.

How recent should my CTC be? Follow your counterparty’s or lender’s policy; 30–90 days is common. For high-value deals, get the CTC as close as possible to closing.

Does a CTC guarantee that the title is “clean”? No. It only shows what is recorded at the time of extraction. You must still perform full due diligence.

Can a CTC be used to transfer ownership? No. Registration requires the Owner’s Duplicate Title and other primary documents.

Closing Guidance

Obtaining a CTC is straightforward if you have the correct RD and complete particulars. For significant transactions, pair the CTC with fresh searches, careful review of annotations, and, where needed, professional advice (e.g., counsel or conveyancing specialist) to interpret legal effects and transaction risk.