In the Philippine legal system, a Certified True Copy (CTC) is a reproduction of an original document on file with the court, attested by the authorized custodian—typically the Clerk of Court—to be an accurate and faithful reflection of the original. Whether for appellate review, administrative requirements, or personal record-keeping, securing these documents requires adherence to specific judicial protocols.
I. Legal Basis and Authority
Under the Rules of Court and the Manual for Clerks of Court, the Office of the Clerk of Court (OCC) or the specific branch where a case is pending has the primary mandate to maintain court records. Only the designated custodian or their authorized deputy can issue a certification that a copy is a "True Copy."
II. Preliminary Requirements
Before heading to the courthouse, ensure you have the following information and documents:
- Case Information: You must provide the specific Case Title (e.g., People vs. Juan Dela Cruz) and the Case Number (e.g., Criminal Case No. R-HOU-23-01234-CR).
- Identification: A valid government-issued ID is required.
- Legal Standing/Authorization: * If you are a party to the case (Plaintiff/Petitioner or Defendant/Respondent) or the counsel of record, you generally have an absolute right to access.
- If you are a third party, you may need to demonstrate a "legitimate interest" or provide a Special Power of Attorney (SPA) from one of the parties, as some cases (e.g., Family Court cases involving minors or VAWC) are strictly confidential.
III. The Step-by-Step Procedure
1. Verification of Records
Locate the specific RTC Branch where the case is docketed. If the case is archived or recently decided, the records might still be with the branch. If the case is decades old, records may have been transferred to the general archives of the OCC.
2. Filing the Request
Request a Request Form or submit a formal written letter addressed to the Branch Clerk of Court. Specify the exact documents needed (e.g., Decision dated January 1, 2024, Complaint, or Minutes of the Proceedings).
3. Assessment of Fees
The Clerk will assess the applicable fees based on the Rule 141 of the Rules of Court (Legal Fees). Costs typically include:
- Copying/Xerox Fees: Per page charge.
- Certification Fee: A fixed fee per document or per page.
- Judicial Affidavit Tax (JAT) / Documentary Stamp Tax (DST): Required for the certification to be legally valid.
4. Payment
Payments are made through the Office of the Clerk of Court (OCC) Cashier or an authorized fiduciary bank (usually LandBank of the Philippines). Always retain the Original Receipt (OR).
5. Processing and "Dry Seal"
Present the receipt to the Branch Clerk. The staff will:
- Photocopy the original document from the records.
- Stamp each page with the "Certified True Copy" mark.
- Affix the signature of the Clerk of Court or the Assistant Clerk of Court.
- Apply the Court’s Dry Seal, which is the final mark of authenticity.
IV. Important Considerations
| Feature | Description |
|---|---|
| Confidentiality | Cases involving Annulment, Adoption, or Juvenile cases are restricted. Only parties or authorized representatives can obtain copies. |
| Processing Time | While many branches offer "same-day" service for short documents, voluminous records may take 3 to 5 working days. |
| Documentary Stamp | A CTC is often considered incomplete for official government use (like DFA or PSA) without the physical Documentary Stamp Tax (DST) sticker or proof of electronic payment. |
V. Certified True Copy vs. Plain Copy
A Plain Copy is a simple photocopy for personal reference and carries no evidentiary weight. A Certified True Copy, however, is admissible in evidence under Rule 130 of the Revised Rules on Evidence as a secondary evidence of the contents of a public record when the original is in the custody of a public officer.
Note on Digitalization: Some jurisdictions in the Philippines are transitioning to the Judicial Data Center and electronic filing (e-filing). However, for the purpose of "Certified" copies, the physical stamp and seal from the originating court remain the standard requirement for most legal transactions.