1) What you’re really asking for: “title” vs “certified true copy” vs “owner’s duplicate”

In Philippine land registration practice, it helps to separate three things that people often mix up:

A. The Original Title kept by the Registry of Deeds (RD)

For condominiums, the title issued for a unit is usually a Condominium Certificate of Title (CCT).
The RD keeps the “original” title in its records.

B. The Owner’s Duplicate Title

This is the duplicate copy issued to the registered owner.
When a condominium is mortgaged to a bank or lender, the owner’s duplicate CCT is typically held by the bank as part of the collateral package.

C. A Certified True Copy (CTC) of the Title

This is a certified reproduction (usually a photocopy or printout) of the RD’s title record, bearing the RD’s certification (seal/stamp/signature).
A CTC is not the same as the owner’s duplicate, but it’s often enough for due diligence, verification, and many documentary requirements.

Key point: Even if the owner’s duplicate title is with the bank because the condo is mortgaged, the RD still retains the original record. A CTC can generally be requested from the RD without needing the bank-held owner’s duplicate.

2) Does a mortgage stop you from getting a certified true copy?

Generally, no. A real estate mortgage is an encumbrance on the property; it does not, by itself, remove the registered owner’s status as owner. What changes is that the mortgage is annotated on the title and the bank commonly keeps the owner’s duplicate.

What the mortgage affects (and what it doesn’t)

What it affects:

The title will show an annotation of the mortgage under the encumbrances/memoranda portion.
Many transactions that require surrender of the owner’s duplicate (e.g., cancellation of mortgage, certain registrations, transfers) will involve the bank because it holds that duplicate.

What it doesn’t typically affect:

The ability to obtain a CTC of the title from the RD’s records.
The public-record nature of registered land titles and instruments (subject to office procedures).

3) Why people request CTCs while under mortgage

Common reasons include:

Personal records and safekeeping (especially when the owner’s duplicate is with the bank).
Loan refinancing / balance transfer (new lender wants to review title and annotations).
Selling a mortgaged unit (buyer and counsel will require a recent title copy).
Estate planning / settlement (heirs need to verify title status).
Checking annotations (new liens, levies, adverse claims, notices of lis pendens).
Correcting name/technical details (typos, civil status, etc.).
Condo corporate or developer requirements (some require updated title copies for transfers of membership/rights, although their internal requirements differ from RD rules).

4) What documents you may want (not just the CCT)

When people say “condo title documents,” they may mean several different records. You can request some from the RD, some from other offices, and some from private parties.

A. From the Registry of Deeds (RD)

Certified True Copy of the CCT (the unit title)
Certified True Copy of the annotated Real Estate Mortgage (REM) or the mortgage instrument on file
Certified True Copy of the Deed of Absolute Sale / Deed of Conveyance (if registered)
Certified True Copy of other annotated instruments (e.g., cancellation of mortgage, court orders, liens)
Certified True Copy of the Master Deed / Declaration of Restrictions (if registered with the RD and you know the relevant document details)

Note: Availability can depend on whether the instrument was registered and how the RD indexes the record.

B. From the Condominium Corporation / Developer

Condominium Declaration / Master Deed copies (if they maintain a file set for owners)
By-laws, house rules, certificates of membership or share certificates (some condo setups link unit ownership to membership shares)
Clearances for transfer (association dues/taxes/utility clearances—these are not RD documents but are often needed in sales)

C. From the City/Municipal Assessor and Treasurer

Tax Declaration (CTC from Assessor)
Real property tax (RPT) payment history / tax clearance (Treasurer)

D. From the Notary Public (if needed)

If you need a “true copy” of a notarized deed and it wasn’t registered or you need the notarial source, the notary’s records may be relevant (subject to rules and availability).

5) Where to request a Certified True Copy of a condominium title

Primary venue: the Registry of Deeds that has jurisdiction over the city/municipality where the condominium project is located.

In many cases, the request process is over-the-counter. Some areas may have electronic or courier-based request channels depending on what the land registration authorities and local RD implement, but the core concept remains: the RD issues certified copies from its official records.

6) What information you’ll need (and what if you don’t have it)

The fastest requests happen when you already have any of the following:

CCT number (best)
Registered owner’s name (as it appears on title)
Condominium project name and unit identification (Unit No., Building/Tower, Floor)
Location details (Barangay/City)
If available: Tax Declaration number or previous title references

If you don’t have the CCT number

You can still proceed, but expect extra steps:

A title verification/search may be needed using the owner’s name and project details.
Some RDs are strict about requiring precise identifiers to avoid errors, delays, or releasing the wrong record.

Practical tip: If your bank holds your owner’s duplicate title, you can ask the bank for the title number and key annotations from their file (even if they won’t release the duplicate itself). Many banks can at least provide the CCT number from the loan documentation set.

7) Typical step-by-step procedure at the Registry of Deeds

While exact forms and windows vary by RD, the flow is commonly:

Go to the RD with jurisdiction over the condominium’s location
Fill out a request form for a Certified True Copy (title, and/or specific instrument)
Provide identifiers (CCT No. ideally; otherwise owner/project/unit details)
Present valid ID
Pay legal fees (certification and reproduction fees; amounts vary by office schedule and pages)
Claim the CTC (same day or scheduled pickup, depending on workload and verification steps)

If someone else will request for you

The RD may require:

Authorization letter or Special Power of Attorney (SPA)
IDs of both owner and representative
In stricter offices: proof of relationship or purpose (practice varies)

8) Is the condominium title a public record—can “anyone” request a copy?

Under the general framework of Philippine land registration, registered titles and recorded instruments are treated as public records, and RDs can issue certified copies upon request and payment of fees.

However, actual counter practice varies:

Some offices release certified copies readily as long as the requester supplies correct details and pays fees.
Some offices apply additional screening (to avoid mistaken release, fraud, or harassment), requiring stronger identifiers (exact title number, owner name match, etc.).

Bottom line: Expect the RD to prioritize accuracy and proper identification of the record. The mortgage itself is not the barrier; incomplete or inconsistent identifiers often are.

9) What a Certified True Copy of a CCT shows (and how to read it)

A condominium title copy typically shows:

A. Technical/Property Description

The unit designation (unit number, building, floor)
Condominium project references
Technical description and share in common areas (often expressed as an undivided interest)

B. Registered Owner Details

Name(s) of registered owner(s)
Civil status in many cases
Address may appear depending on form/version

C. Annotations / Memoranda / Encumbrances

This is where a mortgage appears. Common annotations include:

Real Estate Mortgage in favor of a bank/lender
Notices of levy, attachment, lis pendens (court-related)
Adverse claim
Deed restrictions / easements (less common for condo units than for land, but restrictions may exist via master deed)

Why a “recent” CTC matters

Annotations can be added over time. In transactions (sale/refinance), parties often require a CTC issued very recently to reduce the risk that a new lien or court notice was recorded after an older copy was issued.

10) Special issues when the condo is under mortgage

A. When you only need verification

If you need proof of ownership and encumbrance status, a CTC of the title is usually sufficient.

B. When you need to register something (not just get a copy)

Registration actions often require the owner’s duplicate (which the bank holds). Examples:

Cancellation of mortgage after full payment
Transfer of title upon sale (especially if the mortgage must be cleared or handled through a redemption/assumption structure)
Annotation of certain instruments requiring surrender of the owner’s duplicate

In these cases, the bank’s cooperation is essential because it controls the owner’s duplicate and usually has conditions for releasing it.

C. Selling a mortgaged condo: what the title copy is used for

A buyer typically wants:

Current title status (CTC of CCT)
Confirmation of mortgage annotation
A clear plan for mortgage release (payoff and cancellation, or an assumption approved by the bank)

A CTC helps confirm:

The mortgagee’s name (bank)
Recording details (document number/date)
Whether there are other encumbrances beyond the mortgage

11) Related “certified true copies” people confuse with RD CTCs

A. “Certified true copy” from the bank

Banks may “certify” photocopies of documents from their file (loan documents, their photocopy of title). This is not the same as an RD-certified copy, and third parties often prefer RD-issued CTCs for title due diligence.

B. “Certified true copy” from the condominium corporation/developer

These are typically certifications of internal records (dues status, membership, unit records). Useful for condo clearance, but not a substitute for an RD-certified title copy.

C. “Certified true copy” from the Assessor (Tax Declaration)

Tax declarations are not titles. They can support location and tax status, but ownership and encumbrances for registered property are determined by the title and RD records.

12) Practical risk controls and best practices

A. Make sure you request the correct record

Condominium projects can have similarly named towers/units. Use:

Exact CCT number if possible
Full registered owner name as on title
Project name + unit + building details

B. Verify you received a certified copy

Check for:

RD certification stamp/seal
Signature/initials of authorized personnel
Indication that it is a “Certified True Copy” and the date issued
Page count consistency (some titles/annotations span multiple pages)

C. Keep CTCs secure

A title copy contains details that can be used for fraud attempts (e.g., document fabrication). Share only with necessary parties (bank, counsel, buyer) and watermark personal copies for internal use.

13) Common obstacles and how they’re usually handled

Obstacle 1: You don’t know the CCT number and the RD won’t search broadly

Use any loan documents, bank statements, or developer paperwork that might contain the title number.
Provide more precise project/unit details to narrow the search.

Obstacle 2: Name mismatch (e.g., married name vs maiden name; typos; multiple owners)

Request using the exact name on title, if known.
If your documents show a different name, explain and provide supporting IDs; the RD may still require exact matching to avoid releasing the wrong record.

Obstacle 3: You want a copy of the mortgage instrument, not just the annotation

Ask specifically for a certified copy of the REM (or the instrument/document as recorded), not merely the title copy that shows the annotation.

Obstacle 4: The unit is still in the developer’s name (or title not yet transferred)

In some situations (especially pre-selling or incomplete transfer), the buyer may not yet have a CCT in their name. You may need:
- The mother title/master title references (project-level)
- Developer documents
- Contract to Sell and proof of payments
- A status update on title transfer processing In such cases, your “title documents” request is a different exercise: verifying what’s registered at RD versus what remains pending.

14) Legal framing in Philippine property concepts (high-level)

Condominium ownership is governed by the condominium law framework and is registered under the land registration system.
Mortgages are encumbrances that are typically annotated on the certificate of title and supported by a recorded mortgage instrument.
Certified true copies issued by the RD are official reproductions of public registry records.
Holding of the owner’s duplicate by the bank is primarily a collateral-control practice; it does not erase the RD’s record or the existence of a process to obtain certified copies from the RD.

15) Quick checklist: What to bring and ask for

Bring:

Government-issued ID
CCT number (best) or complete unit/project details
Authorization/SPAs if requesting for someone else
Budget for RD fees

Ask for:

“Certified True Copy of Condominium Certificate of Title (CCT) No. ____”
If needed: “Certified True Copy of the Real Estate Mortgage recorded/annotated on the CCT”
If needed: “Certified True Copy of the Deed of Sale / instrument recorded under Doc No. ____” (if you have the recording details)

16) What you can conclude from a CTC while the condo is mortgaged

With a current CTC of the CCT, you can reliably confirm:

The registered owner (as of the date of the record)
The existence of a mortgage and the mortgagee’s identity
Whether there are other annotations that can affect transferability or risk
The unit’s registered identification and common-area interest references

What it does not automatically prove:

That the loan is updated or in good standing (that’s between borrower and bank)
That the mortgage can be released without meeting bank conditions
That there are no off-title disputes (though some disputes appear as annotations, not all conflicts are immediately recorded)