Requesting a Certified True Copy of a Land Title as a Prospective Buyer (Philippines)

Plain-English, practice-oriented guide for due diligence before you buy real property in the Philippines. This is general information, not legal advice.

1) What exactly is a “Certified True Copy” (CTC)?

What it is: A Registry of Deeds (RD)–issued copy of the land title on file, certified as a true and faithful reproduction of the official record as of the date it’s printed.
Who keeps what:
- The Registry of Deeds holds the original (electronic or paper record).
- The registered owner holds the Owner’s Duplicate.
- You should rely on a fresh CTC from the RD, not just the seller’s duplicate.
Forms of titles you’ll see:
- OCT – Original Certificate of Title (first title issued on previously unregistered land)
- TCT – Transfer Certificate of Title (issued after a transfer from an OCT/TCT)
- CCT – Condominium Certificate of Title (for condo units and their appurtenant interests/parking)

2) Why you—as a buyer—should always get a CTC

Confirms who the registered owner is and the exact property description.
Reveals encumbrances (mortgages, liens, adverse claims, lis pendens, easements, restrictions, attachments, levies, reconstitution orders, foreclosure notices, etc.).
Catches timing issues: annotations change; a CTC is only a snapshot. Get a fresh copy near closing (often within the same week/day).

3) Legal backbone (plain-language)

Philippine land registration is a public record system under the Property Registration Decree (P.D. 1529).
RDs maintain the registry and issue certified copies upon request and payment of fees.
Privacy laws generally allow access to land titles because ownership and encumbrances are matters of public record. RDs can ask for your ID and purpose, but you typically don’t need the owner’s consent to request a CTC.

4) Where to request

Registry of Deeds with jurisdiction over the property’s location (city/province).
If you’re unsure which RD, check the municipal/city assessor for the exact situs; titles don’t “move” RDs just because an owner relocates.
Some areas offer off-site or online channels via the land registration system; availability varies by locality. Walk-in at the RD is the most reliable.

5) Who can request & typical requirements

Any interested person (prospective buyers included).
Bring:
- Valid government ID
- Title identifiers (best to have): Title No. (OCT/TCT/CCT), registered owner’s full name, property location, lot/block/plan numbers if available (e.g., Lot 5, Block 2, Psd-xxxxx).
- If sending someone else: Authorization letter or SPA + your and representative’s valid IDs.

6) Don’t know the title number?

Ask the RD to do an index search (name-based and/or property-based). Provide: owner’s name, exact location, and any tax declaration or assessor’s property index number you have. There may be a separate search fee and processing time.

7) Step-by-step (walk-in, the most common)

Go to the correct RD (property’s location).
Fill out request form (CTC of title; specify OCT/TCT/CCT number if known).
Submit IDs and details; pay the official fees (issuance and, if applicable, search). Keep the official receipt.
Wait for printing and certification (paper with dry seal/notations, often with barcode/serials; exact look varies).
Check before you leave: page count, RD dry seal/signature, “Certified True Copy” stamp on each page, title number, name, area, and all annotations.

Processing time and fees vary by RD; peak days can be slower. If you need multiple sets (e.g., for bank, law office, personal file), request them together.

8) How to read the CTC (what to verify line-by-line)

Title number (OCT/TCT/CCT), RD and branch.
Registered owner(s), civil status, and if married, spouse’s name (important for spousal consent).
Property description:
- Lot/Block/Plan (Psd/Pcs/Pcn/Psu/etc.), survey number, boundary calls, area (sqm).
- For condos: unit number, floor/level, percentage interest in the common areas, parking allocation.
Derivation: “Transferred from TCT/OCT ___” (useful to trace the chain of title).
Annotations / Memoranda of encumbrances (usually on the back pages or succeeding pages):
- Real Estate Mortgage (REM) / Chattel Mortgage (for improvements)
- Lis pendens (pending court case)
- Adverse claim (third party asserting an interest; generally does not auto-expire—cancellation may be sought after the statutory period)
- Levy/attachment (by sheriff/court), tax lien, easements, subdivision restrictions, right-of-way, reconstitution orders, writs, foreclosure notices
- Cancellations of any of the above (watch for whether a mortgage is actually canceled—there should be a cancellation annotation).
Dates of entries (sequence matters).
Page count and certification block (signature/name of the Register of Deeds, dry seal).

9) What the annotations usually mean for a buyer

REM (mortgage): Property secures a loan. Either require release/cancellation at or before closing, or structure payment to redeem and cancel the REM simultaneously.
Lis pendens: There’s a pending case touching ownership/possession. High risk—get counsel.
Adverse claim: Someone asserts an interest. Treat as red flag until you understand and resolve it.
Levy/attachment/writ: Court-enforced claims—deal-breaker unless cleared.
Easements/restrictions: May limit use or value (e.g., road setbacks, utility easements, subdivision rules).
Reconstitution: Title was recreated (after loss/destruction). Check the basis and case number; scrutinize more closely.

10) Authenticity checks (practical)

Every page should bear “Certified True Copy” marking, the RD dry seal, and matching page count.
Details should be consistent across pages (title number, owner name, area).
No erasures/overstamps that obscure key data.
Keep the official receipt; some banks ask for it with the CTC.

11) Getting more than “just” the title

For serious diligence, also consider asking for:

CTC of the previous title noted in “Transferred from…,” to review the chain of title.
CTC of specific annotated documents (e.g., the Deed of Sale, Mortgage, Release/Cancellation, Court Order). These are often kept as instruments in the RD’s files; cite the Entry No., Doc/Book/Page, and date from the title’s memorandum.
Certified Copy of the Survey Plan (from the survey records; sometimes via DENR/LMB/CENRO/PENRO channels) and the technical description if you’re commissioning a relocation/verification survey.

12) Tie-outs with other offices (to avoid costly surprises)

Assessor’s Office:
- Tax Declaration (TD) in the same owner’s name with matching area/location
- Real Property Tax (RPT) statement: confirm paid-up status; ask for Tax Clearance before closing.
Treasurer’s Office: confirm arrears/penalties.
Barangay/Zoning/City Planning: check zoning classification, setbacks, road-widening, or planned projects.
Subdivision/Condo Corp: dues, restrictions, special assessments (for CCTs).
DENR/NCIP (as applicable): for properties potentially within forestland, protected areas, or ancestral domains.

13) Special situations

Condominiums (CCT): Verify percentage interest, parking (separate CCT or annotated), common area rights, house rules.
Undivided shares / co-ownership: Title may show pro-indiviso shares; you’re buying only that share, not a specific metes-and-bounds portion unless there’s a partition.
Agricultural land / DAR coverage: Check for emancipation patents (EP), CLOAs, or DAR restrictions (e.g., prohibitions on transfer within a period).
Estate/succession sales: Ensure seller’s authority (extrajudicial settlement, court approval if minors/heirs involved).
Corporate sellers: Board/Secretary’s Certificates and proof of authority of signatories.
Reconstituted or newly issued e-titles: Be extra thorough with chain-of-title and case references.

14) Timing tips

Early diligence: Get a CTC before paying any sizable deposit/earnest money.
Right before closing: Pull a fresh CTC (same day, if you can) to catch last-minute annotations.
Bank-financed deals: Banks will usually require their own CTC set.

15) Costs & processing time (what to expect)

Fees: Set by schedule/regulations; vary by RD and number of pages/instruments. Budget for per-page copy fees and certification charges; searches may cost extra.
Processing time: Ranges from same day to a few days depending on the RD’s volume and whether you asked for instruments (which can take longer to retrieve).

16) If the property is not titled

Some parcels are tax-declared only (no Torrens title). You cannot get a CTC of a title that doesn’t exist. Exercise heightened caution; consult a surveyor and lawyer, and check with Assessor and DENR which regime applies.

17) Buyer’s mini-checklist (print and bring)

Correct RD branch identified
Title No. / Owner’s name / Location on hand
Valid ID(s) (and SPA/authorization if sending a representative)
Request CTC of Title (+ previous title and key annotated instruments)
Verify owner, area, technicals, derivation
Review all annotations and cancellations
Keep official receipt and page-count check
Pull a fresh CTC near closing

18) Simple templates

A) Request letter (useful if an office asks you to write)

Date

The Register of Deeds
[City/Province]

Re: Request for Certified True Copy of [OCT/TCT/CCT No. ______]

Dear Sir/Madam:

I am a prospective buyer of the property covered by [OCT/TCT/CCT No. ____] located at [address/Barangay/City/Province].
I respectfully request a Certified True Copy of the title and, if available, certified copies of the annotated instruments listed on the title (including [e.g., Deed of Sale dated __, Mortgage dated __, Release/Cancellation dated __]).

Enclosed are my valid ID and contact details. I am willing to pay all applicable fees.

Thank you.

Very truly yours,

[Your Name]
[Mobile / Email]

B) Authorization letter (for a representative)

Date

To the Register of Deeds, [City/Province]:

I, [Your Name], authorize [Representative’s Name], bearing ID No. [ID details], to request and receive on my behalf:
(1) Certified True Copy of [OCT/TCT/CCT No. ____]; and
(2) Certified copies of annotated instruments relating to said title.

Attached are photocopies of our valid IDs.

Signed,
[Your Signature over Printed Name]

19) Practical red flags (pause the deal and get counsel)

Seller not the registered owner (or name mismatch with civil status).
Any pending case (lis pendens), adverse claim, levy, or tax lien.
Mortgage with no cancellation annotation despite seller claims.
Area or boundaries in the title don’t match the tax declaration/survey.
Title is recently reconstituted or newly issued under unusual circumstances—double-check provenance.
Multiple quick transfers in a short time.

20) Bottom line

As a prospective buyer, always obtain and read a fresh CTC from the proper RD, understand every annotation, and re-pull close to closing. Pair your CTC with assessor/tax checks and, if anything looks off, engage a Philippine real-estate lawyer and a licensed geodetic engineer before you part with serious money.

If you want, tell me the city/province and whether the property is landed or condo, and I’ll tailor a short action plan and document list for that locality.