I. The practical question behind “CTC”

In everyday Philippine transactions, people use “certified true copy” (CTC) to mean a copy that an authorized person has compared against an original (or official record) and has certified as an accurate reproduction. The copy itself is often a photocopy, but the certification—not the photocopying—makes it “certified.”

The key is authority: a photocopy becomes a CTC only when certified by the proper certifying authority under law, rule, or established custody. Otherwise, it is simply a photocopy.

This article discusses when photocopies are acceptable as CTCs in the Philippines, in courts and in common legal/administrative settings.

II. What a “Certified True Copy” is (and what it is not)

A. Certified true copy in Philippine legal usage

A CTC is typically:

A copy (often a photocopy) of a document; and
A certification by a person with authority/custody stating that the copy is a true, faithful reproduction of the original or official record.

In evidence law and government practice, the phrase aligns with “certified copy” or an attested copy issued by the custodian of a public record.

B. Not all “certified” stamps are equal

A stamp that says “certified true copy” is not automatically valid. It matters:

Who certified it;
What document was copied;
Whether the certifier had lawful custody or authority; and
What the receiving body’s rules require.

C. “Photocopy with original presented” is not always a CTC

Many offices accept a plain photocopy if the applicant presents the original for comparison (sometimes the receiving officer initials it). That practice may satisfy an administrative requirement, but it is not necessarily a CTC in the strict evidentiary sense—unless the office’s rules treat it as such.

III. The governing framework in the Philippines

A. Rules of Court (Evidence): originals, duplicates, and certified copies

Philippine evidence rules distinguish among:

Originals
Duplicates (including photocopies under certain conditions)
Secondary evidence (copies offered when originals are unavailable under allowable grounds)
Public records proven by certified copies

Under modern evidence rules, a duplicate is generally admissible to the same extent as the original unless:

A genuine question is raised about the original’s authenticity; or
In the circumstances, it would be unfair to admit the duplicate in lieu of the original.

This matters because a photocopy may be treated as a “duplicate” in many situations, especially in court, even without a “CTC” stamp, provided the foundation and objections are addressed.

Separately, where the document is a public record, courts traditionally prefer (and rules often require) an officially certified copy from the custodian.

B. Public documents vs. private documents

This classification drives who can certify and what counts as a CTC.

Public documents (e.g., civil registry records, court records, LRA/Registry of Deeds records, official government issuances) → The “CTC” is usually the certified copy issued/attested by the official custodian.
Private documents (e.g., contracts, company records not filed as public records) → “CTC” often means a photocopy certified by the lawful custodian (e.g., corporate secretary, records custodian) or authenticated in court through testimony or admissions.

C. Rules on Electronic Evidence and electronic copies

Where a document exists electronically, printouts or reproductions may be admitted when properly authenticated. In many modern workflows, a “copy” may be derived from scanning/printing rather than a conventional photocopy; the acceptability depends on authentication and the receiving body’s requirements.

IV. When a photocopy is acceptable as a CTC

A photocopy is acceptable as a “certified true copy” in the Philippines when all of the following are satisfied:

The certifier has authority to issue certified copies of that kind of document;
The certifier actually compared the photocopy against the original or official record (or is presumed to have done so under official duty); and
The certification is properly executed (signature, name/position, date, and preferably office seal/receipt/reference number).

Below are the most common legally recognized situations.

A. Photocopy certified by the official custodian of a public record

This is the strongest, most widely accepted form.

Examples:

PSA-issued copies of civil registry documents (birth/marriage/death certificates)
Certified copies of court records issued by the Clerk of Court
Certified copies of land title documents issued by the Registry of Deeds/LRA
Certified copies of government permits/licenses issued by the issuing agency

Why it works: the certifier is the legal custodian of the public record. A photocopy bearing the custodian’s certification is treated as an official certified copy.

Practical note: Many agencies issue certified copies in security paper or specific formats. Even if the output is technically a reproduction, its legal strength comes from issuance/certification by the custodian.

B. Photocopy certified by a government office for records it keeps (even if it did not originate them)

A government office may certify copies of records in its lawful custody, even if the original document was produced by another entity, provided it is part of the office’s official files.

Examples:

A certified copy of a document from a case file kept by a government tribunal
A certified copy of a document submitted to and kept by a government office as part of a licensing or registration record

Boundary: The certification is strongest as to “this is a true copy of what is on file with us,” which can be sufficient depending on purpose.

C. Photocopy certified by a lawful private custodian (common for corporate and institutional records)

For private documents, “CTC” usually means certification by the entity that owns and keeps the original in the regular course of business.

Examples:

Corporate Secretary certifying true copies of board resolutions, secretary’s certificates, articles/bylaws copies maintained by the corporation
School registrar certifying true copies of school records in the school’s custody
Hospital/clinic records custodian certifying true copies of medical records maintained by the institution

Why it works: the certifier is the records custodian with responsibility and authority, and the certification can support authenticity for administrative and sometimes judicial purposes.

Common requirement: the certification states that the copy is a true copy of the original (or of the record on file), identifies the document, and is signed with the certifier’s official capacity and date (often with school/company seal).

D. Photocopy accepted as a “duplicate” under evidence rules (especially in court)

In litigation, a photocopy may be admissible as a duplicate of the original, even without a CTC stamp, subject to objections and foundation.

A photocopy will be more readily accepted where:

Authenticity is not genuinely disputed;
The opponent has the original or has had access to it;
There is no showing of bad faith or unfairness; and
The photocopy is clear and complete.

Important distinction: This is admissibility as evidence, not necessarily “CTC” in the administrative sense. Courts may admit a photocopy as a duplicate; agencies may still demand an official CTC.

E. Photocopy accepted as secondary evidence when the original is unavailable (court context)

If the original document is lost, destroyed, cannot be produced in court, or is in the adverse party’s possession and not produced after notice, a photocopy may be used as secondary evidence, provided the proponent satisfies the foundational requirements (e.g., proof of loss, due execution, and contents).

Again, this is evidence-law acceptance rather than “CTC” issuance.

F. Photocopy treated as sufficient because the receiving office’s rules allow it

Many government and private offices, for risk-management and anti-fraud reasons, still require originals/CTCs. But some processes allow:

Plain photocopy + presentation of original for comparison, or
Photocopy certified by the receiving officer after comparison, or
Photocopy authenticated by an authorized signatory for a specific transaction.

This is “acceptable” not because it is universally a CTC, but because the specific receiving body allows it.

V. When a photocopy is not acceptable as a CTC

A. “Certified true copy” by a person with no custody or authority

A photocopy stamped or signed by someone who is not the custodian and has no legal authority is often rejected.

Common invalid certifiers:

A random employee with no custodial authority
A third party who merely saw the original once
A notary public who is asked to “certify true copy” of documents beyond what notarial rules allow

B. Photocopies of public records “certified” by someone other than the official custodian

For civil registry, court records, land titles, and similar public records, the general expectation is certification by the issuing/custodial office. A different office’s “certification” may be rejected unless it is certifying copies of records within its own official files.

C. Where the receiving authority requires the issuing agency’s certified copy (strict compliance)

Some transactions are strict by design (e.g., immigration/visa filings, certain licensing, land/title transactions, court filings requiring authenticated public documents). In those settings, a mere photocopy—even if certified by a private person—may not satisfy the requirement.

D. Where authenticity is genuinely contested (court context)

Even if duplicates are generally admissible, a court may require the original where:

There is a genuine authenticity dispute; or
Admitting the duplicate would be unfair under the circumstances.

VI. The role (and limits) of notarization in “CTC” practice

A. Notarization is not the same as “certifying a true copy”

Notarization primarily authenticates:

The execution of a document (acknowledgment or jurat), and/or
The identity of a signatory/affiant and the voluntary act of signing.

It does not automatically establish that a photocopy is a “true copy” of an original.

B. Notarial certification of copies is often misunderstood

In Philippine practice, many people ask notaries to “certify true copy” of IDs, documents, contracts, etc. Whether that certification is acceptable depends on:

The notarial rules and the notary’s authority over the document type; and
The receiving entity’s policies.

As a general risk rule: for public records, rely on the official custodian’s certified copy; for private documents, rely on the document custodian’s certification or proper authentication in court.

VII. What a proper certification should contain (best practice format)

A certification on a photocopy is more likely to be accepted when it clearly includes:

Statement of comparison (e.g., “Certified true copy of the original/record on file.”)
Identification of the document (title, date, parties, control/reference number if any)
Number of pages being certified
Name and signature of the certifying officer
Official position/designation
Date and place of certification
Office seal/stamp (where applicable)
Contact/office details (helpful for verification, especially for institutions)

For certified public records, certifications often include the custodian’s attestation and sometimes an official seal and fee/receipt trail.

VIII. Common Philippine scenarios and what is usually accepted

A. Civil registry documents (birth/marriage/death)

Typically: PSA-issued copies are the standard. Local Civil Registrar certified copies may be accepted in some contexts, but many transactions specifically ask for PSA.

A plain photocopy of a PSA certificate is often accepted only for low-risk uses; many agencies require the PSA-issued security paper copy.

B. Court records and pleadings

Courts often accept duplicates/photocopies as evidence under the rules, subject to objections.
Certified copies of court records are issued by the Clerk of Court and are highly authoritative.

C. Land titles and Registry of Deeds documents

High-risk area. Many transactions require official certified true copies from the Registry of Deeds/LRA; private certifications are commonly rejected.

D. Corporate documents (board resolutions, secretary’s certificates)

Usually accepted when certified by the Corporate Secretary (or equivalent authorized officer) with corporate seal or standard certification language.

E. IDs (government IDs, passports)

Receiving offices vary widely. Many accept photocopies, sometimes requiring the original presented for comparison. A “CTC” label may be unnecessary; what matters is the receiving body’s specific requirement.

IX. Court-focused guidance: “CTC” versus “admissible copy”

In court, the decisive question is often not “Is this a CTC?” but:

Is it an original or duplicate under the Best Evidence Rule?
If not, is it admissible as secondary evidence with proper foundation?
If it is a public record, is it proven by an official publication or a certified copy by the legal custodian?

So, a photocopy can succeed in court either because it is treated as a duplicate, or because it is supported as secondary evidence, or because it is an officially certified copy of a public record.

X. Practical rules of thumb (Philippine context)

If it’s a public record (civil registry, court, land): get the certified copy from the official custodian.
If it’s a corporate/institutional record: get certification from the lawful custodian (corporate secretary/registrar/records officer).
If it’s for court evidence: a photocopy may be admissible as a duplicate unless authenticity/fairness issues arise; for public documents, certified copies are preferred.
If the receiving office says “photocopy okay”: confirm whether it requires presentation of the original for comparison or a specific form of certification.
A “CTC” stamp is only as good as the certifier’s authority and custody.