Where to Get Certified True Copies of Passports and Proof of Address (Philippines)

Practical legal guide for use inside and outside the Philippines

1) “Certified True Copy,” “Notarized Copy,” and “Apostilled Copy”—what’s the difference?

Certified True Copy (CTC) — a copy issued or attested by the official custodian of the original record (e.g., a government office). In evidence law, properly certified public documents are self-authenticating.
Notarized copy / Copy certification — a notary public compares your original and the photocopy, then certifies the copy as a faithful reproduction. This is acceptable for many private transactions, but it’s not a substitute for a custodian-issued CTC when an agency specifically demands a “CTC from the issuing office.”
Apostilled document — for use abroad, public documents issued in the Philippines may be apostilled by the Department of Foreign Affairs (DFA), which replaces consular legalization in Apostille Convention countries. (Apostille authenticates the public officer’s signature/seal—not the document’s contents.)

Rule of thumb:

If a bank, school, or Philippine agency says “CTC from issuer,” get it from the government office that keeps the record.

If a private party in the Philippines says “certified copy is fine,” a notarial copy certification often suffices.

If sending a Philippine public document overseas, you’ll generally need a DFA apostille.

2) Passports: What you can and cannot “certify”

2.1 Who is the custodian?

The Department of Foreign Affairs (DFA) is the custodian of Philippine passport records.

2.2 What certified documents does the DFA provide?

Certification of Passport Record (CPR/COPR) – An official letter/certificate stating the passport details on file (name, passport number, date of issue/expiry, etc.). This serves as the DFA’s certified document about your passport.
Apostille – If the CPR (or other DFA-issued certification) will be used abroad, you can have it apostilled by the DFA Apostille Office.

Important: The DFA typically does not stamp “Certified True Copy” on a photocopy of your passport bio-page for domestic use. If an entity insists on a “CTC of passport,” the practical approaches are:

Ask whether a DFA Certification of Passport Record will satisfy the requirement (it usually should, since it’s a custodian certification), or

Provide a notarial copy certification of the bio-page (acceptable where a notarial copy is expressly allowed).

2.3 How to request a DFA Certification of Passport Record

Prepare IDs & details: Bring your passport and a valid government ID. For lost/expired passports, bring details (full name, date/place of birth, old passport number if known).
File the request at DFA-OCA/consular office: You’ll fill out a form requesting a certification of your passport record.
Pay fees & claim: Processing times and fees vary; rush options may exist. For overseas use, proceed to DFA Apostille afterward.

2.4 Notarial copy certification of your passport

What it is: A notary compares the original passport with a photocopy and issues a Copy Certification/Jurat declaring the copy is a true reproduction.
When it works: For private transactions (e.g., KYC with a local service provider) that accept notarized copies.
What to bring: Original passport, photocopy, and a valid ID. You’ll sign a short affidavit or the notary will add a copy-certification certificate.

3) Proof of Address: What documents can you get, and from where?

There is no single “proof of address” document in the Philippines. Instead, organizations accept any of several documents showing your name and current address. Below are the most commonly used, where to get them, and whether you can obtain a CTC or notarized copy.

3.1 Barangay documents

Barangay Certificate of Residency – Issued by your Barangay Hall. It states you reside at a specified address. Often the most straightforward proof.
- CTC? The barangay issues the original; if a copy is needed, the barangay (custodian) can certify a duplicate.
- Requirements: Valid ID, proof you live there (e.g., lease, utility bill), and barangay fees.
Barangay Clearance / Barangay ID – Also reflect address; used for employment or local transactions.
- CTC? Obtain from the Barangay Hall.

3.2 National and government-issued IDs

PhilSys National ID (PSA) – Shows your registered address.
- CTC? For use abroad, you would not “CTC” the ID card; instead, request the underlying public record (e.g., a PSA Certification of Registration if available) and apostille that certification if needed. For local uses, a notarial copy of the card (front/back) often suffices if the requester accepts notarized copies.
Postal ID (PHLPost) – Includes your address and photo; widely accepted by banks.
- CTC? The issuing agency can issue certifications. For routine local KYC, a notarized copy is commonly accepted where allowed.
Driver’s License (LTO) – Shows address.
- CTC? LTO can certify driver’s records or issue certifications (e.g., “Certification/Abstract of Driver’s Record”). For simple submissions, notarized copies of the license often suffice when permitted.
Voter’s Certification (COMELEC) – States your registration and address.
- CTC? Issued by COMELEC; for overseas use, apostille the certification.
Police Clearance / NBI Clearance – Contains your stated address.
- CTC? The issuing office (PNP/NBI) is the custodian; they issue the original clearance. If a “certified copy” is required, ask them to reissue or certify; for local submissions that allow it, notarized copies may be accepted.
BIR Certificate of Registration (Form 2303) – For businesses/self-employed; lists registered address.
- CTC? BIR is the custodian and can issue certified copies or certifications.

3.3 Local government records & property documents

Community Tax Certificate (CTC / “Cedula”) – Shows your address. Issued by City/Municipal Treasurer’s Office or barangay (as delegated).
- CTC? The LGU can issue certified copies.
Real Property Tax Declaration / Official Receipts – Show property location and owner.
- CTC? Certified copies available from the City/Municipal Assessor and Treasurer.
Land Title (TCT/CCT) – Lists property owner and address of property (not necessarily your residence).
- CTC? Certified copies issued by the Registry of Deeds.

3.4 Private-sector records commonly accepted as proof of address

Utility Bills (Meralco, Maynilad/Manila Water, telco, ISP), Bank Statements, Credit Card Statements, Insurance statements, Employer Certificates.
- CTC? These are private documents. If a “certified copy” is demanded, request a company-issued certification/statement on letterhead, or get notarial copy certification (if allowed).
- Tip: Many utilities/banks can print a “Statement of Account” or bank certificate showing your address upon request.

3.5 Lease and housing documents

Notarized Lease Contract / Barangay/Condo Certification – Proves residence at a specific unit.
- CTC? The notary can issue certified copies of the notarized instrument from the notarial register, or you can request a certified copy from the Clerk of Court if the notarial register was submitted/archived. Many recipients accept a notarized copy made from your original lease.

3.6 For foreigners in the Philippines

ACR I-Card / BI documents – May reflect address; for certifications, coordinate with the Bureau of Immigration. For overseas use of a Philippine-issued certification, consider apostille.

4) Which one should you present? (Typical scenarios)

Local bank account opening / KYC: Usually accepts any two: government ID with address (Postal ID/Driver’s License/PhilID), barangay certificate, utility bill, or bank statement. If they say “CTC,” provide a custodian-issued certification (e.g., Barangay Certificate) or check if a notarized copy is acceptable.
Job onboarding (local): Barangay Clearance/Residency, NBI/Police Clearance, government ID with address. Provide originals; if copies must be “certified,” the barangay/NBI/PNP can issue/attest their own documents; otherwise, a notarial copy may suffice if permitted.
School admissions / scholarship: Often accepts Barangay Certificate of Residency + government ID or utility bill. If they require “CTC,” obtain it from the issuing LGU/agency.
Use abroad (visa, university, licensing): Philippine public documents (e.g., Barangay Certificate, COMELEC/Voter’s, NBI, DFA passport certification) typically must be apostilled by DFA. Private documents (e.g., utility bill) are not apostillable on their own; instead, get a government certification that is apostillable (e.g., barangay/municipal certification confirming your residence) or use the DFA Certification of Passport Record for identity/passport particulars.

5) How to ask for the right thing (sample wordings)

From DFA (passport matters): “I am requesting a Certification of Passport Record for Passport No. ______ issued on ______. I will use it for (state purpose: bank compliance / visa application abroad / etc.). If for overseas use, I also need it apostilled.”
From Barangay: “I am requesting a Barangay Certificate of Residency stating that I reside at (full address) and the date I started residing there. I need X copies and, if necessary, certified true copies from the barangay.”
From a utility/bank: “Please issue a statement/certification showing my name and service address as of (date) for submission to (recipient).”
From a notary (when allowed): “Please make a Copy Certification that this photocopy is a true and faithful reproduction of my original [passport bio-page / ID / lease] which I present here.”

6) Evidence and compliance pointers (why these distinctions matter)

Public vs. private documents: Public documents (issued by government) are generally self-authenticating when accompanied by a certification from the custodian (and apostilled if used abroad). Private documents usually require testimony, notarization, or a business-records exception to be given weight.
Notarial practice: Notaries may perform copy certifications by comparing the original and the copy. However, when a recipient specifically requires a “CTC from the issuer,” provide the custodian-issued copy/certification, not just a notarized copy.
Apostille use case: Apostille is needed when the document will be used in another Apostille Convention country. It confirms the authority of the Philippine public officer who signed the certification (e.g., barangay captain/secretary, registrar, DFA officer).

7) Quick checklists

7.1 DFA Certification of Passport Record (for local or overseas use)

□ Valid ID and your passport (or details if lost/expired)
□ Duly filled request form at DFA
□ Fees (regular/rush)
□ If for overseas use: □ Apostille after release

7.2 Proof of Address (local use)

Choose two from: □ Barangay Certificate of Residency (from Barangay Hall) □ Government ID showing address (Postal ID/Driver’s License/PhilID/Voter’s Certification) □ Utility bill or bank/credit statement (recent) □ Notarized Lease Contract / Employer Certificate If “CTC” is required: □ Ask the issuer to certify; if allowed: □ Notarial copy certification

7.3 Proof of Address (use abroad)

Prefer public-office certifications (Barangay, LGU, COMELEC, NBI) → then □ DFA Apostille
Avoid relying on private bills alone unless the foreign recipient explicitly accepts them with a notarial certification.

8) Practical tips & pitfalls

Match the requirement exactly. Ask the recipient: “Do you require a CTC from the issuing office, or is a notarized copy acceptable?”
Mind addresses on IDs. Some IDs may show an old address; if you’ve moved, get a fresh barangay certificate or a new statement.
Keep names identical. Ensure your name and address format are consistent across documents to avoid rejections.
Validity windows. Many certificates/clearances are treated as “fresh” only within 3–6 months of issuance.
Translations. If a foreign recipient needs English, request the certificate in English (most agencies can issue English versions) or get a sworn translation from a Philippine notary (and apostille if required abroad).
Data privacy. You may be asked for consent or IDs when requesting certified copies of records that contain personal information.

9) One-page chooser (who to visit for what)

Passport details for submission → DFA → Certification of Passport Record (apostille if for overseas use).
Basic local proof of residence → Barangay Hall → Certificate of Residency (issuer can give CTCs).
Government ID with address → Postal ID / Driver’s License / PhilID / Voter’s Certification (issuer can certify or reissue).
Bills/bank statements → Utility or bank branch → Address statement/certification; notarize the copy if allowed.
Property-based proof → Assessor/Registry of Deeds → CTC of Tax Declaration/Title.

10) Ready-to-use templates

10.1 Request letter (DFA – Certification of Passport Record)

To: Department of Foreign Affairs – Office of Consular Affairs Subject: Request for Certification of Passport Record I, [Name], born on [DOB], respectfully request a Certification of Passport Record for Passport No. [Number], issued on [Date]. The certification will be used for [purpose]. I am enclosing a copy of my valid ID and contact number [mobile/email]. Signed, [Name]; [Date]

10.2 Affidavit for Copy Certification (for notary)

I, [Name], of legal age, Filipino, and a resident of [Address], after being duly sworn, state:

That I am the holder/owner of the original [Document];

That the attached copy consisting of [x] page(s) is a true and faithful reproduction of the original;

That I am executing this affidavit to request a Copy Certification for submission to [Recipient]. [Signature over Printed Name]

Bottom line

For passport matters, get a DFA Certification of Passport Record (apostille if for use abroad).
For proof of address, the barangay certificate is the most versatile government-issued document; combine it with an ID or statement if needed.
When a rule says “CTC from the issuer,” go to the custodian. When it allows “certified copy,” a notarial copy certification is often enough.