How to Request a Certified True Copy of Tax Declaration
A Certified True Copy of a Tax Declaration is an official, authenticated reproduction of the original Tax Declaration on file at the City or Municipal Assessor's Office. It bears the official stamp, signature, and certification of the Assessor, confirming that the copy is a true and faithful reproduction of the original document. Unlike a simple photocopy, a certified true copy carries legal weight and is accepted by banks, courts, the Bureau of Internal Revenue (BIR), the Registry of Deeds (ROD), and other government agencies as proof of property ownership, assessed value, and property classification.
You may need a certified true copy of your Tax Declaration for various transactions -- from applying for a bank loan to transferring property ownership, filing estate tax returns, or presenting evidence in a court case. This guide walks you through the complete process of requesting a certified true copy, including the requirements, fees, step-by-step procedure, and tips to make the process as smooth as possible.
Certified True Copy at a Glance
Processing Time
1 to 3 working days from the date of request. Some LGUs may release it within the same day for simple requests.
Cost
P50 to P200 per copy, depending on the LGU. Fees vary by city or municipality. Additional copies may have a discounted rate.
Where to Request
City or Municipal Assessor's Office where the property is located. The office is typically situated inside the City/Municipal Hall.
What You Get
An official copy of the Tax Declaration stamped "CERTIFIED TRUE COPY" with the signature and dry seal of the City/Municipal Assessor.
When You Need a Certified True Copy
There are many situations where a certified true copy of your Tax Declaration is required. Government agencies, banks, and courts will not accept a plain photocopy -- they need the officially certified version to verify authenticity. Below are the most common scenarios where you will need this document.
Property Sale or Transfer
When selling, donating, or transferring property, the buyer, the BIR, the Treasurer's Office, and the Registry of Deeds all require a certified true copy of the current Tax Declaration to process the transfer. It proves the property's assessed value and current ownership.
Loan Application
Banks and lending institutions require a certified true copy of the Tax Declaration when you apply for a housing loan, real estate mortgage, or any loan using property as collateral. The bank uses it to verify property ownership and assess the property's value.
BIR Tax Filing
The Bureau of Internal Revenue requires a certified true copy when you file for estate tax (inheritance), donor's tax (donation of property), or capital gains tax (sale of real property). The BIR uses the assessed value and fair market value from the Tax Declaration to compute taxes.
Court Cases Involving Property
In property disputes, partition cases, or any litigation involving real property, courts require certified true copies of Tax Declarations as evidence of ownership, boundaries, area, and assessed value. Plain photocopies are not admissible as evidence.
Title Transfer at Registry of Deeds
When transferring the land title (TCT/OCT) at the Registry of Deeds, a certified true copy of the Tax Declaration is a mandatory requirement. The ROD uses it to verify property details and ensure the declared owner matches the title holder.
Building Permit Application
When applying for a building permit with the Office of the Building Official (OBO), you need to submit a certified true copy of the Tax Declaration for the lot where construction will take place. This verifies your ownership or right to build on the property.
Requirements for Requesting a Certified True Copy
Before visiting the Assessor's Office, make sure you have all the necessary documents ready. Having complete requirements from the start will ensure a smooth and quick transaction.
| Requirement | Details |
|---|---|
| Request Form or Letter of Request | Most Assessor's Offices provide a standard request form that you fill out on-site. Some LGUs accept a simple letter of request addressed to the City/Municipal Assessor stating your name, the property details, and the purpose of the request. |
| Valid Government-Issued ID | Present at least one valid government-issued ID with photo and signature. Acceptable IDs include: passport, driver's license, PhilSys/National ID, UMID, SSS ID, PRC ID, postal ID, or voter's ID. Bring both the original and a photocopy. |
| Authorization Letter + ID of Owner (if representative) | If you are not the property owner and are requesting the document on behalf of the owner, you must present a signed authorization letter from the property owner, a photocopy of the owner's valid ID, and your own valid ID. For legal representatives, a Special Power of Attorney (SPA) may be required. |
| Tax Declaration Number or Property Details | To help the Assessor's Office locate the correct record, provide the Tax Declaration number (TD No.) if you have it. If not, provide the property details such as the lot number, block number, survey number, property location (barangay, street), and the name of the registered owner. The more details you provide, the faster the staff can locate the record. |
| Payment of Certification Fee | The certification fee varies per LGU but generally ranges from P50 to P200 per copy. Payment is made at the Treasurer's Office (cashier window). You will receive an official receipt that you need to present back to the Assessor's Office as proof of payment. |
Step-by-Step Process
The following steps outline the complete process for requesting a Certified True Copy of a Tax Declaration from your local Assessor's Office. The process is straightforward and can typically be completed in a single visit.
Visit the City/Municipal Assessor's Office
Go to the Assessor's Office in the city or municipality where your property is located. The Assessor's Office is typically located inside the City Hall or Municipal Hall. Office hours are generally Monday to Friday, 8:00 AM to 5:00 PM, with no noon break in most LGUs. Arrive early in the morning to avoid long queues, especially during the first quarter of the year when many property owners are paying real property taxes.
Tip: The Assessor's Office is different from the Treasurer's Office. The Assessor handles property assessment, Tax Declarations, and certifications. The Treasurer handles Real Property Tax (RPT) payments and tax clearances. Both offices are usually in the same building but in different sections.
Fill Out the Request Form
Proceed to the Assessor's Office window or counter and request the form for a Certified True Copy of Tax Declaration. Fill out the form with the following information:
- Your full name, address, and contact number
- The name of the property owner as it appears on the Tax Declaration
- The Tax Declaration number (if known) or the property's lot/block number and survey number
- The location of the property (barangay, street, subdivision)
- The purpose of the request (e.g., bank loan, property sale, BIR filing, court case, building permit)
- The number of copies needed
Present your valid government-issued ID along with the completed form. If you are a representative, also submit the authorization letter and a copy of the owner's ID. The staff will verify your identity and check the property records in their system.
Pay the Certification Fee
The Assessor's Office staff will issue an order of payment or a payment slip indicating the certification fee. Proceed to the Treasurer's Office (cashier window), which is usually located in the same building, and pay the required fee. The fee typically ranges from P50 to P200 per copy, depending on the LGU. You will receive an official receipt (OR) after payment.
Important: Keep your official receipt safe. You need to present it back to the Assessor's Office as proof of payment before they will process and release your certified true copy. Some LGUs accept only cash payments, while others may also accept bank transfers or online payments.
Wait for Processing
After presenting your official receipt back to the Assessor's Office, the staff will process your request. They will locate the original Tax Declaration in their records, produce a copy, and have it reviewed and signed by the City or Municipal Assessor.
Processing time varies depending on the LGU:
- Same day release: Some LGUs, particularly those with digitized records, can release the certified true copy within a few hours or by end of day.
- 1 to 3 working days: Most LGUs take 1 to 3 working days, especially if the records need to be retrieved from physical archives or if the Assessor is not available to sign immediately.
- Longer processing: In rare cases where records need to be reconstructed or verified against old files, processing may take up to one week.
Claim Your Certified True Copy
Return to the Assessor's Office on the scheduled release date (or wait if same-day release is available). Present your claim stub or official receipt and your valid ID. The staff will hand you the Certified True Copy of the Tax Declaration. Before leaving, carefully review the document to make sure all information is correct and complete.
Check the following before leaving: Verify that the document has the official "CERTIFIED TRUE COPY" stamp, the signature of the City/Municipal Assessor (or authorized signatory), the dry seal or official seal of the office, and the date of certification. If any of these are missing, ask the staff to complete them before you leave.
What the Certified True Copy Contains
A Certified True Copy of the Tax Declaration contains all the information recorded in the original Tax Declaration on file at the Assessor's Office. Understanding the contents of this document will help you verify its accuracy and understand the property details.
Property Owner Information
- Full name of the property owner (as registered)
- Address of the property owner
- TIN (Tax Identification Number), if indicated
Property Location & Identification
- Property location (barangay, city/municipality, province)
- Lot number, block number, and survey number
- OCT/TCT/CCT number (if titled property)
Property Classification & Area
- Classification (residential, commercial, industrial, agricultural, mineral, timberland)
- Total area of the property (in square meters or hectares)
- Description of improvements (buildings, structures), if any
Valuation & Assessment Details
- Fair Market Value (FMV) of the land and/or improvements
- Assessment Level (percentage applied based on classification and use)
- Assessed Value (FMV multiplied by the assessment level)
Tax Declaration Number & Dates
- Tax Declaration number (TD No.)
- Date of effectivity of the Tax Declaration
- Previous Tax Declaration number (if any, for tracing history)
Official Certification
- "CERTIFIED TRUE COPY" stamp or notation
- Signature of the City/Municipal Assessor (or authorized signatory)
- Official dry seal or office seal
- Date of certification
Fees and Charges
The fees for a Certified True Copy of Tax Declaration vary per LGU (Local Government Unit) as set by their respective revenue codes. Below is a general guide to the typical fees you may encounter. Always verify the exact fees with your local Assessor's Office before your visit.
| Fee Type | Typical Amount | Notes |
|---|---|---|
| Certification Fee (per copy) | P50 - P200 | The standard fee for each certified true copy. The exact amount depends on your LGU's revenue code. Cities generally charge higher fees than municipalities. |
| Additional Copies | P30 - P100 per additional copy | Some LGUs offer a discounted rate for additional copies requested at the same time as the first copy. Others charge the same rate per copy regardless of quantity. |
| Rush Processing (if available) | P100 - P300 (additional) | Some LGUs offer rush or express processing for an additional fee, allowing you to receive the certified copy within a few hours or the same day. Not all LGUs offer this option. Ask the Assessor's Office if rush processing is available. |
| Documentary Stamp (if required) | P15 - P30 | Certain LGUs may require a documentary stamp to be affixed to the certified copy. This is a minor additional cost and is paid at the Treasurer's Office together with the certification fee. |
Note: The fees listed above are general estimates. Actual fees may be higher or lower depending on your specific LGU. Always confirm the exact fees with the Assessor's Office or check your city/municipality's website for the latest schedule of fees.
Complete Example: Pedro Requests a Certified True Copy for His Bank Loan Application
Pedro owns a residential property in Barangay San Antonio, Quezon City. He is applying for a housing loan with a bank, and the bank requires a Certified True Copy of the Tax Declaration for the property he will use as collateral. Here is how Pedro obtained the certified true copy:
Pedro Visits the Quezon City Assessor's Office
Pedro arrived at the Quezon City Hall at 8:30 AM and proceeded to the City Assessor's Office on the ground floor. He brought his valid government ID (driver's license), a photocopy of his Tax Declaration (which he had from when he purchased the property), and a photocopy of his land title (TCT). He took a queue number and waited about 15 minutes before being attended to.
Fills Out Request Form and Pays Fee
The staff gave Pedro the request form. He filled it out with his name, address, the Tax Declaration number (TD No. 2021-12345), the property location (Lot 5, Block 12, Brgy. San Antonio, Quezon City), and indicated "Bank Loan Application" as the purpose. He requested 2 copies. The staff verified the records in their computer system, confirmed the property details, and issued a payment slip for P200 (P100 per copy x 2 copies). Pedro walked over to the Treasurer's Office cashier window and paid the P200 fee, receiving an official receipt.
Submits Receipt and Waits
Pedro returned to the Assessor's Office and presented his official receipt. The staff told him that since the Quezon City Assessor's Office has digitized records, his certified copies would be ready for pickup later that afternoon. Pedro was given a claim stub with an estimated release time of 2:00 PM.
Pedro Claims His Certified True Copies
Pedro returned at 2:00 PM, presented his claim stub and driver's license, and received his 2 Certified True Copies of the Tax Declaration. Each copy had the "CERTIFIED TRUE COPY" stamp, the signature of the City Assessor, the official dry seal, and the date of certification. Pedro checked that the property owner name, lot/block number, area, classification (residential), fair market value, and assessed value were all correct. He submitted 1 copy to his bank the next day and kept the other copy for his personal records.
Cost Summary for Pedro's Request
Total time spent: approximately half a day (morning visit + afternoon pickup). Pedro completed the entire process in a single day. Actual costs and processing times may vary by LGU.
Frequently Asked Questions
Can anyone request a certified true copy, or only the property owner?
In most LGUs, the property owner is the primary person who can request a certified true copy. However, the following persons may also request it: (1) An authorized representative of the property owner, with a signed authorization letter and a copy of the owner's valid ID; (2) The property owner's spouse; (3) An immediate family member of the owner (with proper identification and proof of relationship); (4) A lawyer or legal representative with a Special Power of Attorney (SPA) or court order. Some LGUs are more strict than others regarding who can request the document, so it is best to check with your local Assessor's Office. Tax Declarations are considered public records in many jurisdictions, but access policies may vary.
Can I get a certified true copy from a different city/municipality from where the property is located?
No. Unlike PSA documents which can be requested from any PSA outlet nationwide, Tax Declarations are maintained by the local Assessor's Office of the city or municipality where the property is physically located. You must request the certified true copy from that specific Assessor's Office. For example, if your property is in Makati City, you must request the certified true copy from the Makati City Assessor's Office -- you cannot request it from Quezon City or any other LGU. If you are unable to visit in person, you may send an authorized representative with an authorization letter and your ID.
How many copies can I request at one time?
There is generally no limit on the number of certified true copies you can request at one time. You simply need to pay the certification fee for each copy. It is advisable to request multiple copies if you know you will need them for different agencies or transactions, as this saves you from making repeat visits. For instance, if you need copies for the bank, the BIR, and the Registry of Deeds, request at least 3 copies in one visit. Some LGUs may offer a discounted rate for additional copies requested at the same time.
How long is a certified true copy valid?
The certified true copy itself does not have an official expiration date. However, the agencies or institutions where you submit it may impose their own validity requirements. For example, most banks require the certified true copy to be issued within the last 6 months or within the current year. The BIR typically requires it to be recently issued as well. Courts may accept certified copies regardless of when they were issued, as long as the information is still current. To be safe, request a fresh certified true copy close to the date when you actually need to submit it.
What if the Assessor's Office says the records are missing or cannot be found?
If the Assessor's Office cannot locate the Tax Declaration records, this may happen due to several reasons: records may have been damaged by natural disasters (floods, fires), records from older administrations may not have been properly archived, or the property may not have been declared yet. In such cases, you can take the following steps:
- Ask the Assessor's Office to issue a Certification of No Record Found, which documents that the record is not in their files
- Check if the property may be registered under a different name (e.g., a previous owner, or a different spelling of the owner's name)
- Request a reconstruction of the Tax Declaration by submitting supporting documents such as the land title, deed of sale, or old copies of the Tax Declaration
- If the property has never been declared, you may need to file a new Tax Declaration by bringing the land title and other required documents to the Assessor's Office for assessment
What is the difference between a certified true copy and a plain photocopy of a Tax Declaration?
A certified true copy is an official document issued by the Assessor's Office that bears the "CERTIFIED TRUE COPY" stamp, the signature of the City/Municipal Assessor, and the official seal. It certifies that the copy is a true and faithful reproduction of the original record on file. A certified true copy carries legal weight and is accepted by banks, courts, the BIR, the Registry of Deeds, and other government agencies.
A plain photocopy, on the other hand, is simply a reproduction of the document without any official authentication. It has no legal weight and is not accepted by banks, courts, or government agencies for official transactions. A plain photocopy can be used only for personal reference or informal purposes. If you need the document for any official transaction, you must obtain a certified true copy.
Important Reminders
- Request from the correct Assessor's Office: You can only get a certified true copy from the Assessor's Office of the city or municipality where the property is located. There is no centralized or national database for Tax Declarations -- each LGU maintains its own records.
- Bring proper identification: Always bring a valid government-issued ID with photo and signature. If you are a representative, make sure you have the authorization letter, the owner's ID photocopy, and your own valid ID. Incomplete identification may result in denial of your request.
- Know your Tax Declaration number: Having the exact Tax Declaration number will significantly speed up the process. If you do not know it, provide as many property details as possible (lot number, block number, barangay, owner name) so the staff can locate the record in their system.
- Request multiple copies if needed: If you know you will need copies for multiple agencies (bank, BIR, ROD, court), request all copies in one visit to save time and avoid repeat trips. The additional copy fee is relatively small.
- Check the document before leaving: Before leaving the Assessor's Office, verify that the certified true copy has the "CERTIFIED TRUE COPY" stamp, the Assessor's signature, the official seal, and the correct date. Also check that all property details are accurate. It is much easier to resolve any issues while you are still at the office.
- Pay only official fees: All fees should be paid only at the Treasurer's Office (cashier window) with an official receipt issued. Do not pay any unofficial or under-the-table fees to anyone. If you suspect you are being charged improperly, you may inquire at the Treasurer's Office for the official schedule of fees.
- Keep your official receipt: Retain the official receipt as proof of payment. You may need it if there are any issues with your request or if you need to follow up on the processing of your certified copy.
- Update your Tax Declaration if needed: If you notice that the Tax Declaration still shows the name of the previous owner or has incorrect information, you should file for a transfer or correction of the Tax Declaration before requesting a certified true copy. A certified copy of an outdated or incorrect Tax Declaration may not serve your intended purpose.
Need Help?
Contact Your Local Assessor's Office
- Location: City/Municipal Hall, Assessor's Office Section (Ground Floor or 2nd Floor, depending on your LGU)
- Office Hours: Monday to Friday, 8:00 AM to 5:00 PM (no noon break in most LGUs)
- How to Find It: Visit your city or municipality's official website and look for the Assessor's Office under "Offices" or "Departments"
- Contact Numbers: Check your LGU's official website or Facebook page for the Assessor's Office hotline number
- Email: Many Assessor's Offices now have email addresses for inquiries. Check your LGU's website for contact details.
Disclaimer
This guide is provided for general informational purposes only. The requirements, steps, fees, and procedures mentioned here may vary depending on the Assessor's Office you visit. We recommend visiting your nearest Assessor's Office first to confirm the specific requirements and process before preparing your documents.