How to Request a Certified Copy of a Title

Updated: May 2026Na-update: Mayo 202624 min read24 minutong basahin

A certified true copy of a land title is an official reproduction of the original title on file at the Register of Deeds (RD), bearing the seal, stamp, and signature of the Register of Deeds certifying that it is a true, correct, and faithful copy of the original document. Under Presidential Decree No. 1529 (Property Registration Decree), specifically Section 42, any person may request a certified copy of any entry, certificate of title, or document in the registry upon payment of the prescribed fees.

A certified true copy serves as secondary evidence of the contents of the original title when the original is not available for presentation. It carries legal weight in court proceedings, banking transactions, government submissions, and property dealings. Unlike a plain photocopy, which has no evidentiary value, a certified copy from the Register of Deeds is recognized by courts, banks, government agencies, and other institutions as an authentic and reliable representation of the registered title. Obtaining a certified copy is one of the most common services requested from the Register of Deeds, and it is an essential step in virtually every real estate transaction in the Philippines.

You will typically need a certified true copy of a title when you are buying or selling real property, applying for a bank loan or mortgage, settling an estate or processing inheritance, filing or defending a court case involving real property, or verifying the current status and ownership of a parcel of land. The certified copy reflects the most up-to-date information about the title, including any annotations, encumbrances, mortgages, liens, adverse claims, and other entries that may affect the property.

When You Need a Certified Copy of a Title

Buying or Selling Property: Both the buyer and seller need a certified copy to verify the title status, confirm ownership, check for encumbrances, and complete the transfer of title. Banks, notaries, and government agencies involved in the transaction will require a certified copy as part of the documentary requirements.
Applying for a Bank Loan or Mortgage: Banks and lending institutions require a certified true copy of the title (usually not older than 6 months) before approving real estate loans, housing loans, or accepting real property as collateral for any type of loan. The bank uses the certified copy to verify ownership and check for existing mortgages or liens.
Estate Settlement and Inheritance: When settling the estate of a deceased person, the heirs must obtain certified copies of all land titles included in the estate. These are required for the estate tax return filed with the Bureau of Internal Revenue (BIR), the extrajudicial settlement of estate, and the transfer of title to the heirs.
Court Proceedings and Litigation: In any civil case involving real property (such as ejectment, quieting of title, partition, reconveyance, or foreclosure), a certified copy of the title is essential evidence. Courts require certified copies rather than plain photocopies to establish the authenticity of the title.
Verifying Title Status: Property buyers, investors, and due diligence officers request certified copies to verify the current registered owner, check for cancellations or superseding titles, review annotations and encumbrances, and confirm the technical description and lot area of the property.
Government Submissions: Various government agencies (such as DENR, DAR, HLURB/DHSUD, and local government units) may require certified copies of titles for building permits, zoning compliance, agricultural land conversion, subdivision approvals, and other regulatory processes.
Tax Purposes: The BIR requires certified copies of titles when processing capital gains tax, documentary stamp tax, estate tax, and donor's tax for transactions involving real property.

⚠ Important Warning

Only certified copies issued by the Register of Deeds are considered official and legally valid. Photocopies or uncertified copies of land titles have no legal value and will not be accepted by courts, banks, government agencies, or other institutions. A plain photocopy of a title is inadmissible as evidence in court proceedings and cannot be used to prove ownership or the status of a land title. Always ensure that the certified copy you receive bears the official seal of the Register of Deeds, the signature of the Register of Deeds or authorized officer, the certification statement that it is a true copy of the original on file, and the date of certification. A certified copy without these elements may be questioned or rejected.

Types of Titles You Can Request Certified Copies Of

Transfer Certificate of Title (TCT)

The most common type of title, issued when ownership of registered land is transferred from one person to another. TCTs are issued for every subsequent transfer after the original registration. Most certified copy requests involve TCTs.

Original Certificate of Title (OCT)

The first title issued for a parcel of land through original registration proceedings such as judicial confirmation, free patent, homestead patent, or cadastral proceedings. OCTs are the root of all subsequent titles for a specific property.

Condominium Certificate of Title (CCT)

Issued for individual condominium units under Republic Act No. 4726 (Condominium Act). The CCT covers the unit and the owner's undivided share in the common areas of the condominium project.

Step-by-Step Process: How to Request a Certified Copy

Determine Which Register of Deeds Office Has Jurisdiction

The first step is to identify the correct Register of Deeds office where the title is registered. Each province and chartered city in the Philippines has its own Register of Deeds office. The title is filed at the RD office with jurisdiction over the location of the property, not the location of the owner. For example, a property located in Makati City would have its title filed at the Register of Deeds of Makati City, even if the owner resides in Quezon City.

Check the title itself — the Register of Deeds office is usually indicated on the face of the title
If you do not have a copy of the title, check the tax declaration from the local Assessor's Office, which indicates the municipality or city where the property is located
You can also check the LRA website for the directory of Register of Deeds offices and their jurisdiction
Some cities have multiple RD offices (e.g., Quezon City has two RD offices covering different districts)

Visit the Register of Deeds Office and Request a Certified Copy

Go to the Register of Deeds office that has jurisdiction over the property. Proceed to the public assistance desk or the certification section and inform the staff that you want to request a certified true copy of a land title. Some RD offices have a queuing system or number ticketing system — get your queue number and wait for your turn. Bring all your required documents with you to avoid multiple trips.

Most RD offices are open Monday to Friday, 8:00 AM to 5:00 PM (no noon break in some offices)
Arrive early, especially in busy RD offices in Metro Manila, as queues can be long
Some RD offices have satellite offices or extension counters in malls or government centers
Check if the RD office requires an appointment or allows walk-in requests

Fill Out the Request Form

The RD staff will provide you with a request form or application form for certification. Fill out all the required fields accurately and completely. The form typically requires the following information:

Title number — the TCT, OCT, or CCT number of the title you want a certified copy of
Registered owner's name — the name of the person or entity registered as the owner on the title
Location of the property — the lot number, block number, subdivision (if applicable), barangay, municipality/city, and province
Purpose of the request — state why you need the certified copy (e.g., bank loan, sale/purchase, estate settlement, court case, reference)
Name and address of the requestor — your full name, contact information, and relationship to the title owner (if applicable)
Number of copies — indicate how many certified copies you need

Tip: If you do not know the exact title number, you can provide the lot number and the registered owner's name. The RD staff can search their records to locate the title, though this may take additional time, especially in non-computerized offices.

Present Required Documents and Identification

Submit the accomplished request form together with your valid government-issued ID. The RD staff will verify your identity and the information on your request form. If you are requesting on behalf of the registered owner, you must present an authorization letter (Special Power of Attorney or written authorization) from the owner, along with a photocopy of the owner's ID and your own valid ID.

Accepted government-issued IDs include: Philippine passport, driver's license, PhilSys (national ID), UMID, PRC ID, voter's ID, postal ID, SSS ID, GSIS ID, and others
The ID must be valid (not expired) and bear your photograph and signature
If you are a lawyer or an authorized representative of a company, bring your IBP ID or corporate secretary's certificate and board resolution
Some RD offices may ask for additional documents depending on the purpose of the request

Pay the Certification Fee

After your request form is accepted, proceed to the cashier or payment window to pay the certification fee. The fee varies depending on the type of certification and the number of pages. The standard certification fee set by the LRA is approximately:

₱100 to ₱200 for the basic certification fee (first page)
₱10 to ₱20 for each additional page
Additional fees may apply for documentary stamps, legal research fund, and other incidental charges as mandated by LRA circulars
Some RD offices accept cash only, while others may accept checks, money orders, or electronic payments

Keep your official receipt (OR). You will need to present the official receipt when claiming your certified copy. The OR serves as proof of payment and your claim stub for the transaction.

Wait for Processing

After payment, the RD staff will process your request. They will locate the original title on file, reproduce it, and prepare the certification. The processing time depends on the RD office:

Computerized RD offices: Typically 1 to 3 working days. Some computerized offices can process requests within the same day or the next working day, especially if the title records are already digitized.
Non-computerized RD offices: May take 3 to 7 working days or longer, especially if the title records need to be manually located in the vault or storage area.
Old titles or titles with many annotations: May take longer to process because each page and annotation must be accurately reproduced.
The RD staff will give you a claim date — this is the date when you can return to pick up your certified copy

Receive the Certified True Copy with RD Seal and Signature

Return to the RD office on the claim date. Present your official receipt and valid ID to claim your certified copy. Before leaving the office, carefully check the certified copy for the following:

Certification statement: The document should contain a statement such as “CERTIFIED TRUE COPY of the original on file in this office”
Official seal: The dry seal or embossed seal of the Register of Deeds should be stamped on every page
Signature of the Register of Deeds: The certified copy must be signed by the Register of Deeds or an authorized officer
Date of certification: The date when the certification was issued should be clearly indicated
Accuracy of content: Verify that the title number, owner's name, technical description, and annotations match the information you know about the property
All pages included: Make sure all pages of the title, including the back pages with annotations, are included in the certified copy

Requirements for Requesting a Certified Copy

Prepare the following documents and information before going to the Register of Deeds. Having complete requirements will help ensure a smooth and fast transaction.

#	Requirement	Details	Notes
1	Accomplished Request Form	Available at the RD office; fill out all fields including title number, owner name, property location, and purpose	Some RD offices provide forms at the public assistance desk; others require you to buy the form
2	Title Number (TCT/OCT/CCT Number)	The specific number of the title you want a certified copy of (e.g., TCT No. T-123456, OCT No. 7890)	If unknown, provide the lot number and owner's name for the RD to search; this may take longer
3	Valid Government-Issued ID	Philippine passport, driver's license, PhilSys national ID, UMID, PRC ID, voter's ID, postal ID, SSS ID, GSIS ID, or other valid government ID	Must be valid (not expired) with photo and signature; bring the original and a photocopy
4	Authorization Letter + ID of Owner (if representative)	Written authorization or Special Power of Attorney (SPA) from the registered owner, plus a photocopy of the owner's valid ID	Required only if the requestor is not the registered owner; the SPA should be notarized for formal transactions
5	Certification Fee	Approximately ₱100 to ₱200 for the first page, plus ₱10 to ₱20 per additional page, plus incidental fees	Bring extra cash for additional pages and incidental charges; some offices accept cash only
6	Purpose of Request (stated in the form)	Indicate the specific reason for requesting the certified copy (e.g., bank loan, sale/purchase, estate settlement, court case, reference)	Be specific; some purposes may require additional supporting documents

Note: Requirements may vary slightly between different Register of Deeds offices. Some offices may have additional requirements or different forms. It is advisable to contact the specific RD office in advance to confirm their requirements and fees before visiting.

Complete Example: Requesting a Certified Copy

The following example illustrates a typical certified copy request scenario from start to finish.

Certified Copy Request - Bank Loan Application

Determine the Correct RD Office

•Identify where the property is located (province/city)
•Go to the Register of Deeds office that has jurisdiction over that location
•Example: Property in Pasig City → Register of Deeds of Pasig City

Visit the RD Office

•Go to the RD office during business hours (8:00 AM - 5:00 PM, Monday-Friday)
•Proceed to the public assistance desk or counter
•Request a certified true copy of your title
•Staff will give you a queue number and request form

Fill Out the Request Form

•Complete all required fields: Title Number (e.g., TCT No. T-654321), Owner Name, Property Address
•State your purpose (e.g., Bank loan application, Court proceedings, Estate settlement)
•Specify number of copies needed (banks usually require 1-2 certified copies)
•Provide your contact number for inquiries

Present Required Documents

•Submit the accomplished request form
•Present a valid ID (Philippine passport, driver's license, etc.) with original and photocopy
•If requesting on behalf of another person, provide a notarized authorization letter
•No need for authorization if you are the title owner

Pay the Certification Fee

•Proceed to the Cashier's Section
•Typical fees: Certification fee per copy (PHP 100-150 per page), Legal Research Fund (1-2%), Documentary Stamp
•Example: 2 copies × PHP 200 + additional pages + research fund + stamp = PHP 305
•Receive and keep your Official Receipt with the OR number

Wait for Processing

•Processing time: 3-7 working days (computerized RD offices may process faster)
•You will receive a claim stub with the OR number and scheduled claim date
•Keep the receipt and claim stub for reference

Claim Your Certified Copy

•Return to the RD office on the scheduled claim date
•Present your Official Receipt and valid ID at the releasing window
•Verify the certified copy bears: 'CERTIFIED TRUE COPY' stamp, official seal, Register of Deeds signature, date of certification
•Check that all pages are included and details are correct
•Submit the copy to your bank or relevant institution as required

Understanding the Certified Copy

A certified true copy of a land title contains all the information found on the original title on file at the Register of Deeds. Understanding what each part of the certified copy means will help you verify the document and identify potential issues.

Front Page (Page 1)

Title Number: The unique identification number of the title (e.g., TCT No. T-123456)
Registered Owner: The name of the person or entity registered as the owner of the property
Technical Description: The metes and bounds description of the property, including lot number, block number, survey plan number, and area in square meters
Origin of Title: Indicates the previous title from which this title was derived (e.g., “Transfer from TCT No. T-098765”)

Back Pages (Memoranda of Encumbrances)

Annotations: All entries recorded on the title, including mortgages, liens, adverse claims, lis pendens, notices of levy, and other encumbrances
Conditions: Any conditions or restrictions on the title, such as free patent restrictions (5-year prohibition on alienation under Commonwealth Act No. 141)
Cancellation Entries: If any previously annotated encumbrances have been cancelled or released, these cancellation entries will also appear
Date and Entry Number: Each annotation has a date and entry number for reference and chronological tracking

Certification Elements

Certification Statement: A written declaration that the document is a true and faithful copy of the original title on file
Official Seal: The dry seal or embossed seal of the Register of Deeds on every page
Signature: The signature of the Register of Deeds or an authorized certifying officer
Date of Certification: The specific date when the certification was issued — this reflects the status of the title as of that date

Frequently Asked Questions (FAQ)

How much does a certified copy cost?

The cost of a certified true copy varies depending on the Register of Deeds office and the number of pages. As a general guide:

Basic certification fee: Approximately ₱100 to ₱200 for the first page
Additional pages: Approximately ₱10 to ₱20 per page
Legal Research Fund (LRF): Approximately ₱10 to ₱30
Documentary stamps: As applicable
Total cost typically ranges from ₱150 to ₱500 depending on the number of pages and the specific RD office

Fees are set by LRA circulars and may be updated periodically. Always inquire at the specific RD office for the current fee schedule.

How long does it take to get a certified copy?

Processing time depends on the RD office:

Computerized RD offices: 1 to 3 working days. Some can process same-day requests.
Non-computerized RD offices: 3 to 7 working days. Manual retrieval from vaults takes longer.
Old or complex titles: May take longer if the title has many annotations or if records need to be retrieved from storage.

During peak seasons (such as year-end tax deadlines or when banks have promotional loan rates), processing may take longer due to high volume of requests. Plan accordingly and request your certified copy well in advance of your deadline.

Can anyone request a certified copy of a title?

Yes, under Section 42 of PD 1529, any person may request a certified copy of any entry, certificate of title, or document filed in the Registry of Property upon payment of the prescribed fees. Land titles are public records, and the information contained in them is accessible to anyone who has a legitimate reason and pays the required fees.

However, the requestor must state the purpose of the request in the application form. While ownership of the title is not a prerequisite to requesting a certified copy, some RD offices may require additional identification or documentation for certain purposes, such as when the request is for a large number of titles or when the purpose involves sensitive legal matters.

What is the difference between a certified copy and a plain copy?

A certified true copy is an official reproduction of the original title on file at the Register of Deeds, stamped with the official seal and signed by the Register of Deeds. It is admissible as secondary evidence in court and is accepted by banks, government agencies, and other institutions.

A plain copy (or photocopy) is simply a reproduction of the title without any certification, seal, or signature from the Register of Deeds. A plain copy has no legal value — it is inadmissible as evidence in court and will not be accepted by banks or government agencies for official transactions. A plain copy can be useful for personal reference only.

Can I request a certified copy from a different RD office?

Generally, no. A certified copy can only be issued by the Register of Deeds office where the title is registered and the original is on file. You must go to the RD office with jurisdiction over the location of the property to request a certified copy.

However, the LRA Central Office in Quezon City maintains a centralized database of titles through the Land Titling Computerization Project (LTCP). In some cases, you may be able to request a title verification or a certification of title status from the LRA Central Office, although a full certified true copy of the title itself must still come from the RD office where the original is filed.

How long is a certified copy valid?

A certified true copy of a title does not have a fixed expiration date. However, different institutions may have their own policies on how recent the certified copy must be:

Banks: Most banks require a certified copy that is not older than 6 months for loan applications and mortgage transactions
Courts: Courts generally accept certified copies regardless of age, but a more recent certified copy carries more weight as evidence of the current status of the title
Notarial transactions: Notaries may require a recently issued certified copy for deeds of sale and other conveyancing documents
Government agencies: Requirements vary by agency; check with the specific agency for their policy

As a best practice, obtain a certified copy that is as recent as possible to reflect the most current status of the title, including any new annotations or encumbrances that may have been recorded after an earlier certified copy was issued.

Can I request a certified copy online?

As of the latest LRA guidelines, the process of requesting a certified true copy of a title still generally requires a personal visit to the Register of Deeds office. The physical certification process (stamping the seal, signing the document) requires the original title records and the official seal of the Register of Deeds.

However, the LRA has been working on digitization and online services initiatives. Some developments include:

Online title verification: You can verify the status and authenticity of a title through the LRA's online verification system (separate from a certified copy)
eTitle system: Electronic titles with enhanced security features are being rolled out, which may eventually allow for electronic certification
Appointment scheduling: Some RD offices allow online appointment scheduling to minimize waiting time

Check the LRA website (www.lra.gov.ph) for the latest updates on online services and digital initiatives.

What if the RD cannot find the title records?

If the Register of Deeds cannot locate the title records, there are several possible reasons and remedies:

Misfiled records: The title may have been misfiled or stored in a different section. The RD staff will conduct a more thorough search.
Destroyed records: If the records were destroyed by fire, flood, or other calamity, you may need to file a petition for reconstitution of title under Republic Act No. 26 to restore the destroyed records.
Transferred jurisdiction: If the property's jurisdiction has changed (e.g., due to the creation of a new city or the splitting of an RD district), the records may have been transferred to a different RD office.
LRA Central Office verification: You can request a verification from the LRA Central Office in Quezon City, which maintains a centralized database that may have records not available at the local RD.
Request a certification of no record: If the RD truly cannot find the title, you can request a Certification of No Record Found, which can be used as evidence for reconstitution or other legal proceedings.

Fees Summary

The following is an approximate breakdown of fees for requesting a certified copy. Actual fees may vary by RD office and are subject to updates through LRA circulars.

Fee Component	Amount (Approximate)	Remarks
Certification Fee (1st page)	₱100 - ₱200	Per copy requested
Additional Pages	₱10 - ₱20 per page	Titles with many annotations may have multiple pages
Legal Research Fund (LRF)	₱10 - ₱30	Mandated by law for all RD transactions
Documentary Stamp	₱15 - ₱30	As applicable per RD office
Estimated Total (per copy)	₱150 - ₱500	Depends on number of pages and RD office fee schedule

Processing Time Comparison

Type of RD Office	Processing Time	Notes
Computerized RD (eTitle)	1 to 3 working days	Fastest processing; titles are digitally stored and can be retrieved quickly
Partially Computerized RD	2 to 5 working days	Some records digitized, others still manual; depends on the specific title
Non-Computerized RD	3 to 7 working days	Manual retrieval from vault or storage; may take longer for old or voluminous records
Peak Season / High Volume	5 to 10 working days	During year-end tax deadlines and promotional loan periods, expect longer processing

Legal Basis

The right to request a certified copy of a land title is anchored on the following laws and regulations:

PD 1529 — Property Registration Decree

Section 42 provides that any person may request a certified copy of any entry in the day book, certificate of title, or any document on file in the Registry of Property, upon payment of the legal fees. This is the primary legal basis for requesting certified copies of land titles.

PD 1529 — Section 41

Provides that all entries in the day book, the Register Books, and all documents filed in the Registry of Property shall be open to the public, subject to reasonable regulations as the Register of Deeds, under the direction of the Commissioner of Land Registration, may prescribe.

Rules of Court — Rule 132, Section 27

Public documents are admissible as evidence without further proof of authenticity. A certified copy issued by the Register of Deeds is a public document that may be presented as secondary evidence of the contents of the original title when the original is not available.

LRA Circulars

The Land Registration Authority periodically issues circulars prescribing the procedures, requirements, and fee schedules for certified copy requests. These circulars update and supplement the provisions of PD 1529 and are binding on all Register of Deeds offices nationwide.

Tips for a Smooth Transaction

Before Your Visit

Know the exact title number (TCT/OCT/CCT number) before going to the RD office
Bring the correct title type — confirm whether it is a TCT, OCT, or CCT
Prepare a valid, unexpired government ID (original and photocopy)
If requesting as a representative, prepare the authorization letter and owner's ID in advance
Bring sufficient cash for fees (exact amount if possible)
Contact the RD office beforehand to confirm requirements and office hours

During and After Your Visit

Arrive early to beat the queue, especially in busy Metro Manila RD offices
Double-check all information on the request form before submitting
Keep your official receipt safe — you will need it to claim your certified copy
Ask for the exact claim date and the specific window where you can pick up the document
When claiming, carefully verify all details on the certified copy before leaving
Store the certified copy in a safe place; make a photocopy for your personal reference

Important Reminders

A certified true copy from the Register of Deeds is the only legally recognized copy of a land title — photocopies and uncertified copies are not accepted by courts, banks, or government agencies
Always verify the certified copy before leaving the RD office — check for the official seal, signature of the Register of Deeds, certification statement, and date of certification on every page
Banks typically require certified copies that are not older than 6 months — if your certified copy is older, you may need to request a new one
You can request multiple certified copies in a single transaction by indicating the desired number of copies on the request form and paying the corresponding fees
If the title has been cancelled, superseded, or is the subject of a pending case, the RD may issue the certified copy with a notation indicating the status of the title
For estate settlement purposes, you will typically need certified copies of all titles in the estate, a certified copy of the death certificate, and proof of relationship to the deceased (such as a birth certificate or marriage certificate)
If you are purchasing property, always request a fresh certified copy of the title and compare it with the owner's duplicate copy — any discrepancies should be investigated before proceeding with the transaction
The certified copy reflects the status of the title as of the date of certification — any transactions or annotations made after that date will not be reflected in the certified copy
LRA offices are open Monday to Friday, 8:00 AM to 5:00 PM, except holidays — some RD offices may have different schedules; check in advance
For urgent or time-sensitive needs, contact the RD office to inquire about expedited processing, which may be available at some offices for an additional fee
Beware of fixers or unauthorized intermediaries outside RD offices who offer to process your request for a fee — always transact directly with official RD personnel
If the RD cannot locate the title records, request a Certification of No Record Found, which can be used as evidence for reconstitution or other legal proceedings

Need Help?

If you have questions about requesting a certified copy of a land title, or if you need assistance with any LRA service, you can contact the LRA through the following channels:

LRA Central Office

Address: LRA Building, East Avenue corner NIA Road, Diliman, Quezon City 1101
Trunkline: (02) 8920-4461 to 65
Email: lra@lra.gov.ph
Website: www.lra.gov.ph
Office Hours: Monday to Friday, 8:00 AM to 5:00 PM (except holidays)

Register of Deeds Offices

Directory: Visit the LRA website for the complete directory of Register of Deeds offices, their addresses, and contact numbers
Jurisdiction: Visit the RD office with jurisdiction over the property location
Hotline: Contact the LRA trunkline and ask to be connected to the specific RD office
In-person: Visit the RD office during office hours for inquiries and assistance

Additional Resources

LRA Citizen's Charter: The LRA publishes a Citizen's Charter detailing all services, requirements, fees, and processing times — available at the LRA website and at RD offices
ARTA (Anti-Red Tape Authority): If you experience delays or difficulties beyond the published processing times, you may file a complaint with ARTA through their hotline or the government's 8888 Citizens' Complaint Center
Legal Assistance: For complex property issues, consult a lawyer specializing in property law or visit the Public Attorney's Office (PAO) for free legal assistance if you qualify
LRA Facebook Page: The LRA maintains a social media presence where you can send inquiries and receive updates on services and advisories

Disclaimer

This guide is provided for general informational purposes only. The requirements, steps, fees, and procedures mentioned here may vary depending on the LRA office you visit. We recommend visiting your nearest LRA office first to confirm the specific requirements and process before preparing your documents.

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