The Short Answer
Start with the notary who notarized it. They must give a certified copy of their record to anyone who asks and pays the fee. If you cannot reach the notary, or they have died or retired, go to the Office of the Clerk of Court of the Regional Trial Court (RTC) where the notary was licensed. Notaries send that office copies of what they notarize every month. Bring the document, page, book and series numbers if you have them.
Example: A Lost Deed of Sale in Dagupan
Names and details in this example are made up.
Teresita Manalo of Barangay Bonuan Gueset, Dagupan City bought a lot from the Ramos family in 2012 for ₱450,000. They signed a Deed of Absolute Sale before a notary in Dagupan, but the title was never transferred. In 2026 Teresita's daughter Joy, home from Riyadh, wants to finish the transfer. The original deed was lost when the house flooded during a typhoon.
Step 1: find the details. Joy finds an old photocopy in a folder. At the bottom it shows "Doc. No. 214; Page No. 43; Book No. VI; Series of 2012" and the notary's name.
Step 2: ask the notary. The notary has since retired from practice. Joy cannot reach them.
Step 3: go to the court. Joy goes to the Office of the Clerk of Court of the RTC in Dagupan, the section that keeps notarial records. She writes the notary's name and the document, page, book and series numbers on the request, shows her ID, and asks for a Certified True Copy of the deed. She pays the court's fee for the copy and gets an official receipt.
Then. With the Certified True Copy, Joy goes to the BIR. Because the sale happened in 2012, she asks the BIR district office how it will compute the taxes and penalties on the old sale before she can get the eCAR and transfer the title.
First, Find the Notarial Details
Every notarized document has its own entry in the notary's record book (the notarial register). The notary writes the matching numbers on the document itself, usually at the bottom of the last page (2004 Rules on Notarial Practice, Rule VI, Sec. 2(e)):
- Document number (Doc. No.)
- Page number (Page No.)
- Book number (Book No.)
- Series, which is the year (Series of 2012)
Also note the notary's full name, the city or province where they were licensed, and the date. Look for these on any photocopy, scanned file, or copy given to the other party, the bank, the BIR or the Registry of Deeds. Without them, the search takes longer, but give the names of the people who signed and the approximate date.
Ask the Notary First
The notary must supply a Certified True Copy of their notarial record, or any part of it, to anyone who asks and pays the fee the law allows (Rule VI, Sec. 6). You may also inspect the entry in the register, in the notary's presence, during office hours, if you show your ID, sign their record, and say which entry you need (Rule VI, Sec. 4).
The notary keeps a copy of documents confirmed before them (acknowledged), such as deeds and Special Powers of Attorney, in their records. Ask for the copy and for an Official Receipt.
If You Cannot Find the Notary: The Court's Notarial Archives
Each month, notaries must send the Clerk of Court a certified copy of that month's register entries and a duplicate original of every document confirmed before them (acknowledged), within the first ten days of the next month (Rule VI, Sec. 2(h)). This is why the court is the next place to look.
- Go to the Office of the Clerk of Court of the RTC of the city or province named in the notary's certificate. Ask for the section that keeps notarial records (often called the notarial archives).
- Bring the notary's name, the document, page, book and series numbers, the names of the signers, and your valid ID.
- Ask what the court needs for the request, its fee, and when to come back. Get an official receipt.
Older records may be harder to find, and documents sworn to before the notary (jurats), such as affidavits, may not have a duplicate original on file. Ask the office what it has for your document.
If the Notary Has Died, Retired or Stopped Being a Notary
When a notary's license (commission) is revoked or expires, or the notary dies, their notarial register and records must be delivered to the office of the Executive Judge of the RTC (Rule VI, Sec. 5(b)). A notary who resigns must also turn them over (Rule X, Sec. 2). So the records do not disappear with the notary. Ask the RTC Office of the Clerk of Court where that notary's books are kept.
What You Can Use the Copy For
- Transferring a land title when the original deed is lost. Ask the BIR and the Registry of Deeds beforehand whether they accept a Certified True Copy for your case. See transferring a land title.
- Proving a sale, SPA or settlement in a dispute or in court.
- Replacing a document a bank or office asks for. If an office also wants a sworn statement that you lost the original, see the Affidavit of Loss guide.
If what you lost is the Owner's Duplicate of the land title itself, that is a different process through the court. See the guide to getting a new copy of a lost land title and the Affidavit of Loss of Title template.
Common Questions
Wala na Yung Notaryo. Saan na ang Records Niya?
When a notary dies or their license ends, the register and records go to the office of the Executive Judge of the Regional Trial Court (Rule VI, Sec. 5(b) of the 2004 Rules on Notarial Practice). Ask the RTC Office of the Clerk of Court of that city or province.
Is a Certified True Copy as Good as the Original?
For many purposes, offices and courts accept a copy certified by the person or office that keeps the record. Each office decides what it will accept, so ask the BIR, the Registry of Deeds or the bank before you go.
Can Anyone Get a Copy of My Notarized Document?
The rules let any person ask for a certified copy of a notarial record and inspect an entry in the register, subject to showing ID and signing for it (Rule VI, Secs. 4 and 6). A notary may refuse inspection if they have reason to believe the person has a criminal purpose.
Can a Notary Make a Certified Copy of My PSA Birth Certificate?
No. A notary cannot certify copies of civil registry records or other public records (Rule II, Sec. 4). Get those from the PSA or the Local Civil Registrar. See PSA certificates.
The Deed Was Never Notarized. Can I Still Get a Copy?
Then there is no notarial record to copy. Only the people who signed it may have copies. See whether a Deed of Sale is valid without a notary.
Not legal advice. This is general information. For advice on your own situation, consult a lawyer. If you cannot afford one, the Public Attorney's Office (PAO) or an IBP legal aid office may help for free.
Government fees, rules and requirements change, so always check with the office concerned before you go. This page explains the general rules; it cannot tell you how they apply to your own family or case. Last reviewed October 8, 2026.