Completing an LTO transaction while the mother file is in another branch means that your vehicle’s original records—also known as the mother file—such as the Certificate of Registration (CR) and Official Receipt (OR), are stored in the office where it was first registered. It usually happens when you buy or register a vehicle in one city but later move or handle renewals in another. While annual registration can be done anywhere, transactions like ownership transfers or duplicate requests require coordination with the original branch. This adds extra steps and waiting time, but it can still be completed at your local LTO office.
If you’ve relocated or bought a secondhand vehicle from a different province, and you are wondering if you can still complete your LTO transactions locally, or if you still always need to go back to the originating branch, then the answer is yes—you can process most transactions even if the mother file is elsewhere. This guide will explain the process of transacting with another branch so you can complete your transactions faster in the future.
What is a Mother File in the LTO?
When a motor vehicle is first registered with the LTO, its original documents are filed at that specific branch. These records—called the mother file—include the Certificate of Registration (CR), Official Receipt (OR), and other registration details.
For example:
- If your car was bought and first registered in Cebu City, the mother file is kept at LTO Cebu.
- Even if you move to Manila and renew your yearly registration there, the original records will still be stored in Cebu.
This becomes important when you need to process certain LTO transactions like ownership transfers, duplicate CR requests, or other miscellaneous updates.
Can You Process LTO Transactions at a Different Branch?
Yes. Many motor vehicle (MV) miscellaneous transactions can be handled at any LTO District or Extension Office nationwide. However, if the mother file is at another branch, your local office will need to coordinate with the original branch for confirmation.
This means extra steps, additional waiting time, and sometimes fees—but it’s still possible.
Who Needs This?
This process is relevant for the following groups of people:
- Vehicle owners who relocated: If you bought or registered your car in one city (e.g., Cebu) but now live in another (e.g., Manila), you’ll need to know how to complete transactions without going back to the original branch.
- Secondhand vehicle buyers: If you purchased a used vehicle that was first registered in another province, the mother file will still be in that branch, and you’ll have to go through this process for ownership transfers.
- Motorists handling ownership transfers or updates: Anyone processing a change in ownership, requesting a duplicate Certificate of Registration (CR), or other miscellaneous transactions that require access to the mother file.
- Car dealers and agents: Those assisting clients in processing LTO transactions across different branches also need to know the steps to avoid delays.
In other words, this guide is for any motorist or buyer whose vehicle records are kept in an LTO branch different from where they now intend to process their transactions.
Requirements for Completing an LTO Transaction at Another Branch
Before heading to your preferred LTO branch, prepare the following documents:
- Notarized Deed of Conveyance (e.g., Deed of Sale, Deed of Donation)
- Original Official Receipt (OR) of registration
- Original Certificate of Registration (CR)
- Other supporting documents specific to your transaction
Important Reminder: Always bring the original OR and CR. Photocopies are usually not accepted for verification.
Step-by-Step Guide: How to Complete an LTO Transaction When the Mother File is Elsewhere
Step 1. Gather Your Documents
- Secure the notarized Deed of Conveyance, original OR, original CR, and other required paperwork.
Step 2. Go to Your Preferred LTO Branch
- Visit any LTO District or Extension Office that handles miscellaneous transactions (ownership transfers, duplicate requests, etc.).
Step 3. Submit and Process the Transaction
- File your documents at the counter. The local branch will check and start processing your application.
Step 4. Send Documents for Confirmation
- The LTO branch will forward copies of your Deed of Conveyance and OR/CR to the original branch holding the mother file.
Step 5. Wait for Confirmation
- The originating branch will review your request and send back a confirmation document or circular.
- This confirmation is necessary before your transaction can be finalized.
Step 6. Complete the Transaction
- Once the confirmation is received, the local branch will finalize the process and release your updated documents.
Things to Keep in Mind
If you are transacting at another LTO branch while your mother file ia elsewhere, then here are aome things worth keeping in mind:
- Processing Time: Since your request involves coordination between two LTO branches, expect delays in processing. Some motorists report waiting weeks to over a month before confirmation arrives.
- Patience is Key: Transactions involving the mother file often move slower than standard renewals so you will need to plan accordingly.
How to Transfer Your Mother File to Another Branch
If you frequently deal with the LTO in your current city, you have the option to transfer your mother file to your local branch. This way, you won’t need to wait for confirmations from the original branch every time.
Here’s how:
Step 1. Write a formal request letter to the LTO branch where your mother file is kept.
Step 2. Submit the letter and pay the transfer fee (the amount varies depending on the office).
Step 3. Wait for your documents to be physically mailed and updated at your new preferred branch.
Note: Motorists who have done this report waiting more than a month for completion, but once transferred, future transactions become smoother as there is no longer any need to confirm with the originating branch.
Frequently Asked Questions (FAQs)
For your reference, here are some common questions and answers regarding transacting with LTO branches other than the originating branch:
1. Can I renew my registration if my mother file is in another branch?
Yes. Annual registration renewals can be done at any LTO branch, regardless of where the mother file is kept.
2. How long does it take to complete a transaction if the mother file is elsewhere?
It depends. Some transactions can be processed within weeks, while others may take a month or more due to mailing and verification delays.
3. Can I request a mother file transfer online?
As of now, no online system exists for transferring mother files. You must file a formal written request at the original LTO branch.
4. What happens if I don’t transfer my mother file?
You can still process transactions at your local LTO, but each time, your branch will need to confirm details with the mother file branch—causing delays.
5. How much does it cost to transfer the mother file?
The fees vary per branch. You will pay a transfer fee plus any applicable registration or processing charges. It’s best to inquire directly with the LTO branch where you want to move your file.
Video: Can I Transfer Ownership at Any LTO Branch?
Completing an LTO transaction when the mother file is at another branch is possible, but it requires extra steps, patience, and coordination between offices. Always prepare the original OR, CR, and notarized documents, and expect some waiting time for confirmation. If you’ve permanently moved, requesting a mother file transfer is highly recommended. It might take longer initially, but it will save you from repeat delays every time you process your LTO transactions. To learn more about this, you may check out this video about transferring MV ownership at another branch other than the one with the vehicle’s mother file: