Certified Ordinance Copies - Philadelphia City Clerk

General Governance and Administration Pennsylvania 3 Minutes Read · published February 05, 2026 Flag of Pennsylvania

Attorneys representing clients in Philadelphia, Pennsylvania commonly need certified copies of municipal ordinances for court filings, title matters, and compliance reviews. This guide explains how to identify the ordinance, contact the City Clerk and record-holding offices, submit requests, and follow appeals or dispute routes when certification or copies are delayed. Where official pages do not give numeric fees or time limits, the text notes that the figure is "not specified on the cited page" and points to the controlling municipal sources for the record or ordinance text.[1][2]

Request certified ordinance copies well ahead of court deadlines.

Penalties & Enforcement

The process for issuing certified copies is administered by city offices; monetary penalties for failure to provide copies or for misuse of certified documents are not consolidated on a single public ordinance page and are "not specified on the cited page" cited below. Enforcement and remedies typically follow administrative orders and judicial remedies rather than fixed criminal sanctions.

  • Enforcing office: City Clerk / Clerk of City Council and the Department of Records for archival certifications; legal enforcement may involve the City Solicitor for court action.[3]
  • Non-monetary sanctions: administrative orders, certification refusals until requirements met, and court petitions for mandamus or declaratory relief (where applicable).
  • Fines and statutory penalties: not specified on the cited page.
  • Escalation: first request denial, corrected submission, then administrative or judicial review; specific escalation time frames are not specified on the cited page.
  • Inspection and complaint pathway: submit a records request or contact the Clerk/Department of Records using the official contact pages; complaints may be elevated to the City Solicitor or by filing in Common Pleas Court.
  • Appeals and review: judicial review or administrative appeal routes may be available; statutory time limits for appeals are not specified on the cited page and will depend on the remedy sought.
Processing rules and monetary penalties are set in separate rules or statutes and may not be listed on the Clerk pages.

Applications & Forms

Certified ordinance copies are typically requested by written application, in person, by mail, or through a records request portal when available. An official stand-alone form number for certified ordinance copy requests is not consistently published on the clerk or records pages and is "not specified on the cited page"; contact the Clerk or Department of Records for the precise submission format, fee schedule, and acceptable payment methods.[3]

  • What to include: ordinance citation (number and title), date of enactment, requester name, contact information, and purpose.
  • Fees: fee schedule not specified on the cited page; verify current fees with the Clerk or Department of Records.
  • Submission: in-person counter, mail, or records request portal as directed by the office.
Check processing times before filing with courts.

How to

Stepwise procedure attorneys commonly follow to obtain certified ordinance copies.

  1. Identify the ordinance by searching the City Code or Council legislation for the ordinance number and text.[2]
  2. Contact the Clerk of City Council or Department of Records to confirm the correct certification process and current fee.
  3. Prepare a written request including ordinance citation, requester details, and payment instrument if required.
  4. Submit the request via the accepted channel and retain proof of submission; follow up if processing exceeds advertised times.
  5. If denied or delayed, ask for a written reason and consider administrative review or filing a court petition for relief.

FAQ

How long does certification take?
Processing time varies; specific timeframes are not specified on the cited pages—confirm with the Clerk or Department of Records when you submit the request.[3]
Are fees required for certified copies?
Fees may apply; the current fee schedule is not specified on the cited pages. Verify with the Clerk or Department of Records before submitting payment.[3]
Can I request certified copies remotely?
Many requests can be initiated by mail or online records request systems, but confirm the accepted methods and payment options with the issuing office.[3]
What if the ordinance text online differs from the certified version?
Certified copies issued by the Clerk or Department of Records control for legal purposes; discrepancies should be raised with the issuing office and, if necessary, through judicial review.

How-To

Follow these practical steps to request and receive certified ordinance copies.

  1. Locate the ordinance in the City Code or Council legislation.
  2. Call or email the Clerk/Records office to confirm requirements.
  3. Complete the written request with ordinance details and payment.
  4. Submit and track the request; obtain a certified copy and retain the certification for filings.
  5. If refused, request written reasons and pursue administrative or judicial remedies as needed.

Key Takeaways

  • Start requests early to meet court and filing deadlines.
  • Confirm the fee and accepted payment method before submission.
  • Certified copies from the Clerk or Department of Records are the controlling legal documents for filings.

Help and Support / Resources

  1. [1] Philadelphia City Council - Legislation
  2. [2] Philadelphia Code of Ordinances (Municode)
  3. [3] City of Philadelphia - Department of Records

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