Confirmation of Court Decisions, Orders, Resolutions and Certificates of Finality
LRA Circular No. 14-03, issued on June 2, 2003, outlines the procedures for verifying the authenticity of court decisions, orders, resolutions, and certificates of finality by Registers of Deeds in the Philippines. Upon receiving certified copies, Registers must confirm their authenticity with the respective Clerks of Court. A designated employee is responsible for this verification and must document their findings in writing on the back of the documents. Additionally, Registers are required to maintain a compilation of authorized signatures from judges and clerks to facilitate the verification process. Any fraudulent documents must be confiscated and reported immediately for further action.
June 2, 2003
LRA CIRCULAR NO. 14-03
| SUBJECT | : | Confirmation of Court Decisions, Orders, Resolutions and Certificates of Finality |
| TO | : | All Registers of Deeds and Branch Register of Deeds |
In order to make certain that copies of decisions, resolutions and orders issued by the courts are genuine and authentic, the following guidelines shall be followed by all concerned:
(1) The Register of Deeds shall, upon receipt of a certified copy of the decision, resolution or order and certificate of finality, verify the genuineness and regular issuance of the decision, resolution or order and certificate of finality from the Clerk of Court concerned.
(2) The Register of Deeds shall designate a responsible employee from the Registry of Deeds who shall personally verify from the Clerks of Court concerned the genuineness and regular issuance of the decision, order or resolution and certificate of finality and who (Clerk of Court) shall confirm or deny in writing their authenticity at the back of said documents, thus:
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This true copy of the decision, resolution or order (certificate of finality) was verified and compared with the original copy of the same on file in the Clerk of Court of ___________ and found to be authentic (not authentic).
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or
This true copy of the decision, resolution or order (certificate of finality) was verified with: the Clerk of Court of _____________________ and found to be authentic/not authentic.
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(3) The Register of Deeds shall keep a compilation of the specimen of signatures of all the Judges of the Regional Trial Court and Clerks of Court and their deputies, who are authorized to certify and sign true copies of decisions or orders, together with their specimens of signatures, of the province or city where he is located.
(4) The employee who was designated to verify from the Clerk of Court concerned the genuineness and regular issuance of the decision or order and certificate of finality shall state in his/her own handwriting at the back of the page where the dispositive portion of the decision, resolution or order is written and at the back of the certificate of finality.
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I personally verified this true copy of the decision/certificate of finality with the Clerk of Court.
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(5) Decisions, resolution or orders that are found to be fake shall be confiscated by the Register of Deeds and immediately reported to the Judge concerned and the LRA for appropriate action. Note the presentor.
Strict compliance herewith is enjoined.
(SGD.) BENEDICTO B. ULEPAdministratorLand Registration Authority