The Supreme Court ruled that a clerk of court’s authority to notarize documents ex-officio is limited to matters related to their official functions. This means clerks of court cannot notarize verifications and certifications on non-forum shopping in petitions for review, as such actions are not considered part of their daily official duties. The decision emphasizes the importance of adhering to procedural rules, particularly regarding proper verification and certification, and clarifies the extent of a clerk’s notarial powers within the judicial system.

When a Notary’s Stamp Doesn’t Stick: Questioning Clerks of Court and Petition Verification

The case of Uwe Mathaeus vs. Spouses Eric and Genevieve Medequiso arose from a monetary claim. After the Municipal Trial Court in Cities (MTCC) ruled against Mathaeus, he appealed to the Regional Trial Court (RTC), which affirmed the MTCC’s decision. Unsatisfied, Mathaeus elevated the case to the Court of Appeals (CA) via a Petition for Review. The CA, however, dismissed the Petition because the verification and certification of non-forum shopping were notarized by a clerk of court, not a notary public. The central legal question was whether a clerk of court’s notarization of such documents falls within the scope of their ex-officio notarial authority.

The petitioner argued that the clerk of court’s notarization was valid because the Petition for Review was a continuation of the original proceedings. He contended that the Astorga case, which limits clerks of court’s notarial powers, applies only to documents unrelated to their official functions. Further, Mathaeus claimed that his initial procedural lapses in the MTCC, such as filing an unverified answer, should be excused due to his lack of legal knowledge as a foreigner. He invoked the principles of liberal interpretation of procedural rules, particularly in light of the rules on small claims cases, to allow him to present his evidence.

However, the Supreme Court disagreed with the petitioner’s arguments. The Court reaffirmed the principle that while clerks of court are notaries public ex-officio, their notarial powers are strictly limited to matters related to their official functions. The Court cited established jurisprudence to emphasize this point:

“Clerks of Court are notaries public ex-officio, and may thus notarize documents or administer oaths but only when the matter is related to the exercise of their official functions. x x x [C]lerks of court should not, in their ex-officio capacity, take part in the execution of private documents bearing no relation at all to their official functions.”

Building on this principle, the Court reasoned that notarizing verifications and certifications on non-forum shopping does not constitute part of a clerk of court’s daily official functions. Allowing clerks of court to regularly notarize pleadings could lead to abuse and distract them from their essential duties. The Court emphasized the importance of adhering to procedural rules, particularly those concerning verification and certification against forum shopping.

The Court also addressed the petitioner’s plea for leniency regarding his procedural lapses. It noted that the petitioner’s failure to file a verified answer in the MTCC, coupled with the improper notarization of his Petition for Review in the CA, demonstrated a pattern of negligence. Under Sections 1 and 2, Rule 42 of the 1997 Rules of Civil Procedure, a petition for review filed with the CA must be verified and accompanied by a certification on non-forum shopping. Section 3 of the same Rule provides that failure to comply with these requirements is sufficient ground for dismissal.

The Court has consistently held that defects in the certification against forum shopping are generally not curable by subsequent submission or correction unless there is substantial compliance or special circumstances. Given the petitioner’s repeated procedural missteps and the absence of compelling reasons, the Court declined to relax the rules in his favor. This strict adherence to procedural rules underscores the importance of proper legal representation and diligent compliance with court requirements.

The Court’s decision reinforces the principle that procedural rules are designed to ensure fairness, order, and efficiency in the judicial process. While the Court recognizes the importance of affording litigants their day in court, it also emphasizes that procedural rules must be followed to prevent abuse and delay. In this case, the petitioner’s failure to comply with the rules on verification and certification, coupled with his earlier procedural lapses, justified the dismissal of his Petition for Review.

This approach contrasts with a more lenient interpretation of procedural rules, which some might argue would promote substantial justice. However, the Court’s decision reflects a concern for maintaining the integrity of the judicial process and preventing litigants from circumventing established procedures. The decision also highlights the limitations of a clerk of court’s notarial authority and the importance of seeking the services of a duly commissioned notary public for documents requiring notarization.

FAQs

What was the key issue in this case?	The key issue was whether a clerk of court’s notarization of the verification and certification of non-forum shopping in a Petition for Review falls within their ex-officio notarial authority. The Court ruled that it does not.
Why did the Court of Appeals dismiss the petitioner’s Petition for Review?	The CA dismissed the petition because the verification and certification of non-forum shopping were notarized by a clerk of court, which the CA deemed improper. This was because it was not within the scope of matters the clerk of court was authorized to notarize.
What is the scope of a clerk of court’s notarial authority?	Clerks of court are notaries public ex-officio, but their notarial powers are limited to matters related to the exercise of their official functions. They cannot notarize private documents bearing no relation to their official functions.
What is the requirement for verification and certification of non-forum shopping in a Petition for Review?	Under Rule 42 of the 1997 Rules of Civil Procedure, a Petition for Review filed with the Court of Appeals must be verified and accompanied by a certification on non-forum shopping. Failure to comply with these requirements is a ground for dismissal.
Can defects in the certification against forum shopping be cured?	Generally, defects in the certification against forum shopping are not curable by subsequent submission or correction. However, there may be exceptions in cases of substantial compliance or special circumstances.
Did the Court consider the petitioner’s argument that he lacked legal knowledge as a foreigner?	The Court acknowledged the petitioner’s argument but ultimately held that his procedural missteps, including the improper notarization and failure to file a verified answer, justified the dismissal of his petition. It was emphasized that the petitioner also had a legal counsel.
What is the significance of the Astorga case cited in the decision?	The Astorga case, 413 Phil, 558, 562 (2001), establishes the principle that clerks of court may only notarize documents related to their official functions. This case was used to support the ruling that notarizing a petition for review by a clerk of court is improper.
What is the practical implication of this decision for litigants?	The decision underscores the importance of ensuring that documents requiring notarization are notarized by a duly commissioned notary public, not merely a clerk of court, unless the matter is directly related to the clerk’s official functions. It also reinforces the need for diligent compliance with procedural rules.

In conclusion, the Supreme Court’s decision in Uwe Mathaeus vs. Spouses Eric and Genevieve Medequiso serves as a reminder of the importance of adhering to procedural rules and the limitations of a clerk of court’s notarial authority. Litigants must ensure that their documents are properly verified and certified to avoid dismissal of their cases. This ruling provides clear guidance on the scope of notarial powers and emphasizes the need for careful attention to detail in legal proceedings.

For inquiries regarding the application of this ruling to specific circumstances, please contact ASG Law through contact or via email at frontdesk@asglawpartners.com.

Disclaimer: This analysis is provided for informational purposes only and does not constitute legal advice. For specific legal guidance tailored to your situation, please consult with a qualified attorney.
Source: UWE MATHAEUS VS. SPOUSES ERIC AND GENEVIEVE MEDEQUISO, G.R. No. 196651, February 03, 2016