Notarial register

Fill in
Notarial register — page 1

Fill in

HOW TO USE THIS WORKBOOK
This workbook is a working copy and reporting aid. It does not replace the bound paper notarial register, which must contain the signature or thumbmark of each principal (2004 Rules on Notarial Practice, Rule VI, Secs. 1–3).
1. Settings
Fill in the yellow cells: your name exactly as in the commission, commission number and expiry, roll, IBP, PTR and MCLE numbers, your professional e-mail of record, the Series (year), the first Book No., entries per page and pages per book.
2. Register — one row per notarial act, in chronological order
Type the date first: the Entry No., Doc. No., Page No., Book No. and Series fill in automatically. Choose the type of act from the list (acknowledgment, jurat, oath/affirmation, signature witnessing, copy certification, other — Rule IV, Sec. 1).
Record for every act (Rule VI, Sec. 2(a)): entry number and page; date and time; type of act; title or description of the instrument; name and address of each principal; competent evidence of identity if the principal is not personally known; name and address of each credible witness; the fee charged; the address where the act was performed if not your regular place of work; and any other circumstance of significance. Also record reasons for not completing an act (Sec. 2(b)) and requests to inspect or copy entries (Sec. 2(c)).
Competent evidence of identity (Rule II, Sec. 12, as amended 2008): at least one current government-issued ID with photo and signature, or the oath of one credible witness personally known to you (or two credible witnesses with IDs) who are not privy to the instrument. A community tax certificate (cedula) is not enough.
No blank line may be left between entries (Sec. 2(e)). Do not leave gaps or rearrange rows after Doc./Page/Book numbers have been written on instruments. Do not delete an entry: note corrections or refusals in Remarks.
Copy the Doc./Page/Book/Series numbers to the notarial certificate of the instrument.
3. 2025 amendments (En Banc Resolution of 4 March 2025; reported effective 21 June 2025 — verify)
Keep a full-colour, legible PDF duplicate of each notarized instrument (one file per instrument, not split). The suggested file name is built automatically from the title, date and Doc/Page/Book. Send an electronic copy to each signatory within five days unless waived, and record the date or "WAIVED". Do not charge for digitization or transmittal.
4. Monthly report
Enter any date of the month in "Monthly report"!E3. The sheet lists that month’s entries, counts acts by type and totals fees, and builds the e-mail subject line. Within the first ten days of the following month, send the certified copy of the month’s entries and the PDF duplicates to the Clerk of Court of the commissioning court from your e-mail of record (attachments, no ZIP/RAR or cloud links; batches if too large). If there were no acts, send a statement saying so (Rule VI, Sec. 2(h)).
5. Weekly certification
At the end of each week certify in the paper register the number of instruments notarized (or that there were none) (Rule VI, Sec. 2(g)). Use the Register filter on the date column to count them.
6. Samples and compatibility
The five orange rows are fictional SAMPLE entries (names marked "fictional"). Delete their yellow cells before use. Formulas use only COUNTIFS, SUMIFS, INDEX/MATCH and EOMONTH — no dynamic arrays — so the file works in Excel 2010+, LibreOffice and Google Sheets. Capacity: 500 entries (copy the last row down to extend; extend the ranges in "Monthly report").
Sources: A.M. No. 02-8-13-SC (2004 Rules on Notarial Practice), as amended (2008, 2025); A.M. No. 24-10-14-SC (Rules on Electronic Notarization, 2025). Check the official texts at sc.judiciary.gov.ph and lawphil.net.
Template — review by a Philippine lawyer before use. Not legal advice. © Layers (layers.md) · CC BY 4.0