Legal Review of Documents

A legal comment or advice in writing which may be in a form of letter or a

memorandum issued by the Legal Affairs Service to aid the requesting party regarding
legal concerns.
Office or Division: Legal Affairs Service
Classification: Highly Technical
Type of G2G - Government to Government
Transaction: G2C – Government to Client
G2B – Government to Businesses
Who may avail: Department of Tourism (DOT) personnel
Other government agencies/ Local Government Units
Project proponents (review of Memorandum of
Understanding/Agreement)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter of Request/Memorandum for Legal Requesting party
Review
Document subject for review and its Requesting party
supporting documents
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
1. Submit request 1.1 Receive none 5 minutes Administrative
through: request and check Aide/
supporting Administrative
a. Email documents Assistant
b. Post mail
service
c. Personal
service
1.2 Record the none 20 minutes Administrative
received request/ Assistant / Legal
document in the Assistant
incoming logbook
and tracking
system and
endorsement to
the Office of the
Director
2. Initial review of none 2 days Director
the request/
document by the
Director and if
applicable, assign
the legal review of
request/
document to the
staff
 3. Review the none 10 days Director/ Lawyer/
request/ Legal Assistant
document through
research and
consultations,

draft response
(letter /
memorandum),

if assigned to a
staff, endorse to
the Director for
review
4. Review of draft none 3 days Director
response (letter or
memorandum)
5. Finalize the none 4 days Director/ Lawyer /
draft response Legal Assistant
6. Approve and none 5 minutes Director / Lawyer
sign the finalized
response
7. Record the none 5 minutes Administrative
approved and Assistant /
signed response Administrative
(letter/ Aide
memorandum) in
the logbook and
tracking system
2.Acknowledge 8. Transmit the none 30 minutes Administrative
receipt of the response to the Assistant /
response requesting party Administrative
via Aide
a. email
b. post mail
service
c. personal
service
20 days
 Notarization of Documents
The notary public’s act of authentication of contracts and agreements prior to
submission of reports to the Commission on Audit.
Office or Division: Legal Affairs Service
Classification: Simple
Type of G2C – Government to Client
Transaction:
Who may avail: Project Officers
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Four (4) original copies of: Requesting party

Duly signed agreement (Contract/

Memorandum of Agreement/
Memorandum of Understanding)
Two (2) sets of photocopy of:

a. Budget certification Budget Division

b. Certificate of availability of funds Accounting Division
c. Bids and Awards Committee (BAC) Procurement Management Division
Resolution or Summary of
Quotation and Memorandum issued Procurement Management Division
by the Procurement Management
Division
d. Bidding documents submitted by
the supplier

AGENCY FEES TO PROCESSING PERSON

CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
1. Submit four (4) 1. Receive the none 15 minutes Administrative
original copies of the duly signed Aide/
duly signed agreement and Administrative
agreement (Contract/ check supporting Assistant
Memorandum of documents
Agreement/
Memorandum of
Understanding)
and the photocopy of
its supporting
documents in two (2)
sets

2. Record the none 15 minutes Administrative

document in the Assistant / Legal
logbook and Assistant
tracking system
 3. Evaluate none 1 day Legal Officer
supporting
documents and
encode in the
Notarization
Tracking System
4. Stamp the none 10 minutes Administrative
control number on Assistant /
each page of the Administrative
agreement Aide
5. Encode the none 20 minutes Legal Officer /
notarial details in Administrative
the document, Aide
sign for
notarization, affix
stamps, and dry
seal
6. Record the none 15 minutes Administrative
notarized Assistant /
document in the Administrative
logbook and Aide
tracking system
2.Acknowldge receipt 7. Release the none 15 minutes Administrative
the notarized documents to the Aide
documents Project Officer
1 day and 1.5
hours
 Handling of Administrative Complaints
The receipt of administrative complaint, evaluation of requirements, and
endorsement of complaint to the DOT-Investigation Committee (DOT-IC).
Office or Division: Legal Affairs Service
Classification: Highly Technical
Type of G2B – Government to Business
Transaction: G2C – Government to Client
Who may avail: DOT Employees
Clients of DOT
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Full name and address of the complainant; Complainant

Full name and address of the Person

Complained Of and his/her position and office DOT Human Resource Division
of employment;

A narration of relevant and material fact which

Complainant
shows the acts or omissions allegedly
committed;

Certified true copies of documentary evidence Complainant

and affidavit of witnesses, if any;

Certification or statement of non-forum DOT Investigation Committee - Secretariat

shopping.
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
Initial Evaluation of Complaint
1. Submit the valid 1. Receive the none Administrative
complaint, valid complaint Assistant/ Legal
documentary and its supporting Assistant
evidence (if any), documents
certificate of non-
forum shopping
2. Record the none Administrative
document in the Assistant / Legal
logbook and Assistant
tracking system
3. Evaluate the none Lawyer (DOT-
submitted Investigation
complaint and its Committee
Secretariat)
 supporting
documents

3.1 If the
documents are
incomplete or
not in order,
the DOT IC
Chairperson
shall issue a
Memorandum
for Compliance
requiring the
Complainant to
submit the
lacking
requirements
within ten (10)
days from
receipt;

3.2 If the
complaint is
not within the
jurisdiction of
DOT IC, refer
to the
appropriate
committee
(Fact-Finding
Committee or
Committee on
Decorum and
Investigation)

3.3 If the
complaint is
sufficient in
form and
substance, the
DOT-IC
Secretariat
shall schedule
a meeting with
the DOT-IC
Preliminary Investigation
2. Receive the DOT 4. Issue a none 20 working days DOT –
IC’s initial action memorandum or Investigation
on the complaint letter regarding Committee
the actions taken
during the
Preliminary
Investigation,
copy furnish the
complainant.

The Preliminary
Investigation shall
be conducted
within five (5)
working days, in
any of the
following manner:

a. Require
submission of
counter
affidavit or
comment
from the
Person
Complained
Of within five
(5) days from
his or her
receipt of the
Complaint;

b. Conduct
clarificatory
meetings with
the parties to
discuss the
merits of the
case

c. Evaluate
the records
submitted
5. Prepare a none
Preliminary
Investigation
Report with
recommendations
(Formal Charge or
Dismissal Order)
6. Release the none
Preliminary
Investigation
 Report and
recommendations
(Formal Charge or
Dismissal Order)
to the Secretary
for approval and
signature

7. Receive and none Administrative

record of the Assistant / Legal
signed and Assistant
approved Formal
Charge or
Dismissal Order
(“Decision”)
3. Acknowledge 8. Record and none Administrative
receipt the Decision release the Assistant / Legal
Decision to the Assistant
parties concerned