Part II: Chapter 5

Host: Thank you for participating everyone! Let's now proceed to our next discussion by
answering the question…

Q8: What are the important things to remember in preparing legal documents and
instruments?

Vasadre: Paper - Use letter size in general; Legal size is sometimes used as well and
may be required for certain types of instruments such as deeds, brochures and legal
documents. The Philippines has a paper size called Long bond paper also known locally
as a legal paper.

Typeface - Typeface is a particular set of glyphs or sorts that share a common design. It
is commonly mistaken for font but the difference between these two terms is that
typeface is the name of a specific collection of related fonts. In comparison, font refers
to a particular weight,width and style within the typeface.

Ending: I would like to call on Ms. Pesimo to explain the next slide.

Pesimo:

Margins - Make sure to use margins big enough to make reading comfortable; such as
1-1.5 inch margins.

In the Philippines, the standard is that the parties shall maintain the following margins
on all court-bound papers:

1.5 inches left margin

1.2 inches top margin
1.0 inch right margin
1.0 inch lower margin

Spacing - Pleadings and some instruments should be double spaced. Most other
documents can be 1.5 spaced. Letters are often single spaced.

Here in the Philippines, pleadings and similar papers intended for the court are single
spaced with 1/2 space between paragraphs. (Supreme Court A.M. No. 11-9-4-SC)

Ending: I would like to call on Mr. Maat to explain the next slide.
Maat: Heading (for most legal documents, including letters, etc.)
(1) Place for signatures, especially for instruments
(2) Acknowledgment/ space for the document to be notarized, where appropriate
(3) Filings with the court often must also have space for the attorney to sign as well

Ending: I would like to call on Ms. Calderon to explain the next slide.

Calderon: So there are special mechanical rules for legal documents and the first one
is the capitalization. The following below are often put in ALL CAPS:
- Names of people or businesses, organizations, etc.
- Title of the instrument
- Header words of important paragraphs, an example is the “WHEREAS”

Ending: I would like to call on Ms. Calapano to explain the next slide.

Calapano:
Grammar and spelling. It is important not only to avoid changing the meaning and to
avoid confusion, but also to present an aura of professionalism. Numbers are written
both in English and Arabic.

Ending: I would like to call on Ms. Mendoza to explain the next slide.

Mendoza: Page numbering (waley pang ppt)

First page must have no number and all the subsequent pages are numbered at the
bottom center. But you have other options and your employer may prefer something
else. For court documents, many lawyers use a footer that gives the name of the
document and page number out of the total pages like this:
- Defendant Anderson’s Motion to Dismiss page 1-9
This isn’t as common in interoffice legal memos or transactional documents, but it can
be helpful if the pages of a stapled document ever get separated. You can use a header
for page numbers and document information, but it isn’t as common.

https://youtu.be/TaEk_8I6vuY

Q9: What is the process being executed before sending a legal document?

Calderon: Collation means that if you are printing more than one copy of a multi-page
document, the copies will print all pages of each copy before printing the second copy.
Most medium-sized to large firms have a copy room that provides multiple copy
machines, along with fax, stamp, and binding machines and various office supplies
needed for sending out large amounts of paperwork. Even small firms will have a copy
machine with a collation feature.

Ending: I would like to call on Ms. Calapano for the continuation of copies and collation.

Calapano: It is necessary to use the collation feature of the copy machine because
most legal documents must be sent to many parties and require several copies for the
court. This feature allows you to input the number of copies of any given document, and
the machine will sort the pages into individual sets or bundles. Many copiers also will
staple the sets as well; just be sure to initialize the staple feature before you begin
copying.

Number of court-bound paper that a party is required to file is as follow:

a. One original and four copies for the Supreme court. (Court en banc, additional 10
copies)
b. One original and two copies for the Court of Appeals and Sandiganbayan.
c. One original and two copies in Court of Tax appeals.

Video: https://www.youtube.com/watch?v=kbFJYL4OQlo

Ending: Mr. Vasadre will be explaining binding.

Vasadre: Many law office documents require binding before being sent. This simply
means that the document has thick paper covers attached to front and back and is
bound with a plastic binder at the left side.

Ending: Ms. Pesimo would give us different types of binding.

Pesimo: There are different types of binding machines that you need to be familiar with
to be able to find out what is the proper machine to use on your legal documents.

Comb binding machines

Video: https://youtu.be/NKR0jzZ9qr4

Comb binding machines punch rectangular holes on the left side of the pages, and
those pages are held together by a comb.
Coil binding machines

Video: https://youtu.be/xZ5VTi8iJV8
https://youtu.be/Xymwg8JuLuI

Also known as spiral coil machines. These types of binding machines are largely
considered to be preferable to the comb binding method. The machines punch holes to
bind the pages with a continuous spiraling plastic coil. In most cases, the coil is made
from PVC, which is both flexible and durable, making the machine perfect for binding
notebooks and legal documents.

Wire binding machines

Video: https://youtu.be/LG94ZikCm8I

Similar to other types of binding machines, wire binding machines also punch the holes
in the pages and then use multiple wires to bind the pages. This method of binding is
considered the go-to choice for large books and documents, as well as those who want
to design custom binders with personalization.

Documents that are bound with wire binding will open completely flat on a desk and
allow for 360 degree rotation of bound pages.

Difference of coil and wire

Coil binding uses a plastic coil as the binding element. More color choices of coils

Wire binding uses a metal wire as the binding element.

Thermal binding machines

Video: https://youtu.be/cXMfmpF-znI

A thermal binding machine works a bit like a toaster, by heating the glue within the
cover so that it quickly binds to the paper which has been inserted. It’s a relatively quick
way of binding documents, doesn’t require much effort, and ultimately provides a
polished finish. For this reason, these types of binding machines are widely used for
giving a professional look to documents such as manuscripts.

Ending: There are essentials of binding which will be explained by Mr. Maat.
Maat: The essentials of binding are as follows:
o Make the required number of copies of the document to be bound.
o Create the front and back covers as per office procedure.
o Make the required holes along the left length of the document, including the covers,
with the provided hole puncher on the binding machine. Be sure to set the holes
properly so that the text is readable when the "book" is opened and not too far to the left
edge; a quarter-inch from the edge is the standard measure.
o Insert the male and female plastic strips through the holes and snap them into place.
o Place the length of the plastic strip and document into the binder and press the lever
down firmly until set, usually a few seconds to a minute.
o Set bound copy aside.
o Complete for all copies.

Ending: Is binding important? Ms. Mendoza is going to answer that.

Mendoza:
Binding is important for the documents to look good. It also gives the impression that
you are not an irresponsible person and care for your hardwork and effort you spent in
making the documents. Binding will keep the document safe and secure over a long
time.

Host: Since we already have complete copies of the needed legal documents, the
question now is…

Q.10 How are we going to package and send legal documents to its recipient?

Maat: Packaging mail correctly is a job within itself. Be sure that you have included all
required copies of any documents, a check to the court if needed, a self-addressed
stamped envelope (SASE) for the court to return copies of papers marked "filed," and
any other required documentation. Mail will go out in one of four ways: regular, certified
with return receipt requested (RRR), or overnight mail; or via courier:

Ending: Aside from packaging mail, we can send legal documents through a regular
mail which will be explained by Ms. Calderon.

Calderon:
The procedure is to create appropriate copies, address envelopes, put documents and
any other items inside the envelopes, stamp them, and hand them to the receptionist or
postal carrier. Rather than wrapping and mailing each item individually, multiple,
unrelated things are frequently placed aside and delivered together. If an in-house
stamp machine is available, it is recommended to be used when sending many
products.

Ending: Aside from regular mail, we can send legal documents through a certified mail
which will be explained by Ms. Mendoza.

Mendoza: Certified Mail, Return Receipt Requested (RRR) - Certified mail is a method
of delivery used for important mailings that require proof of receipt, such as legal
notifications. Certified mail provides the sender with a mailing receipt and a delivery
record that is maintained by the Postal Service. A return receipt that provides the
sender with proof of delivery can also be purchased for an additional fee. Certified mail
service is available for first-Class Mail.

Ending: Aside from certified mail, we can send legal documents through an overnight
mail which will be explained by Mr. Vasadre.

Vasadre: Overnight Mail

It is the express or priority mail with a delivery confirmation or an overnight service with
an on- line tracking system.

Ending: Aside from overnight mail, we can send legal documents through a courier
which will be explained by Ms. Calapano.

Calapano:
Courier - A great way to safely and securely send the documents to the right person is
through courier. It is often used with urgent documents particularly when there are many
copies that need to be sent. We should provide the correct sending address and all
pertinent information to the courier as well as our cell phone number as our contact
information, if questioned. Benefits of using courier is that there are discounted rates,
we are able to track the documents, hassle-free and efficient claim processing and
customer service staff to help us figure out the best options.

Pesimo:
Conclusion:
I would like to remind you that you need to treat these legal documents with utmost care
and importance. Make sure to double check everything & respond quickly for your
minimal errors. If for example, you forget to send a copy to Ms. Manimbao, make a copy
from the file and send it out as soon as possible. Most importantly, try to avoid errors,
but do not panic if you slip up on occasion. You'll be distracted when you go out of
focus. If needed, try to ask someone for help. Mistakes are bound to happen once in a
while. It is more important that you catch any mistakes and correct them quickly and
without any damages.

NOTES:
- Real-life samples
- Interaction with audiences
- Questions from Prof. Rax can be related to real-life samples (Our own ...)
- Examples should be PH Setting

Although affidavits are considered legal documents, anyone can draft one. As long as it
is signed, witnessed, and notarized correctly, the affidavit will be valid. This means that
you do not need to ask a lawyer to create an affidavit.

How to file an affidavit of loss?

A. An affidavit contains the following essential parts:

1. Title of the document

2. Your name, statement that you are of legal age, civil status, citizenship, and
residence address.
3. A narration of the circumstances of the loss, which includes (i) a description of
the item or document lost; (ii) a description of how it got lost; (iii) the effort
exerted to find it; and (iv) your request for a replacement of the item or document
lost.
4. The signature of the affiant. Affiant is the person executing/signing the document.
5. The jurat. The jurat is the oath or affirmation before the notary public that you
have personally executed the document in the presence of the notary.

B. Print at least three copies of the document

● The notary public will retain one copy.
● One copy goes to the office where you’ll submit the document.
● One copy goes to you, for your file.

C. Go to the notary public to have the document notarized.

● Do not forget to bring a valid ID to the notary as the latter will have to confirm
your identity.