SAMPLE

Minutes of Pre-Hearing Conference

(HEADING)

PHILIPPINE NATIONAL POLICE,

Complainant,

-versus- Administrative Case No. 09-10-01

For: Grave Misconduct

SPO1 Juan Dela Cruz,

Respondent.
x------------------------------------------x

MINUTES OF PRE-HEARING CONFERENCE

This is to certify that on the pre-hearing conference conducted at ____ o’clock this
_______ day of __________________________________ the following proceeding took
place:

The SHO welcomed the parties to the Office of

__________________________________________________________, introduced (SHO’s
Office/venue)
himself and called the pre-hearing conference to order.

Summary Hearing Officer: Are both of the parties present?

COMPLAINANT:
RESPONDENT:

SHO: I want to inform both parties that you have the right to be represented y counsel. Is the
complainant represented by counsel/attorney?
C: ___________________________________________ ______ __________

SHO:Is the respondent represented by counsel/attorney?

R: ___________________________________________ ______ ____________

SHO: We are now conducting this pre-hearing conference for the purpose of: 1) defining and
simplifying the issues of the case; 2) entering into admission and/or stipulation of facts; 3)
limiting the number of witness to be presented; 4) scheduling the dates of hearing; 5) marking
of exhibits; and 6) threshing out other matters relevant to the case.

SHO: Now, may we know what are the issues raised by the complainant?
C: ___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________

SHO: What are the issues raised by the respondent?

R: ___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________

SHO: What are the admissions of the complainant?

C: ___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________

SHO: What are the admissions of the respondent?

R: ___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________

SHO: Based on the admission of the complainant and the respondent, do you now agree
that these are the stipulated facts?
(SHO shall enumerate what has been stipulated.)
___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________
___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________

SHO: How many witnesses and their respective names would the complainant present?
C: names of witnesses _____________________________________ ______
_______________________________ _____________________________________
________________________________________

SHO: How many witnesses and their respective names would the respondent present?
R: names of witnesses _____________________________________ ______
_______________________________ _____________________________________
________________________________________

SHO: What are the exhibits that the complainant wish to submit and mark?
C: The following evidence were marked/submitted(by letters of the alphabet):
_________________________________________________________________________
_________________________________________________________________________
______.___________________________________________ ______ ____________
_______________________ _____________________

SHO: What are the exhibits that the respondent wish to submit and mark?
R: The following evidence were marked/submitted (by numbers):
_________________________________________________________________________
_________________________________________________________________________
______.___________________________________________ ______ ________________
________________________________________

SHO: Are there other matters relevant to the case which the complainant or thee
respondent wish to thresh out?
C: ___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________
R: ___________________________________________ ______ ____________
_______________________ _____________________ ________________
________________________________________

SHO: Before we set the dates of the hearing proper, I wish to inform the complainant and the
respondent that summary hearing proper be dispensed with, and instead memorandum or
position papers be submitted within ten(10) days from this pre-hearing conference. I will
resolve the case based on the position papers you will submit and the evidence you have
submitted. Otherwise, we will proceed with the hearing proper. Do you agree?
C: ___________________________________________ ______ ____________
R: ___________________________________________ ______ ____________

(IF TRIAL TYPE)

SHO: The hearing proper is now set on ______(date/s)_________ at _____(time) at
____(venue)________.

SHO: We will no longer send you summons for the hearing proper, but expect you to be
present on the set schedule/s.

CLOSING REMARKS:
SHO: We are now terminating our Pre-Hearing Conference. Thank you and good day.

Additional Remarks:(Additional pages attached as necessary) ______________

____________________________________________________________________.
Certified Correct:
___________________________
(Summary Hearing Officer)
With our conformity:
________________________________
(Complainant or Counsel for Complainant)
_________________________________
(Respondent or Counsel for Respondent)