The Supreme Court held that a lawyer’s failure to properly record notarized documents in their notarial register constitutes misconduct, even if unintentional. This dereliction of duty undermines the integrity of the notarial process, which is critical for maintaining public trust in legal documents. As a consequence, the erring lawyer faced suspension from legal practice and revocation of their notarial commission.

Missing Entries, Misplaced Trust: When a Notary’s Oversight Leads to Legal Liability

This case revolves around a complaint filed against Atty. Edwin Pascua, a Notary Public in Cagayan, for allegedly falsifying two documents. The complainant, Father Ranhilio C. Aquino, asserted that Atty. Pascua notarized two affidavits but failed to enter them into his Notarial Register, implying a deliberate act of falsification. These affidavits were central to a case Atty. Pascua filed against the complainants before the Civil Service Commission. The issue before the Supreme Court was whether Atty. Pascua’s actions constituted misconduct and warranted disciplinary measures.

Atty. Pascua admitted to notarizing the documents but attributed the omission from his Notarial Register to the oversight of his legal secretary. He submitted her affidavit to support his claim of unintentional error. However, the Office of the Bar Confidant (OBC), tasked with investigating the matter, found this explanation unconvincing. The OBC highlighted that the documents were assigned numbers that did not align with the chronological order of entries in Atty. Pascua’s Notarial Register. This discrepancy, coupled with the timing of the submission of one affidavit after another was withdrawn, suggested that Atty. Pascua had assigned fictitious numbers to the affidavits.

The Supreme Court, in agreement with the OBC’s findings, emphasized the importance of maintaining the integrity of the notarial process. The Court underscored the critical role notaries public play in attesting to the authenticity of documents and preserving public trust in legal instruments. Citing Section 246, Article V, Title IV, Chapter II of the Revised Administrative Code, the Court reiterated the explicit requirements for notaries to meticulously record all notarial acts in their register:

Under the notarial law, “the notary public shall enter in such register, in chronological order, the nature of each instrument executed, sworn to, or acknowledged before him, the person executing, swearing to, or acknowledging the instrument, xxx xxx. The notary shall give to each instrument executed, sworn to, or acknowledged before him a number corresponding to the one in his register, and shall also state on the instrument the page or pages of his register on which the same is recorded. No blank line shall be left between entries”

The Court stated that failing to comply with these requirements constitutes dereliction of duty and grounds for disciplinary action. The Court reasoned that whether the omission was intentional or due to negligence on the part of his staff, Atty. Pascua remained accountable for upholding his duties as a notary public. Even without criminal intent, the Court ruled that the actions still constituted “misconduct.”

Acknowledging Atty. Pascua’s first offense, the Supreme Court opted for a more lenient penalty than disbarment. However, the Court made it clear that such misconduct would not be tolerated and affirmed the significance of honesty and integrity among members of the bar. In determining the appropriate sanction, the Court referenced prior cases involving similar violations of notarial duties.

The Supreme Court declared Atty. Edwin Pascua guilty of misconduct and suspended him from the practice of law for three months. Moreover, the Court ordered the revocation of his notarial commission, if still existing, as his actions undermined the integrity and reliability expected of notarial acts.

FAQs

What was the key issue in this case?	The key issue was whether Atty. Pascua committed misconduct by failing to record notarized documents in his Notarial Register, and what the appropriate disciplinary action should be.
What is a Notarial Register?	A Notarial Register is an official record book where a notary public records all notarial acts performed, including the dates, parties involved, and type of document. This register serves as an essential record for verifying the authenticity and legality of notarized documents.
Why is it important for notaries to maintain accurate records?	Maintaining accurate records is crucial because it ensures the integrity and reliability of notarized documents. Proper record-keeping prevents fraud, provides a reliable reference for legal purposes, and upholds public trust in the notarial process.
What is the consequence of not recording a notarized document?	Failure to record a notarized document can lead to disciplinary actions, including suspension from legal practice and revocation of the notarial commission. It can also undermine the validity of the notarized document.
What does ‘misconduct’ mean in this context?	In this context, ‘misconduct’ refers to wrongful, improper, or unlawful conduct that violates the ethical standards and duties expected of a lawyer and notary public. While it doesn’t necessarily imply criminal intent, it demonstrates a lack of diligence and integrity.
Can a lawyer be held liable for the mistakes of their staff?	Yes, a lawyer is generally held responsible for the actions and omissions of their staff, especially when those actions relate to the lawyer’s professional duties. Attorneys have a responsibility to ensure their staff are properly trained and supervised.
What was the penalty imposed on Atty. Pascua in this case?	Atty. Pascua was suspended from the practice of law for three months, and his notarial commission, if still existing, was revoked. This penalty reflects the seriousness of the misconduct while acknowledging that it was his first offense.
What can other lawyers learn from this case?	Lawyers should learn the importance of meticulously fulfilling their duties as notaries public, including maintaining accurate records of all notarial acts. It also reinforces the need for proper oversight of staff and the consequences of failing to uphold the integrity of the notarial process.

This case serves as a crucial reminder to all lawyers, particularly those commissioned as notaries public, of the serious responsibility entrusted to them. Meticulous compliance with notarial requirements is non-negotiable, and any deviation, whether intentional or negligent, can result in severe consequences that affect both their professional standing and the public’s faith in the legal system.

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: FATHER RANHILIO C. AQUINO, ET AL. VS. ATTY. EDWIN PASCUA, A.C. NO. 5095, November 28, 2007