The Supreme Court has reaffirmed the importance of a notary public’s duty to ensure the authenticity of documents by requiring personal appearance of signatories. In Tomas N. Orola and Phil. Nippon AOI Industry, Inc. v. Atty. Archie S. Baribar, the Court suspended a lawyer from the practice of law for one year for notarizing a document without the signatory being personally present. This case underscores the gravity of failing to uphold the standards of notarial practice, which are essential for maintaining public trust in legal documents. The ruling emphasizes that lawyers commissioned as notaries public must discharge their duties with fidelity, as dictated by public policy and public interest.

The Absent Signatory: When a Notary’s Oversight Leads to Suspension

The case revolves around a complaint filed against Atty. Archie S. Baribar for various violations, including notarizing a document without the personal appearance of one of the signatories, Docufredo Claveria. The complainants, Tomas N. Orola and Phil. Nippon AOI Industry, Inc., alleged that Atty. Baribar had filed a baseless labor case against them and notarized a Motion for Reconsideration on September 19, 2005, without Claveria’s presence, as Claveria was overseas at the time. Atty. Baribar admitted that Claveria was not present but argued that he knew Claveria personally and was familiar with his signature. This admission formed the crux of the case, highlighting a critical breach of notarial duty.

The Integrated Bar of the Philippines (IBP) investigated the matter and found Atty. Baribar liable for failing to ensure Claveria’s personal appearance during the notarization. The IBP’s report emphasized that a notary public must not perform a notarial act if the signatory is not personally present at the time of notarization. The IBP Board of Governors adopted the findings but modified the recommendation, suspending Atty. Baribar from the practice of law for one year and disqualifying him from being commissioned as a notary public for two years. The Supreme Court agreed with the IBP’s assessment, underscoring the significance of adherence to notarial rules.

At the heart of this case lies the fundamental principle that notarization is not a mere formality but a crucial act imbued with public interest. As the Supreme Court stated:

Notarization is not an empty, meaningless, or routinary act. It is impressed with substantial public interest, and only those who are qualified or authorized may act as such. It is not a purposeless ministerial act of acknowledging documents executed by parties who are willing to pay fees for notarization.

This highlights that notarization serves to ensure the authenticity and reliability of documents, converting private documents into public ones that are admissible in court without further proof of authenticity. The personal appearance requirement is in place to allow the notary public to verify the genuineness of the signatory’s signature and ascertain that the document is their own free act and deed. By neglecting to ensure Claveria’s presence, Atty. Baribar undermined the integrity of the notarization process.

The 2004 Rules on Notarial Practice explicitly mandate the personal appearance of the affiant before the notary public. Rule II, Section 1, states that acknowledgment refers to an act in which an individual:

(a) appears in person before the notary public and presents an integrally complete instrument or document;
(b) is attested to be personally known to the notary public or identified by the notary public through competent evidence of identity as defined by these Rules; and
(c) represents to the notary public that the signature on the instrument or document was voluntarily affixed by him for the purposes stated in the instrument or document, declares that he has executed the instrument or document as his free and voluntary act and deed, and, if he acts in a particular representative capacity, that he has the authority to sign in that capacity.

Further emphasizing this requirement, Rule IV, Section 2(b), prohibits a notary public from performing a notarial act if the signatory is not personally present at the time of notarization and is not personally known to the notary public or identified through competent evidence of identity. These rules leave no room for deviation and place a stringent duty on notaries public to ensure compliance.

This responsibility is particularly pronounced for lawyers commissioned as notaries public. The Court stressed that lawyers must uphold the integrity and dignity of the legal profession and refrain from any act that might lessen public trust. By violating the Notarial Rules, Atty. Baribar not only failed in his duty as a notary public but also compromised his professional obligations as a lawyer. The Supreme Court has consistently held that a lawyer’s duty as a notary public is dictated by public policy and impressed with public interest. The penalties for failing to discharge these duties range from revocation of notarial commission to suspension from the practice of law, depending on the circumstances of each case.

Several similar cases highlight the consequences of neglecting notarial duties. In Villarin v. Atty. Sabate, Jr., the Court suspended a notary public for one year for notarizing a Verification when some of the affiants were not present. Similarly, in Coquia v. Atty. Laforteza, the Court revoked a notarial commission for notarizing a pre-signed document and failing to verify the identity of all parties. These cases underscore the consistent stance of the Supreme Court in upholding the sanctity of notarial practice.

In conclusion, the Supreme Court’s decision in Orola v. Baribar serves as a stark reminder to all notaries public, particularly lawyers, of the critical importance of adhering to the rules governing notarial practice. The personal appearance requirement is not a mere technicality but a fundamental safeguard to ensure the authenticity and reliability of legal documents. Failure to comply with this requirement can lead to severe consequences, including suspension from the practice of law and revocation of notarial commission. This case reinforces the principle that notarial duties are impressed with public interest and that lawyers commissioned as notaries public must discharge these duties with utmost fidelity and diligence.

FAQs

What was the key issue in this case?	The key issue was whether Atty. Baribar violated the Rules on Notarial Practice by notarizing a document without ensuring the personal appearance of one of the signatories.
What was the Supreme Court’s ruling?	The Supreme Court found Atty. Baribar guilty of breach of the 2004 Rules on Notarial Practice and the Code of Professional Responsibility. He was suspended from the practice of law for one year, his notarial commission was revoked, and he was prohibited from being commissioned as a notary public for two years.
Why is personal appearance important in notarization?	Personal appearance ensures the authenticity of the document and allows the notary public to verify the genuineness of the signatory’s signature. It also confirms that the document is the signatory’s free act and deed.
What are the duties of a notary public?	A notary public must ensure that signatories appear personally before them, verify their identity, and confirm that they have voluntarily signed the document. They must also comply with all requirements under the 2004 Rules on Notarial Practice.
What is the legal basis for requiring personal appearance?	Rule II, Section 1, and Rule IV, Section 2(b) of the 2004 Rules on Notarial Practice explicitly require the personal appearance of the affiant before the notary public at the time of notarization.
What penalties can a notary public face for violating notarial rules?	Penalties can include revocation of notarial commission, disqualification from being commissioned as a notary public, and suspension from the practice of law, the terms of which vary based on the circumstances.
How does this case affect lawyers who are notaries public?	This case reinforces that lawyers commissioned as notaries public have a heightened responsibility to uphold the integrity of the legal profession and comply with notarial rules. Failure to do so can result in disciplinary action.
Can a notary public rely on familiarity with a person’s signature instead of requiring personal appearance?	No, the Rules on Notarial Practice require personal appearance regardless of whether the notary public is familiar with the person or their signature.

This case serves as a crucial reminder of the ethical and legal responsibilities of notaries public in the Philippines. The Supreme Court’s decision reinforces the importance of upholding the integrity of the notarial process to maintain public trust in legal documents.

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: Tomas N. Orola and Phil. Nippon AOI Industry, Inc. v. Atty. Archie S. Baribar, A.C. No. 6927, March 14, 2018