Key Points of the Revised Guidelines
1. Coverage:
- Applies to all Supreme Court-bound papers and their annexes, as mandated by the Efficient Use of Paper Rule.
2. Manner of Transmittal:
- Electronic copies must be submitted within 24 hours of filing hard copies (via personal filing, registered mail, or accredited courier) through email.
- Failure to submit electronic copies within this timeframe may result in non-compliance, risking case dismissal.
3. Date and Time of Filing:
- Hard copy filing (personal, registered mail, or courier): The filing date is the date and time the hard copy is received, not the electronic copy transmission.
- Online filing (via email or other electronic means): The filing date is the date of electronic transmission, but only for:
- Initiatory pleadings (e.g., Complaint, Petition) and initial responsive pleadings (e.g., Answer, Comment).
- Appendices/exhibits not easily scannable.
- Sealed/confidential documents.
- Express court permission is required for online filing of the above documents. Without permission, the filing date reverts to the hard copy submission date.
4. Proof of Filing Hard Copy:
- Electronic copies must be **exact copies** of the filed hard copies. Proof of filing includes:
- Personal filing: Electronic copy must show the **official receiving stamp** with date, time, and signature of the receiving clerk.
- Registered mail/courier: Include scanned copies of:
- Proof of mailing (e.g., Affidavit of Service, proof of delivery to post office/courier).
- Proof of payment (e.g., Postal Money Order).
- Online filing: Include:
- PDF of Affidavit of Electronic Filing with an undertaking to submit hard copies within 24 hours.
- Court’s express authority for online filing of specific documents.
- Non-compliance with proof requirements may lead to dismissal for technical reasons.
5. Electronic File Format:
- Files must be in PDF format, individually saved, and attached to the email.
- Filenames must match document titles (e.g., "Petition for Review.pdf", "Annex A.pdf").
- Incorrect formatting or naming may cause delays or rejection.
6. Receiving/Docketing Offices:
- Electronic copies must be emailed to the correct docketing office based on case type:
- Judicial cases: Judicial Records Office (JRO) – `efile_jro.sc@judiciary.gov.ph` (hard copy filing) or `judicialrecordsoffice.sc@judiciary.gov.ph` (online filing).
- Administrative complaints (SC personnel): Judicial Integrity Board (JIB) – `cds_jib.sc@judiciary.gov.ph`.
- Administrative matters (SC): Office of the Clerk of Court En Banc – `enbanc.sc@judiciary.gov.ph`.
- Complaints against lawyers: Office of the Bar Confidant (OBC) – `efile_bar.sc@judiciary.gov.ph`.
- Sending to the wrong email address may result in non-compliance.
7. E-mail Format:
- Subject line: Include case/docket number, case title, and document title (e.g., "G.R. No. 123456 (John Doe vs. Juan Dela Cruz) – Petition for Review").
- Body of email must specify:
- Manner of filing (personal, registered mail, courier, or online).
- Date of filing or electronic transmission.
- Case details (case number, title, filing party’s name, contact numbers, other email addresses).
- List of attached documents (e.g., Petition, Annex A, etc.).
- All documents for one case should be in a single email unless file size exceeds email limits, in which case send in batches (e.g., "batch 1 of 3").
- Incorrect email format may lead to processing issues.
8. Verified Declaration:
- Attach a **Verified Declaration** confirming that electronic copies are complete and true copies of the filed hard copies. Format:
- Declares documents are true copies.
- Specifies manner of filing.
- Includes signature, printed name, position, date, and notarization details.
- Failure to include this declaration may result in non-compliance.
9. Docketing Office Responsibilities:
- Docketing offices monitor compliance and report failures to the Court, which may lead to sanctions or dismissal for non-compliance.
Critical E-Filing Procedures for Trial Lawyers
To avoid technical case dismissal, trial lawyers must strictly adhere to the following:
- Timely Submission: Submit electronic copies within 24 hours of hard copy filing or electronic transmission.
- Exact Copies: Ensure electronic copies are identical to hard copies, including stamps, signatures, and proofs of filing (e.g., receiving stamp, proof of mailing).
- *mCourt Permission for Online Filing: Secure express court approval for online filing of initiatory pleadings, exhibits, or confidential documents; otherwise, rely on hard copy filing.
- Correct Email and Format: Send to the appropriate docketing office with the prescribed subject line and body format. Use PDF files with proper filenames.
- Complete Proofs: Include required proofs (stamps, affidavits, payment receipts, or court authorization) in electronic copies.
- Verified Declaration: Always attach a properly notarized Verified Declaration.
- Single Case per Email: Attach all documents for one case to one email (or clearly labeled batches if size-limited).
- Check Compliance: Verify all requirements (format, naming, proofs, declaration) before submission to avoid rejection or dismissal for technicalities.
By meticulously following these procedures, lawyers can ensure compliance with the Supreme Court’s e-filing rules and minimize the risk of case dismissal.
Summarized by Grok AI app, June 17, 2025, upon request of Atty. Manuel Laserna Jr.
