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Issuance of Encumbrance Certifications / Property Holdings / Sketch Plans

An encumbrance certification is issued to attest as to records, whether or not the real property described in a tax declaration is free from any financial or legal liability such as loan that has not been cleared, or a mortgage thereof while certification as to property holdings is issued to support clients’ process on settlement of estate of a deceased property owner and/or application for Agrarian Reform clearances, stating whether or not a person has property(land/building/machinery) declared for taxation and enumerating the same if applicable. Sketch Plan is also requested by clients in support to their private or government transactions requiring graphical representations of their land reflecting therein the adjoining property owners (Property Identification Numbers) and natural features surrounding the parcel.

Office or Division: City Assessor’s Office-Records Division
Classification: Simple
Type of Transaction: G2C - Government to Client; G2B - Government to Business; G2G - Government to Government 
Who May Avail: Property owners/Heirs/Authorized Representative & Govt. Entities

CHECKLIST OF REQUIREMENTS

  1. Notarized authorization if transaction is done by a representative from the Property Owner or the Legal Heirs of the deceased owner
Steps Service Details
1 Client Steps:  Sign in the Logbook at PACD
Agency Action: Give the logbook to the client with the instruction to proceed to Table No. 03 or 08 after signing    
Fees to be Paid: None    
Processign Time: 2 Minutes    
Person Responsible: Public Assistance & Complaints Desk Officer (PACD)
2 Client Steps:  Submit the required documents at Table 03 or 08​​​​​​​
Agency Action: Receive and verify the documents submitted and instruct the applicant to fill out the Requisition Slip with the information needed​​​​​​​
Fees to be Paid: None
Processign Time: 4 Minutes    
Person Responsible: Taxmapper –III from the City Assessor’s Office
2.1 Client Steps:  Fill out the Requisition Slip    ​​​​​​​
Agency Action: Issue order of payment and instruct the client to pay at the CTO    ​​​​​​​
3 Client Steps: Pay the required fees at the CTO by showing the order of payment    ​​​​​​​
Agency Action: Accept the payment based on the Order of Payment and issue Official Receipt(OR)​​​​​​​
Fees to be Paid: Certification Fee-  PHP 100.00​​​​​​​
Processign Time: 10 Minutes from receipt of order of payment    ​​​​​​​
Person Responsible: Local Treasury Operations Officer V from the City Treasury Office
4. Client Steps: Return to City Assessor’s Office and present the O.R.  ​​​​​​​
Agency Action: Check the O.R. and prepare the certification/sketch plan instructing the client to wait at the waiting area for its release.​​​​​​​
Fees to be Paid: None    ​​​​​​​
Processign Time: 30 Minutes     ​​​​​​​
Person Responsible: Local Assessment Operations Officer-IV/Tax Mapper /Draftsman II from the City Assessor’s Office
4.1 Agency Action: Release the certification/sketch plan and let the client sign the logbook after checking the certification
5 Client Steps: Receive and check details  on the certification /sketch plan and Sign the logbook     ​​​​​​​
Agency Action: Give the logbook to the client and advice to sign.    ​​​​​​​
Fees to be Paid: None    
Processign Time: 2 Minutes
Person Responsible: Local Assessment Operations Officer-IV from the City Assessor’s Office

Total Fees to be Paid: PHP 100.00    
Total Processing Time: 48 Minutes