Parts of a Notice of Decision in the Philippines: Required Contents and Format

A Notice of Decision (NOD) is the formal written communication that a case-handling body—court, quasi-judicial agency, local government unit (LGU), regulatory commission, or corporate tribunal—has rendered a decision and is placing the parties on notice of its contents and the next steps. In Philippine practice, the term covers two common forms:

a transmittal notice that encloses the full decision; or
a self-contained notice that itself embodies the decision (typical in administrative licensing or local regulatory actions).

Because the NOD is the trigger for appeal and execution timelines and is often the document that will be audited, posted, or served, precision in its contents and format is critical. Below is a practitioner-oriented guide to everything you need to include, with templates and checklists you can immediately use.

I. Core Principles (that apply across fora)

Clarity and completeness. The NOD must identify the parties, the case, the forum, the dispositive ruling, and the remedies/time limits.
Service starts the clock. Reglementary periods (for motion for reconsideration or appeal) generally run from receipt of the decision/notice by the party’s counsel or the party, depending on the forum’s rules.
Hierarchy of rules. The controlling requirements come from (a) the forum’s special rules or enabling law, (b) the Rules of Court (for judicial/quasi-judicial practice), (c) administrative issuances on service (including electronic service where allowed), and (d) local or agency formatting directives. When in doubt, follow the strictest applicable rule.
Records and proof. Always attach or keep proof of service (registry return card/courier proof/email headers/acknowledgment) and preserve the promulgation date.

II. Required Contents

A. Header and Case Identification

Government or institutional letterhead (or official seal).
Caption/Title of the Case. E.g., Juan Dela Cruz v. XYZ Corporation.
Docket/Case Number (and related reference numbers: permit/app ID, tax dec no., inspection report no., etc.).
Forum/Office (e.g., Regional Trial Court Branch __; NLRC; CSC; HLURB/DHSUD; ERC; SEC; LGU Office of the Mayor; University Tribunal; Corporate Appeals Board).
Nature of the Case/Proceeding (e.g., illegal dismissal; business permit revocation; administrative complaint; procurement protest).
Promulgation/Decision Date.

B. Addressee and Counsel of Record

Full name and address of each party’s counsel; if unrepresented, the party.
State “Service on counsel is service on the party.” (where applicable).
Include email addresses if electronic service is authorized or consented to.

C. Opening Paragraph (Purpose Statement)

A one-to-two sentence statement that:

the forum has rendered a Decision;
this letter gives notice of that decision; and
either attaches the decision (if using the transmittal model) or contains the decision in full (if using the self-contained model).

Example: “Please be informed that on 15 August 2025, this Office promulgated a Decision in the above-captioned case. This Notice summarizes the dispositive portion; the full Decision is attached.”

D. Material Findings (when the NOD is self-contained or when a brief summary is customary)

Concise statement of facts established.
Issues resolved.
Rulings and reasons (linking facts to law/regulations/contract).
Keep summaries neutral and accurate. Avoid argumentation beyond what the decision states.

E. Dispositive Portion (Operative Command)

This is the part that grants/denies relief, imposes penalties, orders or enjoins acts, and fixes amounts or terms. It is the heart of the notice and must be:

Standalone and unequivocal.
Numbered if multiple directives.
Time-bound (deadlines; effectivity; compliance dates).
Specific on amounts (with figures and words), interest, costs, and how to compute ongoing obligations.

Classic phrasing uses “WHEREFORE” or “ACCORDINGLY” and ends with “SO ORDERED.”

F. Remedies, Periods, and Where to File

Motion for Reconsideration (MR) or Appeal availability.
Exact reglementary period (e.g., “within fifteen [15] days from receipt of this Notice/Decision,” or the forum-specific period).
Filing office/portal (which court/division/agency unit; electronic portal where applicable).
Bond or fee requirements (if any), and computation base.
Effect of MR on appeal period (e.g., interruption/tolling rules).
Finality language if no remedy is available (e.g., ministerial approvals or non-appealable matters), or if the period lapses (often followed by a Certificate of Finality issued later).

Because these periods vary by forum (e.g., many administrative/quasi-judicial bodies use 15 days; labor rules may differ by unit; some procurement and immigration matters have their own clocks), the NOD should cite the governing rule/issuance by name and section to remove doubt.

G. Compliance and Monitoring Directives

Who must comply, what to submit, where/how to submit (physical counter or e-mail portal), and the deadline.
Consequence of non-compliance (e.g., sanctions, denial, blacklisting, execution).

H. Ancillary Orders (if any)

Writs/Notices to other offices (e.g., to Treasurer, HR, Registry of Deeds, SEC Company Reg, LTO/LTFRB, BI, PRC).
Preventive/Status quo orders lifted or maintained pending appeal.
Confidentiality or redaction directives (Data Privacy Act considerations).

I. Authentication and Signature

Name, position, and signature of the authorized signatory (judge/commissioner/chairperson/secretary/administrator/mayor/board secretary).
If a collegial body: include Resolution number, meeting date, quorum certification, and “By authority of the Board/Commission”.

J. Footers, Enclosures, Copy-Furnish

“Encl.: Decision dated __ pages” (if transmittal model).
“CC:” list (counsels, parties, implementing offices).
Document control code or barcode (if the office uses it).
Page count and initials for each page (optional but helpful).

K. Proof of Service (separate page or block)

Mode of service: personal, registered mail, courier, electronic (with consent/authorization), or a combination.
Addresses/emails used.
Date and time sent or received; attach evidence:
- Registered mail: registry receipts + return cards.
- Courier: airway bill + delivery report.
- Personal: receiving copy signed by recipient.
- Electronic: email headers/logs, read-receipt or acknowledgment; indicate that electronic service complies with the governing rules.
Name and signature of the officer who served the notice.

III. Format and Styling

While agencies have style sheets, a safe, professional, and audit-ready layout includes:

Margins: ~1" (2.54 cm) all around.
Font: 12-pt serif (Times New Roman/Cambria) or agency standard; 1.15 line spacing; justified body.
Headings in small caps or bold; numbered paragraphs for dispositive terms.
Consistent citation style for laws/regulations (e.g., “Sec. __, Rule __” or “Rule __, 2019 Amendments”).
Plain-language summaries with technical accuracy.
Signature page separated if the decision is lengthy.
Annex tabs labeled (A, B, C…) if documents are attached.

IV. Service Rules: Practical Notes

Service on counsel vs. party. If a party is represented, serve the counsel of record. Service on counsel is generally service on the party.
Counting periods. Day-count typically starts the day after receipt. If the last day falls on a weekend/holiday, it usually moves to the next working day (check the forum’s rule).
Mixed service (e.g., email + registered mail) is prudent; the earliest valid receipt generally starts the clock.
Address hygiene. Use the official address/email on record. If counsel withdrew or a party changed address, note it and serve accordingly.
Translations. Most decisions are in English; if the addressee requires Filipino or a local language (e.g., community postings by LGUs), provide a non-authoritative translation and state that the English version governs.

V. Data Privacy and Publication

Minimize personal data. Include only what is necessary (e.g., redact sensitive data in decisions to be posted on bulletin boards or websites).
For public posting requirements (e.g., procurement, franchising, zoning), post a redacted NOD and keep the unredacted copy in the case file.
If the decision will be used for background checks or clearances, prepare a certified true copy protocol.

VI. Special Contexts and Nuances

Labor and employment (e.g., DOLE/NLRC/NCMB): remedy and period language can differ (e.g., motions for reconsideration, appeals to Commission/Court of Appeals). Always state the exact number of days and the office where to file.
Civil service (CSC): indicate the appeal route (Commission proper/Court of Appeals) and interim execution rules, if any.
Local government licensing (business permits, zoning, occupancy): NODs often are the decisions. Spell out compliance checklists, reinspection windows, and penalties.
Regulatory commissions (ERC, NTC, SEC, IC, PRC): many require publication or posting and fees/bonds on appeal or reconsideration.
Immigration/visa and procurement matters have special clocks and forms—the NOD should mirror those exactly.
Collegial bodies: add a secretariat certification that the NOD reflects the board/commission action.

VII. Templates

A. Transmittal-Style Notice of Decision (with attached Decision)

[Agency/Office Letterhead] NOTICE OF DECISION Case: [Title] • Case No.: [Docket No.] • Nature: [e.g., Administrative Complaint]

To: [Name of Counsel/Party], [Address/Email]

Please be informed that on [Promulgation Date], this Office promulgated a Decision in the above-captioned case.

Dispositive Summary

[Directive 1, with amounts/dates]

[Directive 2]

[Costs/Fees/Interest, if any]

Remedies A [MR/Appeal] may be filed within [__] days from receipt of this Notice/Decision, with [Office/Division], subject to applicable [fees/bond, if any]. Filing an MR [does/does not] toll the period to appeal under [rule/issuance].

Compliance Submit proof of compliance to [unit/email] on or before [date]. Non-compliance may result in [sanction/execution].

SO ORDERED.

[Signature over Printed Name] [Position/Authority]

Encl.: Decision dated [date], [__] pages CC: [List] Proof of Service: See attached.

B. Self-Contained Notice of Decision (when the Notice is the Decision)

[Agency/Office Letterhead] NOTICE OF DECISION Case: [Title] • Case No.: [Docket No.] • Nature: [e.g., Application for Business Permit]

STATEMENT OF THE CASE [Brief narrative of application/complaint, proceedings, and submissions.]

ISSUES [List of issues.]

FINDINGS OF FACT [Material facts found.]

DISCUSSION [Analysis applying law/regulation to facts; cite sections/ordinances.]

DISPOSITIVE PORTION WHEREFORE, premises considered:

[APPROVED/DENIED/GRANTED IN PART] the [application/complaint];

[Orders/Directs] [party] to [act] within [__] days;

[Imposes] a penalty of ₱[amount] [with/without] interest; and

[Other relief].

REMEDIES A [MR/Appeal] may be filed within [__] days from receipt with [office/portal]. [State if bond/fee is required; effect on execution; posting/publication requirements.]

SO ORDERED. [Date], [City], Philippines.

[Signature over Printed Name] [Position/Authority]

Copy-Furnished: [List] Proof of Service: [Mode, date/time, tracking no.]

VIII. Checklists

Drafting Checklist (Substance)

Correct caption, docket no., forum.
Accurate promulgation date.
Clear dispositive portion (who, what, when, how much).
Remedies stated with exact period and filing office.
Compliance directives and deadlines.
Ancillary orders/notifications to other agencies.
Authority and signature correct (including board resolution if needed).
Data privacy: redactions for public copies.

Service Checklist (Procedure)

Verified service address/emails of counsel/parties.
Selected mode(s) of service compliant with the governing rules.
Prepared proof of service artifacts.
Calendarized follow-ups for return cards/delivery reports.
Filed/posted public notices if required.

IX. Common Pitfalls (and how to avoid them)

Vague dispositive terms. Fix with numbered, time-bound, and measurable directives.
Omitted remedy language. Always state the period and venue; attach a one-page Remedies Guide if the forum allows.
Mismatched parties or counsel. Cross-check the latest order for appearances/substitutions.
Counting from promulgation instead of receipt. Most clocks run from receipt—spell this out.
Serving the party when counsel is of record. Serve counsel (and optionally the party) to avoid defects.
No proof of service. Treat proof of service as indispensable—without it, enforcement or appeal defense is risky.
Data privacy lapses in posted notices. Redact sensitive identifiers.

X. Filing and Records Management

Control numbers and logbooks (physical or electronic) for outgoing NODs.
Case file mapping: NOD + decision + proof of service + registry receipts + return cards + delivery reports + email logs.
Certificate of Finality template ready for issuance upon lapse of the remedy period without filing.
Version control for corrected/errata notices (never silently replace; issue an Amended Notice of Decision with reasons).

XI. Quick-Reference: Essential Phrases You Can Reuse

“Please be informed that on [date], this Office promulgated a Decision…”
“A Motion for Reconsideration may be filed within [__] days from receipt…”
“Failure to comply within the period stated shall result in [sanction/execution]…”
“Service on counsel is service on the party.”
“SO ORDERED this [date], at [place], Philippines.”

Final Word

Treat the Notice of Decision as both a procedural instrument (it starts clocks and proves service) and an accountability document (it shows what, why, and how to comply). If you consistently include the parts above—clearly labeled, precisely worded, properly served—you will have a notice that stands up to audit, review, and enforcement in Philippine practice.