Required Documents for Filing a Small Claims Case in the Philippines
(Updated as of July 31 2025 — Rules of Procedure for Small Claims Cases, A.M. No. 08-8-7-SC, as amended)
Quick take-away: You need **(1) the right Supreme Court forms, (2) proof of the debt, (3) proof you first demanded payment, and (4) enough identical sets of everything for the court and each defendant — plus ID copies and a filing-fee receipt. Skimp on any of these and your case will be dismissed outright or you’ll be sent back to complete them.
1. Snapshot of the Philippine Small Claims System
| Feature | Current rule (2025) |
|---|---|
| Monetary ceiling | ₱ 400,000 (exclusive of interest and costs) |
| Court | First-Level Courts (Metropolitan, Municipal, or Municipal Circuit Trial Court) where plaintiff resides or where defendant resides / does business |
| Lawyers inside the hearing room? | No (except if the lawyer is the plaintiff/defendant) |
| Expected timeline | 30 days ± from filing to decision |
| Appeal? | None – decisions are immediately final & executory |
2. Governing Instruments & Why They Matter
- A.M. No. 08-8-7-SC – original 2008 Rule creating small claims; latest consolidated amendments took effect April 11 2022.
- OCA Circulars – fix docket and service fees, form updates, and pilot e-payment rules.
- Supreme Court-issued Forms (Forms 1-SCC to 10-SCC) – mandatory; any homemade pleading will be rejected.
3. Core Documentary Requirements
| # | Document | Purpose | Key points & tips |
|---|---|---|---|
| 1 | Statement of Claim (Form 1-SCC) – includes Verification & Certification of Non-Forum Shopping | This is the complaint itself | • Fill in all blanks – court will not complete them for you. • Tick boxes accurately (individual, sole prop, corporation, cooperative, etc.). |
| 2 | Proof of the Obligation | Shows debt exists | • Signed contract, promissory note, sales invoice, official receipt, cheque, delivery receipt, or electronic evidence (emails, SMS screenshots, GCash logs). • Submit original for court inspection and photocopies for the file. |
| 3 | Demand Letter & Proof of Service | Shows you tried to settle first (condition precedent) | • Attach courier/registered-mail registry receipt or screenshot of read confirmation. • If oral demand only, execute a Sworn Certification narrating date, place, and witness. |
| 4 | Government-issued ID of Plaintiff (and Representative) | Confirms identity & legal standing | • 1 valid ID (front & back) per set. Passports, PhilSys, driver’s license, UMID, etc. |
| 5 | Special Power of Attorney (Form 7-SCC) or Board Resolution | Required if a non-party representative files/appears | • Must be notarised. • If the plaintiff is a corporation/partnership, attach Secretary’s Certificate. |
| 6 | Sworn Statement of Witness (Form 3-SCC) if you are relying on witness testimony | Replaces in-person direct testimony | • Must narrate personal knowledge, signed & notarised. • Per Rule 5 §20, no separate judicial affidavits allowed. |
| 7 | Computation of Amount Due | Helps court verify sum claimed | • Show principal, interest, penalties, less payments. • Attach spreadsheet or simple handwritten table signed under oath. |
| 8 | Proof of Exemption / Indigency (optional) | Waives filing fees | • Certificate of Indigency from the Barangay Captain/DSWD or notarised Affidavit of Indigency + latest ITR. • Court may still require hearing on entitlement. |
| 9 | Filing-Fee Official Receipt | Jurisdictional; without it, case is not deemed filed | • Pay at the Clerk of Court’s Office cashier.* • E-Payment pilot courts accept QR Ph receipt print-out. |
* Indicative fees (2025):
- ≤ ₱ 20,000 → ₱ 1,000 total
- ₱ 20,001 – 200,000 → ₱ 1,000 + 1% of excess over ₱ 20k
- ₱ 200,001 – 400,000 → ₱ 2,800 + 0.3% of excess over ₱ 200k (Includes adjudication fee, legal research, COC, mediation fund, and sheriff’s service.)
4. Copies, Form, and Packaging Rules
Number of Sets
- Original – court file (with originals of documentary evidence)
- Certified true photocopies – one complete set per defendant
- Service copy – for the plaintiff’s own records
Paper & Formatting
- White, A4 (210 × 297 mm) or 8½ × 13 in. bond.
- Single-sided print, 1.5-line spacing, Arial/Times 12-pt.
- Exhibits tabbed and paginated sequentially (“Exh. A, A-1, B…”).
Stapling & Labelling
- Each set fastened top-left w/ two-inch paper fastener.
- Place in long brown envelope marked “SMALL CLAIMS – [PLAINTIFF vs. DEFENDANT]”.
Electronic Filing (where available)
- E-Small Claims Module (under eCourt) in 157 pilot courts; upload PDFs ≤ 10 MB each.
- Still lodge one hard-copy set within five (5) days.
5. Special Scenarios & Their Extra Papers
| Scenario | Extra document(s) |
|---|---|
| Claim vs. foreign or temporarily absent defendant | Affidavit of Last Known Address + Courier proof of transmittal |
| Multiple plaintiffs/defendants | Add Joint Verification & Certification page bearing all signatures |
| Autonomous Region in Muslim Mindanao (ARMM/BARMM) with Shari’a jurisdiction | Certification of Non-Submission to Amicable Settlement before the Imam/Kadi |
| Bank deposits / credit card debt | Latest SOA and computation of finance charges |
| Plaintiff is a cooperative | CDA Certificate of Registration + Board Resolution authorising representative |
| Defendant is an estate | Copy of Letters of Administration or of the self-appointed estate’s representative’s SPA |
6. Filing Workflow Cheat-Sheet
- Prepare & sign Form 1-SCC + annexes.
- Go to Clerk of Court → have the docketing clerk pre-assess fees.
- Pay fees at cashier → attach official receipt to the original set.
- Oath-taking – Clerk of Court or Notary public administers oath on Verification, SPAs, affidavits.
- Docket number issued → clerk stamps all copies “Received” with date & time.
- Await summons – court serves Form 2-SCC to defendant (plaintiff no longer needs to serve).
7. Common Rejection Grounds & How to Avoid Them
| Pitfall | Fix ahead of time |
|---|---|
| Blank items or unchecked boxes in Form 1-SCC | Double-check every field; write “N/A” where not applicable |
| Outdated forms (pre-2022) | Download latest versions from sc.judiciary.gov.ph/forms |
| Demand letter dated after filing date | File only after 15 days from demand (or whatever grace period contract gives) |
| Insufficient copies | Count defendants; prepare one full set per defendant + court copy |
| Affidavit not notarised | Bring valid ID & appear before notary/clerk for oath |
| Photocopies not Certified True | Have the Clerk stamp & sign each page of exhibits submitted as copy |
8. Practical Tips from Court Clerks
- Use clear, legible scans for e-filing; blurred GCash screenshots cause dismissal for “illegibility.”
- When claiming interest, show the exact provision in the contract or cite Art. 1956 Civil Code.
- If parties later settle, you can file “Motion to Approve Compromise Agreement” even before hearing; attach the signed compromise.
- Keep SMS and Viber chats in native .txt or html export; printouts alone are questioned under the Rules on Electronic Evidence unless accompanied by a Certification of Authenticity.
9. One-Page Checklist
- Form 1-SCC completely filled & signed
- Verification & Certification of Non-Forum Shopping notarised
- Documentary evidence (contracts, receipts, notes) – originals & copies
- Demand letter + proof of service ≥ 15 days before filing
- Computation sheet of claim
- Valid ID copies of plaintiff / representative
- SPA / Board Resolution / Affidavit (if filing through representative)
- Witness affidavits (if any) notarised
- Filing-fee OR attached
- Sets of copies — 1 × court + 1 × each defendant
10. Conclusion
Submitting a small claims case in the Philippines is designed to be lawyer-free and paper-light, but only if you follow the formality rulebook. Gather the mandatory Supreme Court forms, solid documentary evidence, proof of prior demand, and the proper number of certified copies. Check every box, notarise sworn statements, and pay the correct fees. Do this, and you maximise your chances of securing a quick, final judgment within a month — no costly appeals, no courtroom theatrics.
Disclaimer: This article provides general legal information, not legal advice. For case-specific guidance, consult the Public Attorney’s Office, Integrated Bar of the Philippines Legal Aid, or a qualified practitioner outside the hearing room.