The Affidavit of Undertaking to Submit Documents is a crucial legal instrument in Philippine business and administrative practice, commonly employed when immediate document submission is not feasible due to various legitimate circumstances such as processing delays, pending authentications, or document procurement challenges. This document type is recognized by Philippine government agencies, courts, and private institutions as a temporary measure to facilitate proceedings while ensuring compliance with documentary requirements. It gained particular significance in situations where standard processing times have been affected by external factors, and organizations need a formal mechanism to acknowledge pending submissions. The affidavit must be executed before a notary public and includes specific details about the documents to be submitted, submission timeline, and reasons for delay, making it a binding commitment under Philippine law.
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1. Title and Venue: Formal title 'AFFIDAVIT OF UNDERTAKING TO SUBMIT DOCUMENTS' and the location where the affidavit is executed
2. Affiant Information: Complete details of the person making the undertaking, including full name, age, citizenship, civil status, and complete address
3. Purpose Statement: Clear statement of the purpose or context for which the documents are being promised (e.g., visa application, business permit, etc.)
4. List of Documents: Detailed enumeration of all documents being undertaken to be submitted
5. Timeline and Submission Details: Specific timeframe within which the documents will be submitted and the manner of submission
6. Reason for Delayed Submission: Explanation of why the documents cannot be submitted immediately
7. Declaration of Truth: Statement affirming that all information provided is true and correct
8. Notarial Closing: Standard notarial closing including place and date of execution, jurat, and notary details
1. Special Circumstances: Additional explanation of any exceptional situations affecting document submission, used when there are unusual circumstances preventing normal document processing
2. Third Party Authorization: Authorization for another person to submit documents on behalf of the affiant, used when the affiant cannot personally submit the documents
3. Force Majeure Clause: Statement regarding circumstances beyond control that might affect compliance, used in situations where external factors might impact the ability to meet the deadline
4. Alternative Documents: List of alternative documents that might be submitted if original documents are unavailable, used when there are potential issues with obtaining original documents
1. Schedule A - Document Details: Detailed list of documents to be submitted, including specific requirements for each document (e.g., certification, authentication, translation requirements)
2. Schedule B - Submission Timeline: Detailed timeline for submission of each document, including any intermediate deadlines
3. Appendix 1 - Supporting Evidence: Copies of any supporting documents proving why the main documents cannot be immediately submitted (if applicable)
4. Appendix 2 - Agency Requirements: Specific requirements from the requesting agency regarding document submission (if applicable)
Relevant legal definitions
Clauses
Relevant Industries
Government and Public Sector
Banking and Financial Services
Real Estate and Property Development
Immigration and Travel
Education
Healthcare
Manufacturing
Construction
Import/Export
Professional Services
Telecommunications
Retail and Commerce
Relevant Teams
Legal
Compliance
Administrative
Human Resources
Corporate Secretariat
Regulatory Affairs
Government Relations
Risk Management
Operations
Document Control
Relevant Roles
Compliance Officer
Legal Counsel
Corporate Secretary
HR Manager
Administrative Manager
Regulatory Affairs Manager
Immigration Officer
Document Controller
Business License Coordinator
Permits and Licensing Specialist
Legal Administrative Assistant
Corporate Governance Officer
Risk Management Officer
Operations Manager
Government Relations Manager
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