Holy Gardens administrative plans and process flows: CO

Showing posts with label CO. Show all posts

Friday, April 10, 2026

Follow up on printing of new forms: PPA, CO DOS

Memorandum:

To: All Sbus

Thru: Ms Tina please make sure that people staff at sbus understand. Increase

the power of communication. Please copy All if memos are just addressed

to your sbus, esp Mam Armi

cc: Madel

Date: April 10, 2026

SUBJECT FOLLOW UP SOLUTION TO DELAYED ISSUANCE OF CO DOS TO CUSTOMERS

Objectives:

1. To recover our connection and trust of customers;

2. To help rebuild sales

3. To conform with the law as PD 957 and EO 648 order that titles (CO DOS)

1. shall be issued immediately for spot cash payments

2. and not later than 6 mos after full payment of installment sales

Penalty are:

1. Fines of P20,000;

2. Imprisonment of at least 6 mos

3. Other sanctions that may apply to future projects (blacklisting etc)

from

SEC. 25. Issuance of Title. – The owner or developer shall deliver the title of the lot or unit to the buyer upon full payment of the lot or unit. No fees, except those required for the registration of the deed of sale in the Registry of Deeds, shall be collected for the issuance of such title. In the event a mortgage over the lot or unit is outstanding at the time of the issuance of the title to the buyer, the owner or developer shall redeem the mortgage or the corresponding portion thereof within six months from such issuance in order that the title over any fully paid lot or unit may be secured and delivered to the buyer in accordance herewith.

SEC. 39. Penalties. – Any person who shall violate any of the provisions of this Decree and/or any rule or regulation that may be issued pursuant to this Decree shall, upon conviction, be punished by a fine of nor more than twenty thousand (P20,000.00) pesos and/or imprisonment of not more than ten (10) years. Provided, that in the case of corporations, partnerships, cooperatives, or associations, the President, Manager or Administrator or the person who has charge of the administration of the business shall be criminally responsible for any violation of this Decree and/or the rules and regulations promulgated pursuant thereto.

THESE ARE SERIOUS PENALTIES for lack of promptness in our action - fines and imprisonment MATAKOT TAYO.

Reality: (Background)

1. We have backlogs reaching back 5 years or more; we have faced challenges with

irate buyers

2. We planned that in 2026 beginning January we will address this challenge thus we

revised the forms and engaged printer to redesign the forms which now has

security features in view of the reported sbu printing illegally the forms for sale

that did not accrue to the sbu WE ALSO EDITED AND UPDATED THE FORMS TO

INCLUDE LATEST CONCERN THAT CONCERNS PLOT MAINTENANCE AND

CONSTRUCTION 0 INTEREST PROMOS

It is now April (4 months hence) and we are still following up.

3. I talked to Mam Elvie and she said the reason for lack of action on the PO and DP

is the presencee of large number of forms at Songcuan but no one is looking for

the forms

4. The printer indicated that there will be price increses in view of the current price increases due to war in Iran

5. We wonder if the instruction to LIST DOWN THE PROBLEMS IN CO DOS HAS BEEN DONE. ???

What to do next:? ACTION

1. Follow up po and dp - SOON PO SANA

2. Isubmit copy this office THE LIST OF COMPLAINING CUSTOMERS AND OR

OR CUSTOMERS WHO HAVE PAID AND STILL DO NOT HAVE CO DOS

3. In the meantime let us issue CERTIFICATE OF FULL PAYMENT

TO THOSE WHO HAVE PAID IN FULL IN CASH OR IN INSTALLMENT

using this format

PRE NUMBERED AND WITH REGISTRY:

Sbu name and Logo No.

CERTIFICATE OF FULL PAYMENT

This hereby certifies that

__________________________________________________

has paid in full (spot cash/) amortization on _______________________

and such shall be issued corresponding CO DOS upon receipt of forms

from printer, and entitled to privileges of interment that pertains to lot ____
___________________

__________________________ _________________________

AUTHORIZED SIGNATORY DATE

Note: THIS CERTIFICATION SHALL BE SURRENDERED UPON ISSUANCE OF

CO DOS.

-X-X-X-X-X-X-X

May be signed by any or all authorized signatories; two signatures are required for GE upon presentation of proof of full payment (ledgers) and certifiedd initialled by CMO and SFC to done asap .

FOR COMPLIANCE AND WORKSHOP FOR UNDERSTANDING

Wednesday, February 11, 2026

Sulbmission of requirements for PPA, CO DOS

Memorandum:

To: All SBUs

Subject: Submission of requirements for docs for printing

cc: MRSS,

Date: February 3, 2026

thru: CSS

Ilan po ang: (Cristina please have this completed by tomorrow, February 12) WE NEED TO SOLVE THIS PROBLEM ASAP BKA MAKULONG TAYO

SBUs LU SCC Hamp HMMG HGGMP HGCMP HGOMP

Starting Inventory

Backlog

Projected 2026 sales

For ordering (pcs)

PPA

DOS

This is the first step in clearing our offices of backlogs for CO DOS which are running into years.

This must be inclluded in WO

Delivery of the title timeline

on time frame to deliver title immediately (not one year as prescribed by former resigned employee) upon full paymetn, and not more than 6 months in case there is a .

Section 25. Issuance of Title. The owner or developer shall deliver the title of the lot or unit to the buyer upon full payment of the lot or unit. No fee, except those required for the registration of the deed of sale in the , shall be collected for the issuance of such title. In the event a mortgage over the lot or unit is outstanding at the time of the issuance of the title to the buyer, the owner or developer shall redeem the mortgage or the corresponding portion thereof within six months from such issuance in order that the title over any fully paid lot or unit may be secured and delivered to the buyer in accordance herewith

Penalties: Fine of 20,000 and imprisonment of 10 years

Section 39. Penalties. Any person who shall violate any of the provisions of this Decree and/or any rule or regulation that may be issued pursuant to this Decree shall, upon conviction, be punished by a fine of not more than twenty thousand (P20,000.00) pesos and/or imprisonment of not more than ten years: Provided, That in the case of corporations, partnership, cooperatives, or associations, the President, Manager or Administrator or the person who has charge of the administration of the business shall be criminally responsible for any violation of this Decree and/or the rules and regulations promulgated pursuant thereto.

Monday, January 19, 2026

Reminder on MC on proper use of PPA (to be printed) 4 copies carbonized

Memorandum

To: All

Subject: Reprint, reminder on use of

Memorandum Circular No 2017

: To

cc: Mam Madel

Chief Accountant

Objectives:

1. To lessen losses and problem about missing PPA

2. To ensure integrity of our sales processes

3. To improve our relationship with the customers

Reality background

The following things were observed in :

1. While we sent many PPA, we ran out of PPA because many agents took home pads of PPA leaving nothing for the office

2. PPA during the past campaign resurfaced in this new sales campaing showing loose control of PPA

3. Employees and cmo were observed to be approving the PPA despite instructions on the contrary. If we allow the sellers to take home the PPA, and the employees to sign the contract, it is possible that they will on their own sell the plots and collect monthly installment for their own account. It has happened in Calamba lately: ie the customer got a plot in March, and paid promptly his amortization. The seller did not remit the colleciton

What:

Correct procedure on the issuance and control of PPA:

1. The will be upon their request and past performance be sent just enough number of PPA

2. The TA and the CSS in charge will have master list or control of the PPA that were sent or received.

3. The customers must as as much as possible accomplish the PPA at the office and properly supervised. The sellers must be trained and given reminders on correct accomplishment of PPA

Basic things to be properly monitored:

1. Name and basic information of the customer:; address, CP and email address (for and greetings)

2. The amount of contract and monthly payment (some of the staff and sellers are in a hurry to write the amount that we cant decipher what they wrote

3. The plot, number, block number. There are many erasures hence when the CO will be issued, there will be challengers

4. The beneficiary: The beneficiary will be the one to deal with us in case of the death of the principal. He/she will become the authorized representative. Hence avoid accepting minors or persons not related to the principal as the beneficiary

5. - Signature over complete printed name.

6. Writing on the PPA

Print legibly the name of the principal and then he she signs over this front and back. When writing at the back, place carton hard paper so that it will not create more marks on the PPA

Remember this is what the customer paid for and will pay for the next 60 months

Write the date.

Use ball pen when accomplishing the PPA write legibly and with slightly more pressure

4. The goal is to have the white copy given to the customer within 7 calendar days. Thus use the portal with the drop box for single entry and multi posting

We really have to work extra hard. We have to change the way we think and work

5. As for the PPA control:

1. The seller must register his buyer on a log book record book and be given a form on the basis of the name he/she gave.

2. The seller must receive the form and return this within 24 hours and to be issued a receipt.

3. If the PPA is not returned within 24 hours:

1. It is invalidated (no more ) and the seller pays P50.00 for the form that is presumed to have been lost. The CSS no longer accepts the PPA beyond the 24 hours. In the record, book it is cancelled at 3ffb and the SBU. Thus if invalidated and the seller submits it beyond the prescribed period, the PPA which is invalidated is considered null and void

6. If the seller does not return the PPA that has been accomplished and it reappears after the customer follows this up (unremitted payment) the seller's authority to sell is cancelled and shall not be allowed to sell anymore (summary decision - no hearing investigation)

7. TA and the SBU must reconcile weekly

For strict implementation and compliance

Wednesday, January 14, 2026

Forms control MC - is your sbu following this?

Memorandum Circular No 2017

: To All

CSS 2

Treasury Assistant

cc: Mam Madel

Chief Accountant

Objectives:

1. To lessen losses and problem about missing

2. To ensure integrity of our sales processes

3. To improve our relationship with the customers

Reality background

The following things were observed in :

1. While we sent many PPA, we ran out of PPA because many agents took home pads of PPA leaving nothing for the office

2. PPA during the past campaign resurfaced in this new sales campaign showing loose control of PPA

What:

Correct procedure on the issuance and control of PPA:

1. The SBU will be upon their request and past performance be sent just enough number of PPA

2. The TA and the CSS in charge will have master list or control of the PPA that were sent or received.

3. The customers must as as much as possible accomplish the PPA at the office and properly supervised. The sellers must be trained and given reminders on correct accomplishment of PPA

Basic things to be properly monitored:

1. Name and basic information of the customer:; address, CP and email address (for and greetings)

2. The amount of contract and monthly payment (some of the staff and sellers are in a hurry to write the amount that we cant decipher what they wrote

3. The plot, number, block number. There are many erasures hence when the CO will be issued, there will be challengers

5. SOCPN - Signature over complete printed name.

6. Writing on the PPA

Print legibly the name of the principal and then he she signs over this front and back. When writing at the back, place carton hard paper so that it will not create more marks on the PPA

Remember this is what the customer paid for and will pay for the next 60 months

Write the date.

Use ball pen when accomplishing the PPA write legibly and with slightly more pressure

4. The goal is to have the white copy given to the customer within 7 calendar days. Thus use the portal with the drop box for single entry and multi posting

We really have to work extra hard. We have to change the way we think and work

5. As for the PPA control:

1. The seller must register his buyer on a log book record book and be given a form on the basis of the name he/she gave.

2. The seller must receive the form and return this within 24 hours and to be issued a receipt.

3. If the PPA is not returned within 24 hours:

7. TA (Cash Assistant) and the SBU must reconcile weekly

For strict implementation and compliance

Jorge U. Saguinsin

Friday, January 9, 2026

NOTES ON SPECIAL TRANSACTION

Since we are striving to remove documents backlog. Much delay is attributed to special transactions. They do not follow the usual process and chokes the flow of documents

---------- Forwarded message ---------
From: Jorge Saguinsin <holygardens.groupnew@gmail.com>
Date: Fri, Jan 9, 2026 at 12:30 AM
Subject: Fwd: DISCUSSION REGARDING SPECIAL TRANSACTION
To: <jorge@holygardens.ph>

---------- Forwarded message ---------
From: Records Assistant <bpi.rcrma2019@gmail.com>
Date: Tue, Dec 10, 2019 at 5:14 PM
Subject: DISCUSSION REGARDING SPECIAL TRANSACTION
To: Jorge Saguinsin <holygardens.groupnew@gmail.com>

Good day, eto na po Sir yong napag usapan last saturday about special transaction;

Accounts that are not yet fully paid are non Assignable or Transferable.

ASSIGNABLE is assign to or use of lot by another person other than owner or immediate family , from the word itself if may asawa at anak yong owner sa kanila lang pwede iassign yong lote.

ASSIGNMENT OF RIGHT TO USE (ARU) yong owner may namatay na kaanak , pwede niya ipagamit yong lote niya sa ibang tao using assignment of right to use.

TRANSFERABLE is transfer between two living person

LOSS - there are two types of documents required for the lost of documents .

1st . AFFIDAVIT OF LOSS , the purchaser may re-acquire lost documents upon payment of fee , execution of affidavit of lost that is duly published in a public place . Gagawan ng affidavit of loss ang customer then send to sbu para mapapirmahan nila sa customer ( 4 copies ) pag may pirma na ng customer ibabalik ng sbu sa 3rd floor office kasama ng proof of publication .

2nd . and will be supported by AFFIDAVIT OF PUBLICATION by an official of that public place as brgy. secretary or municipal secretary. Kailangan iprovide ng customer with an attachment affidavit of loss na may pirma na.

JURAT - The purpose of a jurat is for an affiant to swear to or affirm the truthfulness of the contents of an affidavit . This is an authentication from a lawyer .

DEED OF EXCHANGE- change of location or exchange for another piece of land. Dahil papalitan ang location Papalitan din ang CO/DOS

DEED OF ABSOLUTE SALE - The title or lot transferred by the seller to the buyer without conditions other than payment of an agreement upon amount of money. Pinagbenta sa iba yong lote ng walang ibang kundisyon kundi yong payment na pinagkasunduan. Certificate of ownership lang ang papalitan .

Extrajudicial (EJ)- From a dead person or deceased to a living person (inheritance) . Under of administration if hindi pa alam kong kanino ipapamana there's a need for Last Will and Testament.

Sec. 4 Rule 74 (conditions)

* Sole Heirs - if sa kaisa isang anak ang magmamana para mailipat ang titulo sa pangalan niya kailangan ang Affidavit of Self -Adjudication of Sole Heir

* No Debts - the decent left no debts, dapat walang utang

* if walang Last Will and Testament ang mga heirs o tagapagmana ay nagkakasundo na lamang sa pag sign ng extrajudicial settlement of Estate

* Existing Illegitimate Step Brothers-

magkakaroon din ng pamana except sa hindi legal na asawa

DEED OF SALE - If the property has been sold to a third party.

there are two cases ;

1. May consent ng mga heirs at pipirma silang lahat

2. Hindi pwedeng ibenta yong property kapag isa lang magdedecide sa mga heirs

DEED OF EXTRAJUDICIAL PARTITION WITH WAIVER OF RIGHTS - Settling of an estate by contract, which indicates how a deceased owner's properties will be divided among the heirs .Bibigyan ng sharing yong asawa at anak halimbawa 5 siblings 1 half mapupunta sa asawa and 1 third sa mga anak (legitimate & Illegitimate) except sa hindi legal na asawa.

Abegail Licup

Record Assistant

Jorge U. Saguinsin

The following are our landing pages (brochure). Please direct

the prospect via email, text or messaging so that they will learn more

You can have this downloaded at their cellphone for presentation.

The same may be used for their training too

Holy Gardens Plots

Holy Gardens Funeral

Holy Gardens Plans

Other blogs for reading and to learn morer

Business Leadership in Small Doses

Holy Gardens One Stop Shop (Master Brochure)

Holy Gardens Cremation

Holy Gardens CMCS (Funeral Service)

Holy Gardens Memorial Plans (formerly Destiny Plans

Prof Jorge Entrep Business Advice

Time is gold

Time lost is lost forever.

Of all the resources, only time is irreplaceable

Successful companies primary tool is smart use of time - being the first to market

One of our principles is EFFICIENCY. To have high outputs and be productive. Always

If we are unable to finish projects or tasks on time, it is an event called failure? We are not

LET US WORK TOGETHER TO CREATE BEAUTIFUL LIFE STORIES (not worries)

. BIDDA: BELIEVE, INSPIRE, DREAM, DO AND ACT

Notice: This email address is a private property of Holy Gardens Group and its contents are private and confidential. Its contents and attachment may not be copied nor forwarded to parties other than the ones intended to, nor can the contents be used other than the original intent You are advised to delete the message you received if in case it may have been wrongly sent to your good office