2nd Land Administration and Management Project (Property Valuation and Taxation Component)

1
A tool to facilitate gathering of data on sales of
residential and commercial properties that will be
required in the preparation of the SMV.
 The real property DCS serves the following
purposes:
1. To record information on the property details
which is available from the LGU FAAS Tax
Declaration Form
2. To record property details which can be obtained
from ocular inspection of the property transacted;
3. To record terms and conditions of the sales
transactions; and
4. To facilitate data entry in the spreadsheets for
data analysis.
• Residential Sales
– Has 3 parts and 28 items
– Page for notes and sketch is provided
• Commercial Sales
– Has 5 parts
– Parts 1 to 3 has 26 items
– Part 4 contains data on leased property with single
tenant
– Part 5 contains data (tabular) on leased property
with multiple tenants
– Page for notes and sketch is provided
• Part 1 - Information are copied from the FAAS/Tax
Declaration Form. Section 1 can be
completed in the Assessor’s office prior
to inspecting the property.
• Part 2 – Description of the property as observed
during field inspection.
• Part 3 - Information on sale transactions obtained
from the Deed of Sale or from interviews
of buyers, brokers or other sources.
• Parts 4 & 5 (Commercial DCS) – interview with
buyer, seller or a person informed on the
details.
I. General Instructions
II. How to accomplish the Data Collection
Sheets
 Common questions/items in the Residential
and Commercial Sales DCS
 Additional options in common
questions/items
 Suggested questions on how to elicit the
desired response
1. Gather all the required documents from the
Assessors Office.
2. Fill-up the DCS before field inspection/ data
collection.
3. Read instructions before filling-up the DCS.
4. Write legibly. Use block letters.
5. Check (√) the box/es of the option/s matching the
description/answer. Some items can have multiple
answers.
6. During field inspection, some changes in the
property data might be observed. Record the
changes on the DCS using a different colored
pen/pencil.
7. Before leaving the inspected property, check if all
the questions/items had been filled-up or if
answers were recorded correctly.
8. Attach all the source documents of the sampled
property to the DCS.
9. Upon locating the property, the data
collector/field interviewer should introduce
him/herself and present an ID, preferably, issued
by the LGU.
Suggested Introduction:

“Good (morning/afternoon)! I am (NAME, DESIGNATION)

from (OFFICE). The Assessor’s Office is conducting (explain
ACTIVITY and OBJECTIVES). For this purpose, we have
selected some properties to be inspected and this property is
one of them. We are here to ask some questions regarding the
sale of this property and also to conduct an ocular inspection.
Is there anybody here whom we can interview? OR If it’s ok
with you, can we ask you some questions?)”

Assure the respondent that their responses will be treated as

confidential and will not be used other than for the purpose
mentioned.
Common Questions/Items in the Residential and
Commercial DCS:

A. General Information
B. Part 1
C. Part 2
D. Part 3
E. Part 4 (Commercial DCS only)
F. Part 5 (Commercial DCS only)
Suitable as market evidence – this should be
determined by the Assessor or the staff of the
Assessor’s Office after field inspection is
conducted.
Date encoded – spaces for month, day and year are
provided given the format mm/dd/yyyy. Write the
date of encoding. This is only applicable if the
LGU uses VDIS or any RPT software .
Date accomplished –Write the date of the
interview/field inspection in the space provided.
Name and signature of interviewer – the data
collector/ field inspector should write
his/her name in the space provided
Printed name of interviewee – write the name of the
person interviewed
Contact details – get the address, phone number or
any contact details of the interviewee
Relationship to property owner – ask the interviewee
his/her relationship to the property owner
Item 1. Reference No./Tax Declaration No.

Tax Declaration No. – copy the TD# from the TD form

PIN (Land)/PIN (Bldg.) – copy the PINs from the FAAS/TD
form
TCT No. – copy from the TCT or transfer documents from the
Register of Deeds
Zoning – The property must be located on the map before
zoning is recorded. Possible answers: residential,
commercial, industrial, agricultural, etc.
Item 2. Property Address (location of the
property)
Lot/Block No. – copy the lot and block no. from the
property address in the FAAS or TCT
Street – copy the street name from the building or property
location in the FAAS or TCT
Zone – check the tax map
Barangay – copy the barangay name indicated on the FAAS
or TCT
District – copy the district name indicated on the FAAS or
TCT
Item 2. Property Address (location of the property)
Residential DCS only:
House No. – copy the house no. from the FAAS or TCT.
Subdivision – copy the name of the subdivision from the
FAAS or TCT.
Commercial DCS only:
Building No. – copy the building no. from the FAAS or
TCT.
Floor level – refers to the floor or storey where the
property is located, i.e., basement, ground floor, 1st
floor, etc.
Building Name – copy the name of the building from the
building or property location in the FAAS or TCT.
Item 3. Land Area
Area (m2) – get the land area, in sqm, from the FAAS. If area
is not in sqm, indicate the unit of measure.
Lot frontage (m) – inspect the FAAS or TCT if the lot frontage
is indicated. If not, measure lot frontage, in meters, during
field inspection.
Residential DCS only:
Land classification – refer to the Classification in the Land
Appraisal section of the FAAS for Land.
Sub-classification – refer to the Sub-class in the Land
Appraisal section of the FAAS for Land.
Item 4. Land Value
LGU unit value (P) – get the unit value from the Land
Appraisal section of the FAAS for Land.
LGU market value (P) – get the market value from the Land
Appraisal section of the FAAS for Land.
Adjusted? – refer to the Property Assessment section of the
FAAS for Land. If the adjusted market value is equal
to LGU market value under the Land Appraisal section,
check YES. Otherwise, check NO.
Item 5. Building (data may be obtained from the
General Description of the FAAS for Buildings
& Other Structures)
Year built – get the year from the Date Constructed/
Completed. If blank, check Building Age and the Date of
Assessment.
No. of storeys – refer to Structural Characteristics section
No. of bedrooms – if not found in the FAAS, the data may be
obtained during field inspection.
No. of toilets – if not found in the FAAS, the data may be
obtained during field inspection.
Item 5. Building (data may be obtained from the
General Description of the FAAS for Buildings
& Other Structures)
Total floor area – refer to the data in the FAAS
Building type – refer to Structural Type
Building classification – or kind of building
Other extra items – this item will be filled-up during field
inspection. If the property has a substantial fence, check
the box. If there are other improvements, check “Others”
and write the description on the blank.
Item 5. Building (data may be obtained from the
General Description of the FAAS for
Buildings)
Component & Area (m2) – spaces for a list of components and
the corresponding areas are provided. The data
collector/field inspector may write the specific
improvements on these spaces.
Total area (m2) – add the values under “Area” provided that all
values have the same unit of measure
LGU market value of building – get the Market Value from the
Property Appraisal section
Item 6. Recorded Sale Price
The Recorded Sale Price is the official transaction price
recorded on the Deed of Sale.
NOTE: The items in Part 2 will be filled-up during field
inspection.

Item 7. General Description of the Location of

the Property
General neighborhood – write the general description of the
neighborhood that are not covered by the succeeding
items.
Width of street/road – options are provided. Check the box
corresponding to the description of the road width.
Road surface – check the box corresponding to the
description of the road surface.
NOTE: The items in Part 2 will be filled-up during field
inspection.

Item 7. General Description of the Location of

the Property
Location – check the box corresponding to the description
of the location of the lot.
Schools – record the estimated distance, in meters, of the
property to the nearest school.
Shops – record the estimated distance, in meters, of the
property to the nearest shops.
Public transport – record the estimated distance to the
nearest access to public transport.
Interior - Most common lot type; “fronts” on
only one street; lies between lots on the
left & right side, facing the street w/ a yard
behind the house; Represents the basic,
standard lot.
Corner - Lies on the corner of two intersecting
streets, causing frontage on two sides of the
lot; Allow easier access to the rear of the lot
& the option for two separate entrances;
Often draws a premium over standard lots
but varies on factors such as size, location
& use of lot; Commercial property typically
always sold at a premium because of
increased visibility & potential for easier
access to & from the property.
Flag - More uncommon, though seen in many
neighborhoods nationwide; Basically a
recessed interior lot, w/ an extended
driveway, that sits above the homes to the
left and right; (+) privacy, (-) long driveway
& decreased visibility
Cul-de-Sac - Lot sitting in a cul-de-sac or a
dead-end street with a curved turnaround;
some front yard lost due to curved frontage
but enjoy larger backyards, less traffic &
more privacy; Typically favored because of
perceived safety of the street for children &
larger backyards
Key - Fairly uncommon & exists when a lot has
several other homes backing onto the side
of the home; Lot type is seen as a negative
because of the decreased privacy & likely
reduced visibility
T-Intersection - Sits at the end of a T-
intersection, if facing the “T”; Less
desirable for children & more susceptible to
speeding vehicles &bright headlights due to
increased exposure to traffic; Can sell for a
premium if property is commercial or if
owner is looking for increased visibility
Item 7. General Description of the Location of the
Property

Distance to main road – record the estimated distance in

meters .
Landmarks within approximately 200m – describe the
landmark within 200m from the property.
Other factors that add or reduce value – describe the factors
in detail.
Item 8. Topography and Land Shape

Terrain – check whether the general terrain is FLAT or

SLOPING. Then, check the specific description of the
terrain.
Land shape – determine the shape of the land and check the
corresponding box. If description is not in the options,
choose “Others” and specify.
Road frontage of the property – describe the road frontage
and check the box corresponding to the frontage as
observed.
View – check YES and describe the view. If no view, check
NO.
Item 9. Actual Use/Dominant Actual Use at the Time of
Transaction
Check the classification of actual use of the property whether
“Residential”, “Commercial”, “Industrial”,
“Agricultural”, “Mixed” or “Others”. If “Others”,
describe the actual use of the property.
Commercial DCS only:
Includes “Office” and “Retail” in the options.
Item 10. Services Available
Services are those normal connections that are required to
fully utilize a property. These comprise water,
electricity, sewer connection, drainage and telephone.
Check ALL services that are observed. Observed
services that are not included in the options
presented, check “Others” and write the description.
Item 11. Building Condition and Other Improvements

This item has 2 components: the table to rate the individual

components of the building and the resulting rating of
the building.
Using the table, rate each component as GOOD, FAIR, POOR
or NIL and encircle the score corresponding to the
rating.
ADD the encircled scores per column to get the Column
Totals.
ADD the Column Totals to get the OVERALL SCORE.
Check the General Condition of the building corresponding
to the range of scores where the OVERALL SCORE
falls.
NOTE: Data may be obtained from the buyer, seller or
from the Deed of Sale. To validate, these may be
asked from the buyer/seller.
Item 12. Property Sold
This information is on the FAAS/Tax Declaration Form. Check
the appropriate box.
Item 13. Date of Sale (When did you agree on the sale price?)
Recorded date of sale – found in the Deed of Sale and is usually
a date later than the actual date of sale
Actual date of sale – found in the first paragraph of the Deed of
Sale
Item 14. Seller/Vendor

Item 15. Buyer/Purchaser

These data can be found in the Deed of Sale. Copy the name
of the seller/buyer on the blanks provided.
(Is the buyer/seller an individual, corporation or real estate
developer? If an “individual”, ask: Is the property owned
jointly?)
If the seller/buyer is an “Individual”, indicate the gender by
checking the appropriate box.
Item 16. Related Parties
(Did you know the buyer/seller before the sale of the property?
How did you know buyer/seller?)
Determine if the transaction is an arm’s length transaction. If
so, check YES.
If NOT an arm’s length transaction, check the appropriate box
for the relationship of the parties involved in the sale.
Item 17. Type of Sale
(Were you paid in cash? OR Did you pay in cash? If NO, How
was payment made?)
Ask for the type of sale from the buyer or seller.
Item 18. Sale Category. This item validates data in item 16.
(How did you know that this property was for sale?)
Check the appropriate box and write the name of the broker.
Definitions:
‘Open Market’ – an arms-length transaction where any person with
the capacity to purchase the property could have done so
‘Advertised’ – sale is either advertised in the mass media, by a sign
on the property, on a broker’s list and in a broker’s window, etc.
‘Forced Sale’ – transaction where the seller is under financial or
other pressure to sell quickly
‘Auction Sale’ – a very open & transparent method of selling a
property, assuming that the property is advertised sufficiently &
promoted in an open manner
Item 19. Special Factor
A Special Factor may exist when a buyer has a particular reason
for buying the property and may more than the market value

‘Adjoining Property’ sale – the case where a next door neighbor,

or someone who lives within two or three houses away,
purchases the property
(What was the reason why you got interested in the property?)

If not an ‘adjoining property sale’, specify the reason.

Item 20. Actual Sale Price
(How much (did you pay/were you paid/was paid) for the
property?)
Ask the buyer or seller the actual amount paid for the property.
Item 21. Status of Occupation (in Commercial DCS ONLY)

(Who are the current occupants of the property?)

Determine if the property is currently occupied by the owner or
is being leased to another person. If occupied by both the
owner and a tenant, write “BOTH”.
Item 22. Actual Rental (in Commercial DCS ONLY)
If the property is being rented, indicate the total rent. Ask if
the amount given is gross or net rent. The amount can also be
checked against the copy of the lease contract at the
Treasurer’s Office, if available.
(How much is your rent? Is this a monthly, annual, quarterly
rate? Does this amount include payment for electricity, water,
etc.? Aside from the rent, are/do you paid/pay for other
services?)
Take note of all the inclusions and/or exclusions to the rent.
These would help Assessor or staff determine if the rent is a
gross or net amount.
Item 23 (Item 21 in Residential DCS). Taxes or Other
Payments Included or Made by the Purchaser/Buyer

These are back taxes or other property related costs that would
normally be a seller’s expense. Check if data are in the Deed
of Sale and/or obtain the information from the interviewee.

(Did the purchase price include payment for back taxes or other
property-related costs that should have been paid by the seller?
What are these taxes/other costs? How much? Is it included in
the price?)

List the TYPE OF TAX, AMOUNT and indicate if EXTRA or

INCLUDED in the actual sale price.
Item 24 (Item 22 in Residential DCS). Personal Property
Included in the Sale Price
These may include furniture, etc. that were included in the sale
price.
(Did the purchase price include any personal property such as
furniture?)

Enumerate the TYPE OF PROPERTY and its VALUE.

Item 25 (Item 23 in Residential DCS). Major Changes or
Additions Made on the Property after the Sale
(What was the condition of the property at the time if purchase?
Did you make any changes since then? How much did it cost?)

List the CHANGES and the corresponding COST.

Item 26 (Item 24 in Residential DCS).
Covenants/Restrictions existing on the Property

These are specific restrictions on a property that prevent

certain works or activities to be done which could reduce the
value of the property.

(Are there any restrictions on the use of the property when it

was sold/bought?)

List the restrictions enumerated by the respondent.

NOTE: The following items should be asked from the
respondent – buyer, seller or tenant.
Item 27. Tenant Name
(What is the name of the tenant?)

Item 28. Business Name

(What is the business name?)
These 2 items may be obtained from the business permit that is
usually displayed.
Item 29. Use

Determine the actual use of the leased property. Check the

appropriate box. If “Others”, specify.

(How is the leased property being used at present?)

Item 30. Leased Area (m2)

(What is the size of the area being rented?)

Record the area in sqm. If NOT in sqm, indicate the unit of

measure.
Item 31. Rent
(How much is the rent are you paying for this property? Is it
paid monthly, annually, etc.?)
Record the amount of the rent and check the appropriate box
for the payment terms. The amount stated here may be
validated with Item 22. The amount may also be checked with
the copy of the lease contract at the Treasurer’s Office, if
available.

Item 32. Date Lease Commenced (mm/dd/yyyy)

(Since when have you been renting this property?)
Record the date following the format.
Item 33. Date Current Rent Set (mm/dd/yyyy)
(Since when did you start paying (rent in item 31)?)
Record the date following the format.

Item 34. Lease Payment Type

Ask if the amount given is gross or net rent.
(Does this amount include payment for electricity, water, etc.?
Aside from the rent, are/do you paid/pay for other services?)
Take note of all the inclusions and/or exclusions to the rent.
These would help Assessor or staff determine if the rent is a
gross or net amount.
Item 35. Related Parties?
(Are you related to the tenants/owners? If YES, ask, How are
related to tenant/owner?)
Check NO if not related. Check YES if related, and indicate the
specific relationship.

Item 36. Tenant Works (upgrades and fit out works)

((Have you/Has the tenant) made any improvements since they
started renting the property? If YES, what are these and how
much?)
If a total cost is given, describe all the improvements made. If
itemized costs are given, take note of all the improvements and
get the total cost.
Item 37. Additional Items
(Aside from the area being rented, are there other areas that you
are allowed to use such as parking space, storage space, etc?
How much are you paying for these?)
If itemized, list the areas and the amounts being paid. Get the
total amount paid.

Item 38. Condition

Same as Item 11.

Item 39. Features

By observation, determine if there is air conditioning, security
and other features not covered by the other items in the DCS.
The observations could be verified with the respondent.
Item 40. Orientation
(Which part of the property are you renting?)
Ask to see the location of the rented property. Check all the
boxes that fit the description of the location.

Item 41. Special Factor

(What was the reason why you chose this location?)
If not due to an ‘adjoining property’, specify the reason in
“Others”.

Item 42. Personal Property included in the Rent?

(Does the rent include any furniture, machinery or equipment,
etc.? What are these and what is the value?)
List the inclusions and the corresponding values.
NOTE: The following items should be asked from the
respondent – buyer, seller or tenant. Accomplish by rows
and repeat the questions until data for ALL tenants are
completed.

Column 1. Tenant Number

(How many tenants are there?)
Number the rows according to the number of tenants. If the
number exceeds 10, add another sheet.

Column 2. Location
Describe the location of the rented property: floor number;
corner, inner, upper, front or rear, etc.
Column 3. Name of Tenant
(What is the name of the tenant?)

Column 4. Business Name

Copy the business name from the business permit, if displayed.

Column 5. Use
(How is the leased property being used at present?)
Determine the actual use of the leased property. Check the
appropriate box. If “Others”, specify.
Column 6. Area (m2)
(What is the size of the area being rented?)

Record the area in sqm. If NOT in sqm, indicate the unit of

measure.

Column 7. Rent (PhP)

(How much is the rent are you paying for this property? Is it
paid monthly, annually, etc.?)
Record the amount of the rent. The amount may also be
checked with the copy of the lease contract at the Treasurer’s
Office, if available.
Column 8. Week/month/annum per m2
Indicate terms of payment – weekly, monthly, annually, per
sqm, etc.

Column 9. Date Lease Commenced

(Since when have you been renting this property?)
Record the date following the format, mm/dd/yyyy.

Column 10. Date Current Rent Set

(Since when did you start paying (rent in item 31)?)
Record the date following the format, mm/dd/yyyy.
Column 11. Gross or Net?
Ask if the rent amount is gross or net rent.
(Does this amount include payment for electricity, water, etc.?
Aside from the rent, are/do you paid/pay for other services?)
Take note of all the inclusions and/or exclusions to the rent.
These would help Assessor or staff determine if the rent is a
gross or net amount.
Column 12. Tenant Works (PhP)

((Have you/Has the tenant) made any improvements since they

started renting the property? If YES, what are these and how
much?)
If a total cost is given, describe all the improvements made. If
itemized costs are given, take note of all the improvements and
get the total cost.
• During fieldwork/data collection, write down
additional observations on the last page of the
DCS. These may include information that are not
included in the DCS.
• Use the space on the last page of the DCS for the
sketch of the location of the property.