Affidavit of Absence for Scholarship Requirements
(Philippine legal context)
1. What it is
An Affidavit of Absence (sometimes called Sworn Statement of Absence, Affidavit of No Contact, or Absent-Parent Affidavit) is a notarised, first-person declaration that a particular individual—most often a parent—has been physically absent and/or has ceased giving support. Scholarship bodies ask for it to:
| Typical reason | Why scholarship offices need it |
|---|---|
| One parent cannot be located, is estranged, or is of unknown whereabouts | To explain why only one parent’s income documents are being submitted |
| Parent works overseas but has been out of communication and sends no remittances | To show lack of financial support and establish need |
| Parent is missing/deceased but no death certificate or presumptive-death decree yet exists | To document the factual gap while civil-registry proceedings are pending |
| Supporting documents (e.g., Income Tax Return, Certificate of Employment) are impossible to obtain | To substitute a sworn statement for unavailable proofs |
2. Legal foundations
| Subject | Key provisions | Practical takeaway |
|---|---|---|
| Nature of an affidavit | Rule 132, §20, Rules of Court – an affidavit is “evidence” only when the affiant can be cross-examined; otherwise it is a sworn declaration under oath. | Treat it as a formal, potentially litigable statement. |
| False swearing / perjury | Art. 183, Revised Penal Code | Making a false Affidavit of Absence is punishable by imprisonment and/or fine. |
| Notarial requirements | 2004 Rules on Notarial Practice; Civ. Code Art. 804 (oath) | Must be signed in the notary’s presence, with competent evidence of identity (usually 1× government ID). |
| Declaration of absence or presumptive death (for longer disappearances) | Civ. Code Arts. 385-390 | Separate court petitions exist for formal declaration; the affidavit does not replace them but can be used while waiting for a decree. |
3. Who may execute and when
- Affiant – usually the remaining parent, legal guardian, or the scholarship applicant if of legal age (18+).
- Timing – most scholarship programmes require the affidavit to be sworn within the same academic year (i.e., dates not older than 6 months).
- Venue – any notary public within the Philippines (or a Philippine Consulate abroad if executed overseas).
4. Core elements of a well-drafted affidavit
Title – “AFFIDAVIT OF ABSENCE” or a variant approved by the scholarship office.
Affiant’s personal data – full name, age, civil status, citizenship, residence.
Statement of knowledge – how the affiant knows of the parent’s absence.
Specific facts –
- Date the parent last lived with or supported the family.
- Efforts made to locate/contact the parent (e.g., barangay visits, calls, social media).
- Statement that no financial support has been received since the stated date.
Purpose clause – “This affidavit is executed to comply with the scholarship requirements of ____ and for no other illegal purpose.”
Signature and date – in the notary’s presence.
Jurat – the notary’s section with Notarial Register number, Doc./Page/Book/Series, and seal.
5. Sample template
Republic of the Philippines Province of __________ City/Municipality of __________
AFFIDAVIT OF ABSENCE
I, JUAN DELA CRUZ, of legal age, Filipino, married, and residing at 123 Mabini St., Barangay Sampaguita, City of Malolos, Bulacan, after having been duly sworn, hereby depose and state:
- That I am the father of MARIA L. DELA CRUZ, 19, who is applying for the [Name of Scholarship] for Academic Year 2025 – 2026;
- That my wife, JANE SANTOS DELA CRUZ, left our common residence on 15 March 2022 and, despite diligent efforts to contact her through relatives, social media, and barangay records, her whereabouts remain unknown;
- That since said date she has neither lived with us nor sent any financial support, leaving me solely responsible for the education and maintenance of our child;
- That this affidavit is executed to attest to the foregoing facts and to comply with the requirements of the [Name of Scholarship], which asks for an Affidavit of Absence in lieu of the absent parent’s Income Tax Return and other supporting documents.
IN WITNESS WHEREOF, I have hereunto set my hand this 28 May 2025 in Malolos City, Philippines.
JUAN DELA CRUZ Affiant
SUBSCRIBED AND SWORN to before me this 28 May 2025; affiant exhibited to me his Driver’s License No. N12-34-567890 valid until 2027-05-12.
Doc. No. ___; Page No. ___; Book No. ___; Series of 2025.
(End of sample; adapt names, dates, and facts accordingly.)
6. Supporting attachments often requested
- Barangay Certification confirming the parent’s absence or last known residence.
- Police blotter extract (optional) if a missing-person report was filed.
- Letters or screenshots showing attempts at contact.
- Income documents of the present parent/guardian.
7. Notarisation checklist
| Step | Tip |
|---|---|
| Bring one original government-issued ID | Passport, Driver’s Licence, UMID, PhilID, etc. |
| Sign only in front of the notary | Pre-signature voids the jurat. |
| Verify the notary’s commission | Commission number and expiry date should appear on the seal. |
| Expect a fee | Range: ₱200 – ₱500 (Metro Manila rates). |
8. Common mistakes to avoid
- Vague dates (“last year”) – Always use specific day-month-year.
- Hearsay – Affiant must state only what they personally know or observed.
- Back-dating – Illegal and may nullify the affidavit.
- Using photocopied signatures – Must be ink-signed.
9. Frequently asked questions
| Question | Short answer |
|---|---|
| Can an 18-year-old applicant sign the affidavit in place of a parent? | Yes, if the parent’s absence makes the applicant the only competent witness to the facts and the scholarship rules allow it. |
| Is the affidavit enough proof of missing parent? | For scholarship screening, usually yes; for inheritance, remarriage, insurance, a judicial declaration of presumptive death is still required. |
| Do I need to translate the affidavit into Filipino? | Most agencies accept English or Filipino. Use the language requested in the checklist. |
| What if the absent parent suddenly reappears? | Inform the scholarship office promptly and amend your documentary submissions to avoid sanctions. |
10. Practical drafting tips
- Keep sentences short and factual; omit emotional commentary.
- Align details with any other documents (e.g., barangay certificate dates).
- Review scholarship guidelines—some provide their own one-page pro-forma; if so, copy their wording verbatim and fill blanks.
- Retain multiple notarised originals; some schools keep the original and you may need a second copy for renewal.
Disclaimer
This article is for informational purposes only and does not create a lawyer-client relationship. For complex cases (e.g., child custody disputes or petitions for presumptive death), consult a Philippine lawyer or the Public Attorney’s Office.