Losing a company identification card (ID) is common—but because a company ID is an identity document, replacing it responsibly matters. This article explains, end-to-end, how to prepare and notarize an Affidavit of Loss for a company ID in the Philippines, what to include, how to use it, pitfalls to avoid, and a complete template you can copy.

What is an Affidavit of Loss?

An Affidavit of Loss is a sworn written statement by the person who lost the item (here, a company ID), executed under oath before a notary public. It records the circumstances of the loss, shows that the affiant exercised diligence, and is typically required to process a replacement or to inform third parties that the lost ID should be considered void.

For a company ID, the affidavit’s main audiences are your employer’s HR/ID administration unit and any third parties who might otherwise accept the old ID if it resurfaces (e.g., banks, building security).

When is it required?

Company ID replacement: Most HR policies require an Affidavit of Loss before issuing a replacement card.
Security & access: To flag the old ID as invalid for building/turnstile access.
Banking/transactions: Some banks ask for an Affidavit of Loss if the lost company ID was used as secondary identification in prior transactions.
Incident documentation: If the loss involved theft (e.g., bag snatching), the affidavit plus a police blotter helps establish a record.

Tip: Always check your employer’s specific policy; some require their own form plus a notarized affidavit.

Essential contents of the affidavit

Title: “Affidavit of Loss (Company ID)”
Affiant’s identity: Full name, citizenship, civil status, date of birth, address, position/department, and employer’s full registered name.
Description of the lost ID: Employer name/logo, ID number (if any), card technology (RFID/MIFARE/prox), and any unique features.
Circumstances of loss: Date, time, and place; brief, factual narrative (e.g., misplaced in a taxi; bag theft; left in gym locker).
Diligent search: Steps taken to locate (retrace route, called taxi operator, checked CCTV, asked building security).
Non-possession & non-transfer: Clear statement that the ID is no longer in your possession and not pledged, sold, or assigned to anyone.
Warning & invalidation: Request to consider the lost ID cancelled/invalid.
Purpose: For issuance of a replacement company ID and for any lawful purpose.
Data privacy: Consent to process personal data for verification and replacement under applicable company policy.
Undertakings:
- If the original ID is found, it will be surrendered to the company.
- Agreement to pay applicable replacement fees and comply with company security protocols.
Perjury statement: Acknowledge that false statements expose the affiant to penalties under Philippine law.
Jurat (notarial block): “Subscribed and sworn to before me…” with the notary’s details.

Notarization: what HR and notaries expect

Personal appearance & identity

Appear in person before a notary public with competent evidence of identity (valid government photo ID, typically current and bearing signature; examples: passport, driver’s license, PhilID, UMID, PRC ID).
If you lack a valid ID, a notary may accept credible witnesses (subject to strict rules). Expect many notaries to require at least one government ID.

Document format & execution

Print on clean bond paper (A4 or Letter).
Sign in front of the notary (don’t pre-sign).
Affix initials on every page; sign in the signature block.

Fees & turnaround

Fees vary by city and office; expect roughly ₱150–₱500+ in typical walk-in setups, higher in business districts or for rush service. Notaries in buildings/PEZA parks sometimes bundle HR processing.

Remote/e-notarization?

As a rule of thumb, in-person notarization is standard. Some jurisdictions experimented with remote procedures, but availability is limited and often requires strict audio-video recording, identity checks, and local practice rules. Most employers prefer physical notarization.

Using the Affidavit after notarization

Submit to HR with any required internal forms and your fee (if any) for card reprinting.
Security deactivation: Confirm that the lost card’s access permissions have been disabled.
Police blotter (if theft): Optional but persuasive for loss due to crime.
Notify third parties: If you frequently used your company ID for building access or as secondary ID at a bank, share a copy if asked.
Keep copies: Retain a scanned PDF and at least one photocopy; HR may keep the original.

Data privacy and security hygiene

Limit circulation: Provide copies only to HR, building admin, or institutions that need it.
Redact sensitive data if a third party doesn’t need the full narrative (ask HR if a redacted copy is acceptable).
If your company ID doubles as a cashless wallet or parking/RFID tag, request immediate account/card deactivation to prevent misuse.

Common pitfalls (and how to avoid them)

Vague details: Include concrete date/time/place of loss and specific search steps.
Wrong notarial form: Use a jurat (sworn statement), not an acknowledgment (used for deeds).
Pre-signing: Sign only before the notary.
No ID: Bring at least one valid government ID; many notaries won’t proceed without it.
Over-sharing: Don’t include confidential company information unnecessary for replacing the card.
Forgetting undertakings: Promise to surrender the old ID if found and to pay any replacement fee.

Clean, ready-to-use template

AFFIDAVIT OF LOSS (COMPANY ID)

I, [Full Name], of legal age, [citizenship], [civil status], and residing at [complete address], after having been duly sworn in accordance with law, depose and state:

I am employed by [Full Registered Name of Employer] as [Position/Department]. I was issued a company identification card (the “ID”) bearing [ID number, if any].

On or about [date] at around [time], while at/near [place], I discovered that my company ID was [lost/stolen/misplaced].

I conducted a diligent search for the ID, including [retrace route / checked with building security / contacted taxi or transport provider / reviewed CCTV if available / searched home and office], but despite these efforts, I have been unable to locate it.

The ID is no longer in my possession and has not been pledged, sold, or transferred to any person.

I respectfully request that the lost ID be considered cancelled/invalid, and that a replacement ID be issued to me in accordance with company policy.

If the original ID is later found, I undertake to immediately surrender it to the company. I also agree to pay any applicable replacement fee and comply with all security procedures.

I execute this Affidavit to attest to the truth of the foregoing, to support my request for a replacement ID, and for all other lawful purposes it may serve.

IN WITNESS WHEREOF, I have hereunto set my hand this [date] at [city/province], Philippines.

[Full Name] Affiant

JURAT

SUBSCRIBED AND SWORN to before me this [date] at [city/province], affiant exhibiting to me [type of government ID] with ID No. [number], issued on [issue date] at [place of issue].

[Name of Notary Public] Notary Public for [City/Province] Commission No.: [_____ ] Until: [_____ ] PTR No.: [_____ ] / [date] / [place] IBP No.: [_____ ] / [date] / [chapter] Roll of Attorneys No.: [_____ ] Doc. No. [__]; Page No. [__]; Book No. [__]; Series of [____].

How to use the template

Replace bracketed fields with your details.
Print, bring a valid government ID, and sign the affidavit before a notary.
Ask the notary to fill in their registry details (Doc/Page/Book/Series).

HR policy alignment (what companies often require)

Report timeline: Usually within 24–72 hours of discovery, especially if the ID grants access to secure areas.
Replacement fee: A fixed fee or payroll deduction (e.g., RFID/printing cost).
Incident ticket: Some firms require a helpdesk/IT or security ticket alongside the affidavit.
Card technology reset: New UID/serial; old profile permanently disabled.
Return of found ID: Mandatory surrender; possession of two active company IDs is usually prohibited.

If the loss involved theft or fraud risk

File a police blotter at the station with jurisdiction over where the loss occurred. Bring your affidavit draft—it helps you state facts consistently.
Monitor for identity misuse: If your company ID was often paired with other IDs for access (e.g., building or parking RFID), ask those admins to blacklist the old card.
Notify bank/credit union if your bag also contained bank cards.

Legal cautions

An affidavit is a sworn statement. Knowingly making false statements can result in penalties under the Revised Penal Code provisions on perjury and related offenses.
Notaries are required to verify identity and the voluntariness of the oath; they can refuse notarization if requirements aren’t met.
Using or presenting a found “invalidated” company ID can implicate both company policy violations and potential criminal/administrative liability.

Quick checklist

Completed affidavit with specific facts of loss
Government ID to show the notary
Signature only before notary; initial each page
Copies (1 original for HR, 1 for you; scan a PDF)
Company form (if any) + replacement fee
Security/IT notified to deactivate old card
Police blotter if theft involved

FAQ

Is a police blotter mandatory? Not for ordinary misplacement. It helps if theft is involved or if a third party requests it.

Do I need two witnesses? Not for the affidavit itself; it’s sufficient that you swear before a notary. “Credible witnesses” are only relevant if you lack standard IDs for the notary’s identity check.

Can I reuse an old affidavit template? Yes, but update dates, places, and factual details, and re-notarize. Affidavits are point-in-time statements.

How long is it valid? There’s no statutory “expiry,” but for replacement purposes, most HR units prefer a recent affidavit (often within 30–90 days of loss).

Final tips for smooth processing

Keep your narrative simple, factual, and consistent across affidavit, HR form, and any police blotter.
If your employer has branch-specific notaries or preferred formats, use those to avoid back-and-forth.
Immediately request deactivation of the lost card before you even finalize the affidavit—security first.

Use the template above, get it notarized, and you’ll have everything you need for a fast, policy-compliant company ID replacement in the Philippines.