Losing an important identification document such as your driver’s license, passport, SSS UMID, PhilID, or PRC ID creates immediate practical problems for work, travel, banking, and government transactions. In the Philippines, the document most agencies require as the first formal step to report the loss and request a replacement is a notarized Affidavit of Loss. This article explains exactly what it is, why it is needed, how to prepare and notarize one correctly, the additional requirements for the most common IDs, and what to expect in real-world processing so you can move forward with confidence.

What is an Affidavit of Loss?

An Affidavit of Loss is a sworn written statement in which you declare under oath, before a notary public, that a specific identification document has been lost. It records your personal details, a clear description of the lost ID (including number and issuing agency when known), the approximate date, place, and circumstances of the loss, the steps you took to recover it, and the purpose of the affidavit—usually to apply for a replacement.

Once signed in the presence of the notary and completed with the jurat (the notary’s certification), it becomes a public document. Government agencies treat it as official proof that the original ID is no longer in your possession, which helps them process your replacement while reducing the risk of fraudulent duplicate issuance or identity theft.

Why Do Government Agencies Require It for Lost IDs?

Most agencies—including the Land Transportation Office (LTO), Department of Foreign Affairs (DFA), Social Security System (SSS), Philippine Statistics Authority (PSA) for PhilID, Professional Regulation Commission (PRC), and others—will not accept a simple verbal report or unsworn letter. The notarized affidavit creates a formal, timestamped record that you have exercised due diligence. It also protects the agency and you: if the lost ID is later misused, the affidavit shows you reported it lost on a specific date. Without it, replacement applications are routinely rejected or returned for completion.

Legal Basis and Key Principles

There is no single Republic Act that mandates an “Affidavit of Loss” for every ID. Instead, it is a standard administrative requirement imposed by each agency under its own rules and regulations.

Notarization itself is governed by the 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC). The affiant must personally appear, present competent proof of identity (a valid government-issued photo ID), swear to the truth of the contents, and sign in the notary’s presence. The resulting document carries the presumption of regularity and can be used as evidence in administrative or judicial proceedings.

Making a false statement in a notarized affidavit can expose you to perjury liability under the Revised Penal Code. Agencies therefore expect truthful, specific, and consistent information.

Step-by-Step Guide to Preparing and Notarizing an Affidavit of Loss

Gather accurate details before drafting. Note the exact type of ID (e.g., Non-Professional Driver’s License No. N01-12-345678, issued by LTO, valid until 15 March 2028), the approximate date you last saw it, the place (home, office, public transport, etc.), how you discovered it missing, and every reasonable step you took to find it (searched bag and drawers, asked family members, checked with the taxi company or building security, etc.). Also confirm it was not confiscated for any violation.
Draft the affidavit. Use a clear, numbered-paragraph format. Many notaries keep standard templates and can prepare it for a small additional fee, or you can bring your own draft typed on long bond paper. Be specific but use “on or about [date]” when you are not 100% certain. State that you are executing the affidavit to secure a replacement and that all statements are true.

A typical structure includes:
- Republic of the Philippines, City/Municipality of ______, S.S.
- Title: AFFIDAVIT OF LOSS
- Introduction of the affiant (full name, age, civil status, nationality, complete address).
- Statement that you were the lawful holder of the described ID.
- Circumstances of loss and diligent search.
- Declaration that the ID has not been pledged, transferred, or surrendered to anyone.
- Purpose clause (e.g., “to support my application for a replacement driver’s license with the LTO”).
- Signature over printed name and date/place of signing.
Locate a commissioned notary public. Notaries are lawyers authorized by the Supreme Court. You can find them in malls, near courthouses, municipal halls, or law offices. Search “notary public near me” or ask at the barangay hall for referrals. Notarization is available during regular business hours; some offer same-day service.
Appear personally with valid ID. Bring at least one current government-issued photo ID (passport, driver’s license if you still have another, PhilID, UMID, voter’s ID, etc.). The notary must verify your identity before administering the oath.
Sign and swear before the notary. Review the final printed document, raise your right hand, swear that the contents are true, and sign all copies in the notary’s presence. The notary will complete the jurat, affix the notarial seal, and record the act in the notarial register.
Pay the fee and collect copies. Typical notarization fees range from ₱100 to ₱400 depending on location and whether the notary also drafted the document. Prepare at least two or three original copies: one for the agency, one for your records, and one as backup.

The entire notarization process usually takes 15–30 minutes once you are with the notary.

Using the Affidavit to Replace Specific Identification Documents

The affidavit is only the first piece. Each agency has additional requirements.

Driver’s License (LTO)
Prepare a notarized Affidavit of Loss, accomplished Application for Driver’s License (ADL) form, at least one or two valid government-issued IDs (photocopies usually required), and a medical certificate if your original license was professional or required one. A police report is recommended if theft was involved. Go to any LTO office (some branches handle replacements faster than Driver’s License Renewal Centers). Processing is often completed the same day or within a few hours once documents are complete. Fees are modest (duplicate fee around ₱100 plus computer and other charges). The replacement is marked “DUPLICATE” and retains the original expiry date.

Passport (DFA)
A notarized Affidavit of Loss is mandatory. For a valid or recently expired passport, a police report in English is also usually required. Book a confirmed appointment through the DFA Passport Appointment System. Bring the application form, supporting identity documents (PSA birth certificate if you have no copy of the lost passport data page), and pay the replacement fee plus a penalty (commonly around ₱350 for lost valid passports). DFA treats lost-passport applications with extra scrutiny; inconsistencies may trigger additional verification by the Office of Consular Affairs.

SSS UMID Card
Submit a notarized Affidavit of Loss together with SSS Form E-6 (UMID Replacement Form), a valid photo ID, and the replacement fee (around ₱200). Visit any SSS branch. Processing time varies but is generally straightforward once documents are complete.

PhilID / National ID (PSA / PhilSys)
A notarized Affidavit of Loss is required for lost or stolen PhilID. Go to the nearest PSA Regional Statistical Services Office (RSSO) or Provincial Statistical Office (PSO), present the affidavit and any other government-issued ID you still possess, and accomplish the replacement request form. Some cases also involve coordination with PhilSys registration centers.

Other common IDs (PRC, COMELEC Voter’s ID, PhilHealth, Postal ID) follow similar patterns: the notarized affidavit plus the agency’s specific replacement form, proof of identity, and payment of a replacement fee. Always verify the latest checklist on the agency’s official website or hotline before visiting, as requirements can be updated.

Common Pitfalls and Real-World Challenges

Vague statements such as “I lost my wallet” without details about the ID number or circumstances often cause rejection or requests for a new affidavit. Inconsistent stories between the affidavit and later agency interviews create red flags, especially for passports.

Some people skip personal appearance or use an unnotarized version—both will be rejected. Delaying action increases the window for identity theft or misuse of the lost document.

In Metro Manila, notaries are convenient but queues can form; in provinces, you may need to travel to the municipal center. Foreigners who lose a Philippine-issued ID (such as an ACR I-Card) follow a similar process but should also coordinate with the Bureau of Immigration. OFWs abroad must deal with the nearest Philippine embassy or consulate, which has its own affidavit and police-report requirements plus longer processing times.

Frequently Asked Questions

How much does it cost to notarize an Affidavit of Loss?
Notarial fees typically range from ₱100 to ₱400. Drafting by the notary adds a small extra charge in most cases.

Do I need a police report before making the affidavit?
Not usually for the affidavit itself. However, many agencies (especially DFA for passports and LTO in theft cases) require or strongly recommend a separate police report or blotter entry.

Can I draft the affidavit myself?
Yes. Many people use standard templates. Just ensure it is complete, accurate, and specific. The notary will still review it before notarizing.

Is one affidavit enough if I lost several IDs together?
Often yes, if you clearly list every lost document in one affidavit. Some agencies prefer separate affidavits—ask when you inquire about replacement requirements.

What if I find the lost ID after I already applied for a replacement?
Surrender the old ID to the issuing agency immediately. Using both the original and the replacement can lead to serious legal problems.

How long is a notarized Affidavit of Loss valid?
It does not expire, but agencies prefer recent ones (usually prepared within the last few weeks or months) because circumstances can change.

Can a barangay captain notarize my affidavit?
Generally no. Only lawyers commissioned as notaries public can perform notarial acts with a jurat for this type of document. Barangay officials can issue certifications in limited local matters but not standard notarized affidavits for government ID replacement.

What should I do right after losing my ID?
Search thoroughly, report theft to the police if applicable, block any linked financial accounts or digital services, and prepare the affidavit promptly. Carry a photocopy of the notarized affidavit and your receipt as temporary proof while waiting for the replacement.

Are requirements different if I am abroad or a foreigner?
Yes. Philippine embassies and consulates have their own procedures (often requiring an affidavit executed before them or properly authenticated). Foreigners losing Philippine IDs should also check with the Bureau of Immigration.

Will the replacement ID have the same validity period?
In most cases yes—the LTO duplicate retains the original expiry date, and other agencies generally issue replacements with remaining validity or standard new periods depending on their rules.

Key Takeaways

An Affidavit of Loss is the standard official proof of loss required by virtually every government agency before they will issue a replacement ID.
Prepare it with specific, truthful details about the ID and the circumstances; vagueness causes delays.
You must appear personally before a commissioned notary public with a valid photo ID to have it notarized.
The affidavit is only the first step—each agency (LTO, DFA, SSS, PSA, etc.) has additional forms, fees, and sometimes police reports.
Act quickly: prompt action protects you from identity theft and speeds up replacement.
Keep multiple original copies of the notarized affidavit and all submission receipts.
Requirements and fees can change; always confirm the latest checklist directly with the issuing agency or on their official website before proceeding.
The process is straightforward when you follow the steps methodically and provide complete, consistent information.