Introduction

In the Philippines, an Affidavit of Loss for a Lost PRC Exam Receipt is a sworn written statement used when an applicant, examinee, or registrant has lost an official receipt issued by the Professional Regulation Commission, commonly called the PRC. The receipt may relate to payment for a licensure examination application, examination fee, initial registration, certification, authentication, renewal, or another PRC transaction.

For PRC examinees, the receipt can be important because it may serve as proof that payment was made, that an application was filed, or that a transaction was completed. When the original receipt is misplaced, destroyed, stolen, or otherwise unavailable, the PRC or another office may require the person concerned to execute an Affidavit of Loss before processing a replacement, verifying the transaction, or allowing the applicant to proceed with a related request.

This article discusses the legal nature, contents, purpose, preparation, notarization, and practical use of an Affidavit of Loss for a lost PRC exam receipt in the Philippine setting.

What Is an Affidavit of Loss?

An Affidavit of Loss is a written declaration made under oath by a person who lost a document, item, identification card, receipt, certificate, or other personal property. The person making the statement is called the affiant.

In the context of a lost PRC exam receipt, the affiant states that:

the PRC issued a receipt to him or her;
the receipt was lost despite diligent efforts to find it;
the receipt has not been sold, transferred, pledged, or used for an improper purpose;
the affidavit is being executed to report the loss and request recognition, replacement, verification, or other appropriate action.

An affidavit is not merely an ordinary letter. It is a sworn document. The affiant declares the truth of its contents before a notary public or another authorized officer. Because it is made under oath, a false statement in an affidavit may expose the affiant to legal consequences, including possible liability for perjury or falsification, depending on the circumstances.

What Is a PRC Exam Receipt?

A PRC exam receipt usually refers to the official receipt issued after payment of fees related to a licensure examination. Depending on the transaction, it may contain details such as:

the name of the applicant or payor;
the PRC transaction or application reference number;
the amount paid;
the date of payment;
the examination or profession involved;
the payment channel or cashier information;
the official receipt number;
the purpose of payment.

In practice, applicants may need the receipt for recordkeeping, verification, claiming documents, resolving payment issues, or proving that payment for the exam application was completed.

When Is an Affidavit of Loss Needed?

An Affidavit of Loss may be needed when the PRC exam receipt is no longer available and the applicant needs to transact with the PRC or prove the payment. Common situations include:

1. Lost receipt before examination day

An examinee may lose the receipt before the scheduled board examination. If the receipt is needed to verify payment, application status, or compliance with exam requirements, the examinee may be asked to submit an Affidavit of Loss.

2. Lost receipt after online or over-the-counter payment

Some applicants pay through authorized payment channels, while others pay directly or through PRC-accredited methods. If the printed or issued receipt is lost, an affidavit may help document the loss while PRC personnel verify the payment through their records.

3. Lost receipt needed for follow-up or correction

An applicant may need the receipt to follow up on an application, correct payment records, or resolve a mismatch in transaction details. If the receipt cannot be produced, an affidavit may be required.

4. Lost receipt for claiming documents

Some PRC-related documents, certifications, or exam-related papers may require proof of payment or transaction. A lost receipt may delay release unless the applicant submits supporting documents, including an Affidavit of Loss.

5. Lost receipt for accounting or reimbursement

In some cases, a school, employer, review center, government agency, or sponsoring office may require proof of payment. If the original PRC receipt is missing, an affidavit may be used as part of the supporting documentation, though it may not always replace the official receipt for accounting purposes.

Legal Effect of an Affidavit of Loss

An Affidavit of Loss does not automatically recreate or replace the lost PRC receipt. It is not the same as an official receipt. Rather, it serves as a sworn explanation of what happened to the original document.

Its practical legal effects are usually the following:

It formally reports the loss. The affiant creates a sworn record stating that the receipt was lost.
It supports a request for verification or replacement. The PRC may use it as one of the documents for processing a request.
It protects the issuing office from improper claims. The affidavit states that the receipt was not intentionally transferred, sold, or misused.
It shifts responsibility to the affiant for the truth of the statement. If the statement is false, the affiant may be held liable.
It helps prevent double use of the lost document. The affidavit may state that if the lost receipt is found later, it will no longer be used improperly and will be surrendered if required.

However, the affidavit is generally not conclusive proof of payment. PRC records, payment confirmation, application details, transaction references, and official verification remain important.

Essential Contents of the Affidavit

A proper Affidavit of Loss for a lost PRC exam receipt should contain the following information:

1. Title

The document should be clearly titled:

AFFIDAVIT OF LOSS

A more specific title may also be used:

AFFIDAVIT OF LOSS OF PRC EXAM RECEIPT

2. Personal details of the affiant

The affidavit should identify the person making the sworn statement. It usually includes:

full name;
age;
civil status, if needed;
citizenship;
complete address;
government-issued ID details.

Example:

I, Juan Dela Cruz, of legal age, Filipino, single, and residing at Quezon City, Philippines, after having been duly sworn in accordance with law, hereby depose and state that:

3. Description of the lost PRC receipt

The affidavit should describe the receipt as specifically as possible. Include:

PRC official receipt number, if known;
date of payment;
amount paid;
purpose of payment;
profession or board exam involved;
application or transaction number, if available;
PRC office or payment center involved;
name appearing on the receipt.

If the receipt number is unknown, the affidavit may say so.

4. Circumstances of the loss

The affidavit should state how, when, and where the receipt was lost, if known.

Examples:

“I kept the receipt in my envelope together with my examination documents, but upon checking the envelope on or about [date], the receipt was no longer there.”
“The receipt was misplaced during my transfer of documents from one folder to another.”
“The receipt was lost while I was commuting from [place] to [place].”

If the exact circumstances are unknown, the affidavit may state that the receipt was lost despite reasonable care and that the affiant discovered the loss on a particular date.

5. Diligent search

The affidavit should state that the affiant made efforts to locate the receipt but failed to find it.

Example:

Despite diligent search and efforts to locate the said receipt, the same could no longer be found and is now considered lost beyond recovery.

6. Statement of non-transfer or non-misuse

It is advisable to state that the receipt was not sold, assigned, pledged, transferred, or used for any illegal purpose.

Example:

The said receipt was not sold, assigned, transferred, pledged, or delivered to any person or entity.

7. Purpose of the affidavit

The affidavit must state why it is being executed.

Example:

I am executing this Affidavit of Loss to attest to the truth of the foregoing facts and for whatever legal purpose it may serve, particularly in connection with my PRC licensure examination transaction.

8. Undertaking if the receipt is found

Some affidavits include a statement that the affiant will surrender the lost receipt or refrain from using it if it is later found.

Example:

Should the said receipt be found, I undertake not to use it for any improper purpose and to surrender it to the proper office if required.

9. Signature of the affiant

The affiant must sign the affidavit. The signature should match the affiant’s valid ID.

10. Jurat or notarial section

The affidavit must be notarized. The notarial portion usually states that the affiant personally appeared before the notary public, presented competent evidence of identity, and swore to the truth of the affidavit.

Sample Affidavit of Loss for Lost PRC Exam Receipt

Below is a general sample. Details should be adjusted based on the actual facts.

AFFIDAVIT OF LOSS

I, [FULL NAME], of legal age, Filipino, single/married, and residing at [complete address], after having been duly sworn in accordance with law, hereby depose and state that:

I am an applicant/examinee for the [name of licensure examination] administered by the Professional Regulation Commission;
In connection with my application for the said licensure examination, I paid the required examination/application fee to the PRC or through its authorized payment facility;
After payment, I was issued a PRC official receipt/exam receipt with the following details, to the best of my knowledge:
- Name of applicant/payor: [name]
- Profession/examination: [profession or board exam]
- Date of payment: [date]
- Amount paid: [amount]
- Official receipt number: [receipt number, if known]
- Transaction/application number: [number, if available]
- Place or mode of payment: [PRC office/payment channel]
I kept the said receipt together with my other PRC examination documents;
However, on or about [date of discovery], I discovered that the said receipt was missing;
I exerted diligent efforts to locate the said receipt, including checking my files, folders, bags, personal records, and other possible places where it may have been kept, but despite such efforts, the same could no longer be found;
The said receipt was not sold, assigned, transferred, pledged, delivered, or given to any person or entity, nor was it used for any unlawful or improper purpose;
The said receipt is now considered lost beyond recovery;
I am executing this Affidavit of Loss to attest to the truth of the foregoing facts and for submission to the Professional Regulation Commission and/or any other office or entity requiring the same in connection with my PRC examination transaction;
Should the said receipt be found, I undertake to inform the proper office and not to use the same for any improper, duplicate, or unlawful purpose.

IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of __________ 20___ at ____________________, Philippines.

[Signature] [Full Name of Affiant] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines, affiant personally appeared and exhibited to me his/her competent evidence of identity:

ID Presented: ____________________ ID Number: ______________________ Date/Place Issued: _______________

Doc. No. ____; Page No. ____; Book No. _; Series of 20.

How to Prepare the Affidavit

Step 1: Gather available information

Before drafting the affidavit, collect all available details about the lost receipt. These may include:

screenshots of online payment;
payment confirmation email or text message;
PRC online application reference number;
transaction number;
bank or e-wallet confirmation;
appointment confirmation;
copy of the application form;
prior photocopy or photo of the receipt, if any;
date and amount of payment.

The more specific the affidavit, the better.

Step 2: Draft the affidavit

The affidavit should be clear, direct, and truthful. Avoid exaggerated statements. State only facts personally known to the affiant.

Step 3: Print the affidavit

The affidavit is usually printed on standard bond paper. The affiant should not sign it until appearing before the notary public, unless the notary specifically allows signing in the notary’s presence after verification.

Step 4: Bring a valid ID

The affiant must bring competent proof of identity. Common IDs include a passport, driver’s license, UMID, SSS ID, GSIS ID, PhilHealth ID, TIN ID, postal ID, voter’s ID, national ID, or other acceptable government-issued identification.

Step 5: Sign and swear before the notary

The notary public will verify the identity of the affiant and administer the oath. After notarization, the affidavit becomes a public document.

Step 6: Submit to the PRC or requesting office

The notarized affidavit may then be submitted to the PRC, the relevant PRC office, or another requesting entity.

Notarization Requirements in the Philippines

An Affidavit of Loss must usually be notarized to be accepted by government offices and private institutions. Notarization gives the document formal legal character.

A proper notarization generally requires:

personal appearance of the affiant before the notary public;
presentation of valid identification;
confirmation that the affiant voluntarily signed the document;
administration of oath;
entry in the notarial register;
notarial seal and signature.

A document that is merely signed but not notarized may not be accepted as an affidavit. It may be treated only as an unsworn statement.

Is a Lawyer Required?

A lawyer is not always required to draft an Affidavit of Loss, but notarization must be done by a duly commissioned notary public, who is usually a lawyer authorized to perform notarial acts.

Many notarial offices have standard affidavit templates. However, the affiant should carefully review the contents before signing. The affidavit must accurately reflect the true facts.

For complicated cases, such as suspected theft, fraud, disputed payment, duplicate claims, or mismatched PRC records, legal assistance may be advisable.

Is the Affidavit Enough to Prove Payment?

Not always. An Affidavit of Loss is evidence that the affiant claims to have lost the receipt. It is not necessarily a substitute for the receipt itself.

The PRC or requesting office may still ask for:

transaction number;
payment reference number;
online application record;
appointment confirmation;
valid ID;
proof of payment from the bank, e-wallet, or payment center;
screenshot of the transaction;
photocopy or photo of the lost receipt;
other supporting documents.

If payment can be verified in PRC records, the affidavit may be sufficient as a supporting document. If payment cannot be verified, additional proof may be required.

Common Mistakes to Avoid

1. Making vague statements

Avoid saying only “I lost my PRC receipt.” Include the date, amount, examination, and transaction details when available.

2. Stating facts that are uncertain as if they are definite

If the exact receipt number is unknown, say “I do not recall the receipt number” or “the receipt number is not available to me,” rather than inventing one.

3. Signing without reading

The affiant is responsible for the contents. Never sign a document without understanding it.

4. Using false information

Do not claim that a receipt was lost if it was never issued, if payment was not made, or if the receipt belongs to another person.

5. Failing to notarize

Most offices require a notarized affidavit. An unsigned or unnotarized document may be rejected.

6. Forgetting supporting documents

Bring proof of identity and any available PRC or payment records when submitting the affidavit.

7. Using someone else’s receipt details

The affidavit should refer only to the affiant’s own transaction unless the affiant is legally authorized to act for another person.

If the Receipt Was Stolen Instead of Lost

If the receipt was stolen together with a wallet, bag, folder, or other belongings, the affiant may state that the receipt was lost or stolen. In some cases, it may be advisable to report the incident to the barangay or police, especially if other IDs, documents, or valuables were stolen.

The affidavit may be worded as:

The said PRC exam receipt was inside my bag, which was lost/stolen on or about [date] at [place].

If there is a police report or barangay blotter, attach or present it as supporting evidence when necessary.

If the Receipt Was Destroyed

If the receipt was destroyed by fire, flood, accidental disposal, water damage, termites, or another cause, the affidavit should state that it was destroyed rather than merely lost.

Example:

The said receipt was accidentally damaged and destroyed when my documents were soaked during flooding at my residence.

The title may still be “Affidavit of Loss,” but the body should accurately explain the cause.

If the Receipt Number Is Unknown

It is common for applicants not to remember the official receipt number. In that case, the affidavit should provide alternative identifying details:

name of examinee;
date of payment;
amount paid;
profession or board exam;
PRC application number;
payment channel;
email address used in the PRC account;
mobile number used for the transaction.

The affidavit may say:

I no longer have access to the official receipt number because the receipt itself was lost, but the payment was made on or about [date] in the amount of [amount] for [exam/transaction].

If the Applicant Has a Photo or Photocopy of the Receipt

If the applicant has a photocopy, scanned copy, or photo of the lost receipt, the affidavit should mention that the original was lost but a copy is available.

Example:

Although the original copy of the receipt was lost, I was able to retain a photograph/photocopy of the same, which I am submitting together with this affidavit for reference.

A copy may help PRC verify the transaction faster.

If the Receipt Was Issued Online

Some PRC-related payments and confirmations may be generated through online systems or payment partners. If the receipt or payment confirmation was electronic, the affidavit may state that the applicant lost access to the printed copy or digital file.

Example:

I printed a copy of the payment confirmation/receipt for my PRC examination application, but the printed copy was misplaced and could no longer be found.

If the electronic record can still be downloaded or reprinted, an affidavit may not be necessary. The applicant should first check the PRC account, email inbox, payment app, bank app, or payment partner record.

Difference Between Affidavit of Loss and Request Letter

An Affidavit of Loss is a sworn statement describing the loss. A request letter is a written request asking the PRC or another office to take a specific action, such as verify payment, issue a certified copy, or allow processing despite the lost receipt.

Sometimes both documents may be useful. The affidavit proves the sworn explanation; the letter states the specific request.

Example of request language:

I respectfully request verification of my payment and assistance in processing my PRC licensure examination application despite the loss of my original receipt.

Possible Supporting Documents

When submitting an Affidavit of Loss to the PRC, the applicant may prepare copies of the following:

valid government-issued ID;
PRC online appointment or application form;
notice of admission, if already issued;
payment confirmation screenshot;
bank or e-wallet transaction record;
email confirmation;
photocopy or photo of the lost receipt;
police report or barangay blotter, if stolen;
authorization letter, if someone else will submit on behalf of the applicant.

The exact documents needed may vary depending on the PRC office, the type of transaction, and the available records.

Can Someone Else Execute the Affidavit?

Generally, the person who lost the receipt should execute the affidavit. If the receipt belongs to a PRC applicant, the applicant should be the affiant because he or she has personal knowledge of the loss.

A representative may assist in submission, but the representative should not swear to facts that are not personally known to him or her. If the representative was the one who actually lost the receipt, the affidavit may need to explain the representative’s role and authority.

Use of an Authorization Letter

If the applicant cannot personally submit the affidavit to the PRC, a representative may be authorized. In that case, the applicant may prepare:

notarized Affidavit of Loss;
signed authorization letter or special power of attorney, depending on the transaction;
photocopy of applicant’s valid ID;
representative’s valid ID;
supporting PRC documents.

Some transactions may require personal appearance, so the applicant should verify the applicable requirements with the relevant PRC office.

Consequences of False Statements

Because an affidavit is sworn, false statements may have serious consequences. The affiant should not use an Affidavit of Loss to:

hide the fact that payment was not made;
claim a benefit twice;
misrepresent another person’s receipt as his or her own;
conceal unauthorized transfer of a receipt;
evade PRC rules;
support a fraudulent application.

Possible legal consequences may include denial of the request, administrative issues with PRC, criminal liability for false statements, or other legal action depending on the facts.

Practical Tips for PRC Applicants

To avoid future problems, applicants should:

Take a clear photo of the receipt immediately after payment.
Save a digital copy in cloud storage or email.
Keep the original receipt in a labeled envelope.
Write the transaction number in a separate notebook or file.
Avoid folding, wetting, or mixing the receipt with unrelated papers.
Check the PRC online account for downloadable records.
Keep payment confirmations from banks, e-wallets, or payment centers.
Bring both original and photocopies when transacting with PRC.

Frequently Asked Questions

Is an Affidavit of Loss always required for a lost PRC exam receipt?

Not always. Some PRC transactions may be verified through online records or payment reference numbers. However, an affidavit is commonly required when the original receipt is missing and the office needs a sworn explanation.

Can I use a generic Affidavit of Loss template?

Yes, but it should be customized. The affidavit should specifically identify the PRC exam receipt and include available transaction details.

Does the affidavit need to be notarized?

Yes, if it is intended to be used as a formal affidavit. A mere signed statement is usually not enough.

Can I submit an affidavit without the receipt number?

Yes, if the receipt number is unknown. The affidavit should state that the receipt number is unavailable because the receipt was lost and should provide other identifying details.

Is the affidavit a replacement for the official receipt?

No. It is a sworn statement about the loss. The PRC may still verify the payment through official records.

What if I later find the lost receipt?

Do not use it for any improper or duplicate transaction. If the PRC or another office requires surrender or disclosure, comply accordingly.

How much does notarization cost?

Notarial fees vary depending on location, notary, and document type. The affiant should ask the notarial office directly.

Can I make the affidavit myself?

Yes. The affiant may draft the affidavit, but it must be signed and sworn before a notary public to become a notarized affidavit.

Conclusion

An Affidavit of Loss for a Lost PRC Exam Receipt is an important legal document for PRC applicants and examinees who can no longer locate their official receipt. It provides a sworn explanation of the loss and supports requests for verification, replacement, or continued processing of PRC-related transactions.

The affidavit should be truthful, specific, notarized, and supported by available proof of payment or transaction records. While it may help resolve issues caused by the missing receipt, it does not automatically replace the official receipt or conclusively prove payment. PRC records and supporting documents remain important.

For best results, the applicant should prepare a clear affidavit, bring valid identification, gather all payment-related evidence, and submit the document to the appropriate PRC office or requesting entity.