Losing a passport is stressful because it is both an identity document and a travel document. For a Philippine passport, the key document you will usually need is a notarized Affidavit of Loss explaining what happened, when and where the passport was lost, and what efforts you made to find it. This article explains what an Affidavit of Loss for passport is, when it is required, what to put in it, where to have it notarized, what DFA usually asks for, and what Filipinos abroad or foreigners in the Philippines should do next.
What Is an Affidavit of Loss for a Passport?
An Affidavit of Loss is a written sworn statement. You sign it under oath before a notary public, consular officer, or other authorized official, declaring that your passport was lost and explaining the circumstances of the loss.
For passport purposes, it is not just a “template document.” It is part of the government’s identity-control process. The DFA uses it to record that the old passport should no longer be treated as safely in the holder’s possession.
Under the New Philippine Passport Act, Republic Act No. 11983, signed in 2024, the loss or destruction of a Philippine passport must be immediately reported to the DFA or a Philippine Foreign Service Post by submitting an affidavit stating the circumstances of the loss or destruction. RA 11983 also states that if the lost passport is later found, the holder must turn it over to the DFA; if physical turnover is not feasible, an affidavit must state the location of the passport and the person or entity holding it. (Supreme Court E-Library)
In simple terms: the affidavit is your formal sworn explanation to the DFA that the passport is gone and that you are asking for a replacement or emergency travel document.
Legal Basis for Reporting a Lost Philippine Passport
The current main law is Republic Act No. 11983, also known as the New Philippine Passport Act, which repealed the old Philippine Passport Act of 1996, Republic Act No. 8239, as amended.
Important provisions include:
| Legal rule | What it means in practice |
|---|---|
| RA 11983, Section 12 | Regular passports are generally valid for 10 years for adults and 5 years for persons below 18. (Supreme Court E-Library) |
| RA 11983, Section 13 | A Philippine passport remains government property and may not be confiscated by anyone other than the DFA. (Supreme Court E-Library) |
| RA 11983, Section 15 | Loss or destruction must be immediately reported to the DFA or Foreign Service Post through an affidavit detailing the circumstances. (Supreme Court E-Library) |
| RA 11983, Section 22 | False statements in a passport application or in an affidavit declaring a passport lost or destroyed can lead to serious criminal penalties. (Supreme Court E-Library) |
| RA 11983, Section 8 | Filipinos abroad who lost their passports may be issued an emergency passport or emergency travel certificate in appropriate cases. (Lawphil) |
The serious treatment of lost passports makes sense. A passport can be misused for identity fraud, illegal travel, trafficking, or other crimes. That is why the DFA may require additional documents, a police report, biometrics, and identity verification before issuing a replacement.
When Do You Need an Affidavit of Loss for Passport?
You usually need a notarized Affidavit of Loss when:
- Your valid Philippine passport was lost or stolen.
- Your expired Philippine passport was lost, and DFA asks for it during renewal.
- Your passport was lost abroad and you need a replacement passport, emergency passport, or emergency travel certificate.
- You need to explain the loss to another agency, employer, school, visa office, airline, or embassy.
- A foreign national lost a foreign passport in the Philippines and needs a sworn statement for police, embassy, consulate, or immigration purposes.
For Philippine passport replacement, the DFA and Philippine embassies/consulates commonly require a notarized Affidavit of Loss and, where the passport was lost, a police report, especially if the passport was still valid. For example, Philippine consular posts list requirements such as a notarized Affidavit of Loss, police report, copy of the lost passport if available, PSA birth certificate when needed, valid IDs, and personal appearance. (Philippine Embassy)
What Should the Affidavit of Loss Say?
A good Affidavit of Loss for passport should be specific. Vague affidavits often cause delays because DFA processors need enough facts to evaluate the loss.
Include the following:
Your full name, citizenship, civil status, age, and address
Passport details, if known:
- Passport number
- Date of issue
- Place of issue
- Expiry date
When and where the passport was lost
How you discovered the loss
What you did to search for it
Whether you reported it to the police
A statement that the passport has not been pledged, sold, lent, or intentionally surrendered to an unauthorized person
Purpose of the affidavit, such as applying for passport replacement or emergency travel document
Undertaking to surrender the passport to DFA if found later
If you do not know the passport number, say so honestly. You can write that you no longer have a copy and cannot recall the number. If you have a scan, old visa application, airline record, or photocopy of the data page, bring it to the notary and to DFA.
Sample Details to Prepare Before Drafting
| Detail | Example |
|---|---|
| Date of loss | “On or about 15 June 2026” |
| Place of loss | “Inside a taxi from Makati to NAIA Terminal 3” |
| Circumstances | “My bag containing my passport was left in the vehicle” |
| Search efforts | “I contacted the driver through the booking app, checked the lost-and-found desk, and searched my belongings” |
| Police report | “I reported the matter to the Makati City Police Station on 16 June 2026” |
| Purpose | “To support my application for replacement of my lost Philippine passport” |
How to Get an Affidavit of Loss for Passport in the Philippines
1. Gather your information first
Before going to a notary, prepare:
- Valid government-issued ID
- Photocopy or photo of the lost passport data page, if available
- Police report or blotter, if already secured
- Travel itinerary, if urgent
- PSA birth certificate or other identity documents, if you have no passport copy
- Details of when, where, and how the loss happened
If your passport was stolen, do the police report first if possible. If it was simply misplaced at home and already expired, some DFA processors may still focus on the affidavit, but a police report can still help if there is any risk of misuse.
2. Draft the affidavit clearly
Many notarial offices have standard forms, but do not rely blindly on a generic template. Make sure the facts match your situation.
Avoid statements like “I lost my passport somewhere in Manila” if you know more details. A better version is: “I last saw my passport inside my black backpack at NAIA Terminal 3 on 15 June 2026 at around 8:00 p.m.; I discovered it missing when I reached my residence in Pasay City.”
3. Sign before a notary public
In the Philippines, notarization generally requires personal appearance before the notary and proper identification through competent evidence of identity. The 2004 Rules on Notarial Practice require the signer to appear personally, present the document, and be personally known to the notary or identified through competent evidence of identity. (Supreme Court of the Philippines)
Do not sign the affidavit at home unless the notary specifically instructs you to sign in the notary’s presence. Many notaries will ask you to sign again if the document was pre-signed.
4. Secure enough copies
Bring and keep multiple copies:
- Original notarized affidavit for DFA
- Copy for your records
- Copy for police, employer, school, visa center, or embassy if needed
- Digital scan saved in cloud storage
5. Use it for your DFA passport replacement appointment
For passport applications in the Philippines, use the DFA online passport system. DFA reminds applicants that passport appointments are free and should only be made through the official appointment website. The DFA appointment page also warns that incorrect information may delay or cause rejection of the application, and that fees may be forfeited in certain cases. (Passport Appointment System)
DFA Requirements for Lost Philippine Passport Replacement
Requirements can vary depending on whether the passport was valid, expired, mutilated, issued abroad, issued under a different name, or involved a minor. But for ordinary lost passport replacement, expect the following:
| Requirement | Usually needed when | Practical notes |
|---|---|---|
| Confirmed DFA appointment | Applying in the Philippines or at many posts abroad | Book only through official DFA or embassy/consulate channels. |
| Printed application form | All applications | Generated after appointment confirmation. |
| Personal appearance | All passport applications | Biometrics and photo are taken on-site. |
| Notarized Affidavit of Loss | Lost passport cases | Must explain the circumstances in detail. |
| Police report | Usually for valid lost passport, stolen passport, or consular applications abroad | Some posts require it for all lost passport cases. |
| Copy of lost passport data page | If available | Very helpful, but not always possible. |
| PSA birth certificate | Often required if no passport copy, identity issue, or special case | Bring original and photocopy. |
| PSA marriage certificate / Report of Marriage | Married women using spouse’s surname or name-related issue | DFA follows PSA or civil registry records for passport names. |
| Valid government-issued ID | All applicants | Bring original and photocopy. |
| Additional identity documents | If DFA needs further proof | School records, NBI clearance, old IDs, or other records may be requested. |
Philippine consular posts abroad commonly treat lost passport applications as special cases or as new applications, requiring personal appearance, Affidavit of Loss, police report, PSA documents, IDs, and copy of the lost passport if available. (Philippine Embassy Tokyo)
Valid Lost Passport vs. Expired Lost Passport
The biggest practical difference is urgency and risk.
| Situation | Why it matters | What to expect |
|---|---|---|
| Lost valid passport | It can still be misused for travel or identity fraud. | DFA is stricter. Police report is commonly required. Additional clearing may apply. |
| Lost expired passport | Lower travel misuse risk, but still relevant for identity and renewal history. | Affidavit of Loss is usually required; police report may still be useful. |
| Lost passport with valid visa | The visa may not automatically transfer to a new passport. | Contact the issuing embassy or immigration authority. |
| Lost passport abroad | You may be unable to travel, extend stay, or prove identity. | Contact the nearest Philippine Embassy or Consulate immediately. |
Some Philippine Foreign Service Posts still advise a 15-day clearing period before processing replacement of a lost valid passport. For example, the Philippine Consulate General in Nagoya states that there is a 15-day clearing period before processing replacement of a lost valid passport. (Philippine Consulate General in Nagoya) Because procedures may differ by office and may change under RA 11983 and its implementing rules, check the specific DFA office or consular post handling your application.
Fees and Timelines
For passport applications using the DFA online appointment system in the Philippines, the DFA FAQ lists ₱950 for regular processing, ₱1,200 for expedited processing, and a ₱50 convenience fee charged by authorized payment centers. (Passport Appointment System) DFA-OCA public advisories have also listed an additional penalty fee for lost or mutilated passports, commonly shown as ₱350, but always confirm the amount in your appointment packet or with the DFA office because fees can change.
For Filipinos abroad, fees vary by consular post. For example, the Philippine Embassy in Washington, D.C. lists a processing fee for lost passport applications in U.S. dollars, while posts in Japan list fees in yen. (Philippine Embassy)
Realistic Timeline
| Step | Typical timing |
|---|---|
| Police report | Same day to a few days, depending on station and circumstances |
| Affidavit drafting and notarization | Usually same day if documents are complete |
| DFA appointment availability | Varies widely by location and season |
| DFA processing after appointment | Depends on regular or expedited service and clearing requirements |
| Lost valid passport clearing | May add time, especially if the office applies a clearing period |
Do not buy a non-refundable ticket until your replacement passport is released. The DFA appointment system itself advises applicants not to purchase outbound travel tickets until passports are actually in their possession. (Passport Appointment System)
What If You Lost Your Philippine Passport Abroad?
If you are a Filipino abroad and lost your passport, contact the nearest Philippine Embassy or Consulate immediately.
You may need:
- Police report from local authorities
- Notarized or consularized Affidavit of Loss
- Passport application form
- Copy of lost passport, if available
- PSA birth certificate or Report of Birth
- Proof of current Philippine citizenship
- Valid local ID, residence card, visa, or work permit
- Passport photos, if the post requires them
- Travel itinerary if urgent
- Consular fees
Under RA 11983, Filipinos overseas who lost their passports may be issued an emergency passport if they need to complete intended overseas travel before returning to the Philippines or their residence abroad. A Filipino returning to the Philippines who lost a passport overseas or cannot be issued a regular passport may be issued an emergency travel certificate. (Lawphil)
A practical example: if an OFW in Dubai loses a passport one week before vacation, the consulate may evaluate whether a regular replacement passport is possible or whether an emergency travel document is more appropriate. If the person also has a work visa in the lost passport, the host country’s immigration office may have a separate process for transferring or reissuing the visa record.
What If a Foreigner Loses a Passport in the Philippines?
A foreigner who loses a foreign passport in the Philippines generally cannot get a replacement from the DFA because the DFA issues Philippine passports to Filipino citizens. The foreigner should:
- File a police report with the local police station where the loss occurred or was discovered.
- Prepare an Affidavit of Loss if required by the embassy, consulate, airline, or Bureau of Immigration.
- Contact their own embassy or consulate in the Philippines for a replacement passport or emergency travel document.
- If the lost passport contained a Philippine visa, arrival stamp, or long-stay status, coordinate with the Bureau of Immigration.
The Bureau of Immigration has services for foreign nationals with lost or damaged passports, including visa re-stamping and transfer of admission status to a new passport. BI states that re-stamping may apply to foreign nationals with visas that are not fully implemented or for reasons of lost or damaged passports, and that transfer of admission status applies when the latest arrival stamp in a lost or cancelled passport must be transferred to the new passport. (Bureau of Immigration Philippines)
Notarization, Consularization, and Apostille Issues
If the Affidavit Is Signed in the Philippines
Have it notarized by a Philippine notary public. Bring a valid ID and appear personally.
If the Affidavit Is Signed Abroad
For use at a Philippine Embassy or Consulate, follow that post’s instructions. Some posts provide their own affidavit forms and can notarize or acknowledge documents through consular services.
If a Foreign-Notarized Affidavit Will Be Used in the Philippines
Depending on the receiving agency, the document may need authentication. Since the Philippines is part of the Apostille system, documents from Apostille Convention countries are often authenticated through an apostille rather than the old “red ribbon” consular legalization process. The DFA Apostille site explains that Philippine Apostille applies to documents previously subject to DFA authentication. (Apostille.gov.ph)
For passport replacement, however, the simplest route is usually to follow the exact DFA office or embassy/consulate procedure where you will file the application.
Common Mistakes That Cause Delay
1. Using a vague affidavit
A one-paragraph affidavit may be rejected or questioned if it does not explain the circumstances clearly.
2. Not filing a police report for a valid lost passport
If the passport was still valid, assume a police report will be required unless the DFA office or consular post clearly says otherwise.
3. Hiding the fact that the passport was lost
Do not apply as if you never had a passport. Passport records are in government databases, and RA 11983 penalizes false statements in passport applications and affidavits. (Supreme Court E-Library)
4. Using fixers
DFA warns that appointments not made through the official passport website are not legitimate and that securing appointments from fixers or passport assistance services is illegal. (Passport Appointment System)
5. Forgetting name documents
Married women, persons with annulment/divorce recognition issues, adopted persons, dual citizens, and persons with corrected civil registry entries should bring the relevant PSA, court, or citizenship records.
6. Assuming the old passport is usable if found later
Once reported lost, the passport may already be cancelled, flagged, or invalidated. RA 11983 requires the holder to turn over a found lost passport to the DFA or submit an affidavit if physical turnover is not feasible. (Supreme Court E-Library)
Frequently Asked Questions
Is an Affidavit of Loss required for a lost Philippine passport?
Yes, it is generally required. RA 11983 specifically requires loss or destruction of a Philippine passport to be reported to the DFA or Foreign Service Post by submitting an affidavit detailing the circumstances. (Supreme Court E-Library)
Do I need a police report for a lost passport in the Philippines?
For a valid lost passport, expect DFA to ask for a police report. For an expired lost passport, requirements may be less strict, but a police report is still helpful if the passport may have been stolen or misused.
Can I renew my passport if my old passport is lost?
Yes, but it will usually be treated as a lost passport replacement or special case, not a simple renewal. You must disclose the loss, submit an Affidavit of Loss, and comply with DFA’s additional requirements.
What if I do not know my lost passport number?
State honestly in the affidavit that you cannot recall the passport number and do not have a copy. Bring other identity documents, such as PSA birth certificate, valid IDs, old records, or any document showing your previous passport details.
Can I use a barangay blotter instead of a police report?
A barangay blotter may help document the incident, especially for a loss within the barangay, but DFA offices and consular posts often specify a police report, particularly for a valid lost passport. When in doubt, get a police report.
Does the Affidavit of Loss need to be notarized?
Yes, for passport purposes it should be notarized or properly executed before a consular officer if abroad. A signed but unnotarized statement is usually not enough.
What if I find my passport after filing the Affidavit of Loss?
Do not use it for travel without checking with DFA. RA 11983 requires a person who later finds a lost passport to turn it over to the DFA. If physical turnover is not feasible, an affidavit must state where it is and who has it. (Supreme Court E-Library)
Can a foreigner use a Philippine Affidavit of Loss for a lost foreign passport?
Yes, a foreigner in the Philippines may execute a Philippine notarized Affidavit of Loss if required by their embassy, airline, police, or the Bureau of Immigration. But the replacement passport itself must come from the foreigner’s own embassy or consulate.
How long does replacement of a lost Philippine passport take?
It depends on appointment availability, document completeness, DFA processing time, and whether clearing is required. Some consular posts still state a 15-day clearing period for lost valid passports. (Philippine Consulate General in Nagoya)
Can I travel while my replacement passport is pending?
Usually no, unless you are issued an emergency passport or emergency travel certificate abroad. A pending application or Affidavit of Loss is not a travel document.
Key Takeaways
- A lost Philippine passport should be reported immediately through a notarized Affidavit of Loss filed with the DFA or a Philippine Foreign Service Post.
- The affidavit should clearly state the passport details, date and place of loss, circumstances, search efforts, police report details, and purpose.
- For a valid lost passport, prepare a police report, valid IDs, copy of the passport if available, PSA documents, and possible additional identity records.
- RA 11983 treats false statements in lost passport affidavits seriously, so never claim a passport is lost if it was sold, lent, pledged, confiscated, or intentionally surrendered to an unauthorized person.
- Filipinos abroad should contact the nearest Philippine Embassy or Consulate for replacement, emergency passport, or emergency travel certificate options.
- Foreigners who lose passports in the Philippines should contact their own embassy and, if their Philippine visa or arrival stamp was affected, coordinate with the Bureau of Immigration.
- Do not use fixers, do not hide prior passport history, and do not book non-refundable travel until the replacement passport is actually released.