Affidavit of Loss for School ID in the Philippines

A comprehensive legal‑practice primer

1. What an Affidavit of Loss Is—and Why Schools Require It

An Affidavit of Loss is a sworn written declaration made under oath, attesting that a specific article (here, a School Identification Card) has been lost or destroyed and cannot be produced.
Schools ask for it because they need:

Evidence of good faith before issuing a replacement ID (to reduce fraud).
A paper trail for inventory and accountability of ID numbers, barcodes, or RFID tags.
Proof that the student accepts liability if the missing card is later misused.

2. Governing Law and Rules

Topic	Primary Sources	Key Points
Nature of an affidavit	Rule 132, §34–35 Rules of Court	Affidavits are admissible as secondary written evidence.
Making a sworn statement	2004 Rules on Notarial Practice	Must be signed in the presence of a Philippine notary public.
False statements	Revised Penal Code Art. 183–184 (Perjury & False Testimony)	Up to 6 years’ imprisonment, plus school disciplinary action.
Data privacy	RA 10173 (Data Privacy Act)	Schools must secure the affidavit and purge it when no longer needed.
Notarial fees	Sec. 12, Notarial Rules + local IBP chapter schedules	Typical fee: ₱100–₱300 for a one‑page jurat.

No statute is devoted solely to “Affidavit of Loss for School ID”; instead, these general rules apply.

3. Who May Execute the Affidavit

Students 18 years or older – sign for themselves.
Minors (below 18) – parent or legal guardian signs in representation (Civil Code Art. 218).
Emancipated minors (married students) sign personally.

4. Typical Contents (What Must Appear in the Text)

Section	What to Include	Why It Matters
Title	“AFFIDAVIT OF LOSS (School ID)”	Clear subject for school and notary records.
Personal details	Full legal name, age, civil status, citizenship, address, student no.	Establish identity and competence.
Statement of ownership	Issuing school, ID number/barcode, date of issue.	Links affidavit to the specific document.
Circumstances of loss	Date, approximate time, place, and manner the ID was lost/destroyed; efforts to find it; a declaration that loss was not due to bad faith.	Shows diligence; helps school decide if a police blotter is also needed.
Undertaking	Commitment to surrender the old card if found and to hold school free from liability for misuse.	Protects school and future holders.
Prayer/relief	Request for issuance of a replacement school ID.	Essential for administrative action.
Oath clause	“I further say nothing.” + Jurat block signed before the notary.	Completes the sworn character.

5. How to Draft—and Common Pitfalls

Use first‑person singular (“I, Juan Dela Cruz…”) – no plural “we” unless multiple affiants sign.
Keep paragraphs numbered and concise.
Avoid absolutes like “permanently impossible to recover” unless truly certain.
Insert a Data‑Privacy disclaimer if the school requests one (e.g., “I consent to the processing of my personal data for ID replacement purposes only”).

6. The Notarial Process (Step‑by‑Step)

Print two copies on standard A4 bond paper.
Bring one government‑issued ID (or, for minors, the parent’s ID and the student’s PSA birth certificate).
Appear personally before any duly commissioned notary public in the Philippines.
Sign in the presence of the notary; pay the fee; receive the notarized original plus one duplicate.
Keep a digital scan; submit the original to the school registrar or student affairs office.

7. After the Affidavit: Getting the Replacement ID

Step	Office	Typical Fee	Processing Time
File affidavit + request form	Registrar / ID Center	₱150 – ₱500 (varies)	1–10 working days
Pay lost‑ID penalty	Accounting / Cashier	Often included above	—
Claim new ID	ID Center	—	Show official receipt + any interim pass

Some schools require a police blotter in addition to the affidavit if:

the campus is inside an economic zone (PEZA zones often need a PNP stamp), or
the ID doubles as an access card to dorms or e‑wallets.

8. Validity, Reuse, and Revocation

Validity period – Generally indefinite, but most schools accept it only within 30–90 days of notarization for replacement requests.
One affidavit per incident – If you lose the replacement card later, execute a new affidavit describing that second loss.
Revocation – If the original ID resurfaces, notify the school in writing and surrender the old card; this protects you from allegations of bad faith.

9. Sample Template (One‑Page)

REPUBLIC OF THE PHILIPPINES )
___________________________ ) S.S.

                     AFFIDAVIT OF LOSS
                         (School ID)

I, ____________________________, Filipino, ___ years old, single/married, 
residing at ____________________________________________, after having
been duly sworn, hereby depose and state:

1.  That I am presently enrolled as a bona fide student of 
    ______________________________ (School), with Student No. ___________;

2.  That the School issued to me a Student Identification Card 
    bearing ID No. _____________ on __________________;

3.  That on or about ____________ at around __:__ AM/PM, while 
    _______________________________________________, I discovered 
    that said ID was missing and despite diligent search, the same 
    could no longer be found;

4.  That the loss was not due to my fault or negligence, and no person 
    is in possession of the said ID to the best of my knowledge;

5.  That I am executing this Affidavit to attest to the foregoing facts 
    and to request the School for the issuance of a replacement student ID, 
    and to undertake to surrender the original should it be found.

IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of 
____________ 20__, at _____________________, Philippines.

_________________________________
Affiant
(Printed Name and Signature)
Government‑issued ID presented: _____________________

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20__, 
affiant exhibiting to me the above‑stated competent evidence of identity.

                                   ______________________________
                                   Notary Public
Doc. No. _____; Page No. _____;
Book No. _____; Series of 20__.

10. Frequently Asked Questions

Q	A
Can I write the affidavit by hand?	Yes, but typing is preferred for legibility.
Do I need a lawyer?	No; any competent person may draft it. A lawyer is helpful when unusual facts (theft, fraud) are involved.
Police blotter or affidavit— which first?	If the school expressly requires a blotter, file it before or on the same day as notarization so the narrative matches.
What if I later recover the lost ID?	Immediately surrender it to the school; using both IDs can be treated as misconduct.
Can a classmate notarize for me?	They may if they are an independent, commissioned notary and you are not related within the fourth civil degree (to avoid disqualification under Notarial Rule §3[b]).

11. Consequences of a False or Careless Affidavit

Perjury (RPC Art. 183): arresto mayor to prision correccional (up to 6 years) and a fine.
Administrative discipline: suspension or expulsion under most student handbooks.
Civil liability: You may be charged for any losses caused by fraudulent use of the supposedly “lost” ID (e.g., library books, cash advances).

12. Practical Tips for Students

Take a high‑resolution photo of both sides of every ID you own.
Use a lanyard or badge holder with RFID shielding if your campus ID doubles as a payment card.
Keep a second government ID handy; you will need it for notarization.
Bundle the affidavit with the school’s own Request for Replacement Card to save another queue.

13. Key Takeaways

An Affidavit of Loss is your legal assurance that a school ID is beyond recovery.
Draft it carefully, sign it truthfully, and notarize it properly—small mistakes can delay your replacement or expose you to liability.
Always consult your school’s student manual or registrar for institution‑specific rules on replacement costs, police reports, or validity periods.

Disclaimer: This article is for general informational purposes and does not constitute legal advice. For complex situations—or if criminal activity is suspected—consult a duly licensed Philippine lawyer.