Affidavit of Loss for SIM Replacement in the Philippines: Requirements and Key Statements

1. Overview and legal function

An Affidavit of Loss is a sworn written statement executed before a notary public, in which the affiant (the person executing the affidavit) declares facts surrounding the loss of a specific item—here, a SIM card—and requests recognition of that loss for a particular purpose, such as SIM replacement or number retention.

In the Philippines, it is widely required in practice because replacing a SIM or reissuing a SIM tied to a mobile number affects access to accounts, one-time passwords (OTPs), e-wallets, online banking, and identity-linked services. Telecom providers and some third parties therefore often ask for a sworn statement to (a) document the claim of loss, (b) deter fraud, and (c) allocate responsibility to the affiant for the truth of the claim.

An affidavit of loss is not the same as a police report. It is a personal sworn narration, while a police report is an official blotter entry or incident report. Some situations may call for both, but they serve different functions.

2. When an affidavit of loss is typically required for SIM replacement

Telecom processes vary, but an affidavit of loss is commonly requested when:

1. The SIM is lost (misplaced, stolen, left in a device that cannot be recovered).
2. The SIM was damaged beyond use and the provider treats it as a “lost” SIM for documentation, especially if it cannot be presented.
3. The number is tied to identity verification (e.g., to recover accounts or enable number porting, e-wallet access, or bank OTP use).
4. Someone else is processing on behalf of the subscriber, where the provider may require additional documents like a Special Power of Attorney (SPA), plus an affidavit of loss.

If the SIM is merely inactive due to network/technical issues and still in your possession, providers may treat it as a troubleshooting case rather than a loss case, and an affidavit may not be needed.

3. Practical requirements: what you usually need to prepare

Because requirements differ by provider and branch, the safest approach is to prepare a complete set of documents typically accepted in practice.

A. Core document: notarized affidavit of loss

A notarized affidavit is generally expected to include:

• Your full name, citizenship, age, civil status, and address
• A clear description of the SIM: the mobile number, and if available, the SIM serial number/ICCID
• How, when, and where it was lost (or the best approximation if unknown)
• A declaration that despite diligent efforts, the SIM cannot be found/recovered
• A statement that you are the lawful subscriber/user and that the number is yours
• A request for SIM replacement / reissuance / number retention
• An undertaking to hold relevant parties free from liability, subject to law and truthfulness
• Your signature and jurat (the notarial portion stating you swore to the truth)

B. Proof of identity

Bring at least one government-issued ID. Many notaries and service centers prefer two IDs. Common IDs:

• Passport
• Driver’s license
• UMID (where applicable)
• Postal ID (where applicable)
• PRC ID
• PhilSys National ID (where applicable)

The notary must verify identity; telecom staff will also validate identity to prevent fraudulent replacements.

C. Proof of ownership / subscriber relationship (highly useful)

Depending on the situation, prepare any of the following:

• SIM registration details or reference (if you have it)
• Account number (postpaid) or proof of postpaid account ownership
• Official receipts / billing statements (postpaid)
• Screenshots or records showing the number linked to your accounts (may help but can be treated cautiously)
• The SIM bed/packaging (if kept), which sometimes contains ICCID and PUK/serial data

D. Device-related identifiers (optional but helpful)

If the SIM was in a phone you still have, you can bring:

• IMEI (for the handset) and proof you own the device, especially if you are also requesting blocking or reporting

These are not always required for replacement but can support your narrative.

E. If stolen: additional documents that may be requested

If the loss was due to theft or robbery, it is often helpful to secure:

• Police blotter / incident report (where available)
• A short statement in the affidavit describing the theft circumstances

Even if not strictly required, this can strengthen the record and protect you if misuse occurs.

4. Key statements that should appear in a SIM affidavit of loss

A SIM-related affidavit should contain certain “core assertions” to meet both notarial form and practical telecom risk concerns:

1) Identification of affiant

• “I, [name], of legal age, [civil status], Filipino, and residing at [address]…”

2) Ownership/legitimate connection to the SIM number

• “I am the lawful subscriber/user of mobile number [09xx…] and the SIM assigned to it.”

If your number is registered under your name (as is increasingly expected), say so. If the number was historically used by you but registration details differ (e.g., family plan or corporate account), be careful: state only what is true, and align your supporting documents.

3) Facts of loss: time, place, manner

• “On or about [date], at [place], I discovered that my SIM card was missing/lost…”

If you do not know the exact time, “on or about” or “sometime in” can be used. Avoid inventing details.

4) Diligent efforts to locate

• “I exerted diligent efforts to locate/recover the SIM but failed…”

This is practical: it supports that the claim is not casual and reduces suspicion of intentional disposal.

5) Irrecoverability and non-transfer

• “The SIM is now irretrievable and is no longer in my possession.”

If theft: “It was taken without my consent.”

6) Purpose clause: why the affidavit is being executed

• “I am executing this affidavit to attest to the truth of the foregoing and to support my application for SIM replacement/reissuance and retention of my mobile number…”

This signals the intended use.

7) Undertaking regarding liability and future claims

Common phrasing is an undertaking that the affiant will:

• Inform the provider if the SIM is later found
• Accept responsibility for the truthfulness of statements
• Acknowledge that misuse by whoever possesses the SIM is not the provider’s fault once the affiant requested replacement (wording varies)

Be cautious with overly broad “hold free from liability” clauses. They should not be drafted to waive rights beyond what is fair and lawful. Many templates include them, but the better approach is narrowly tailored language (e.g., for processing the replacement in good faith).

8) Notarial jurat

A proper affidavit ends with:

• Signature of affiant
• “SUBSCRIBED AND SWORN to before me…” plus notary details

An affidavit without a proper jurat is not, in practice, treated as a notarized affidavit.

5. Form and drafting: best practices in Philippine notarization context

A. Use precise, truthful, non-argumentative language

Affidavits are sworn factual declarations. Avoid legal conclusions like “the provider is obligated” or “the thief is guilty.” Stick to facts you personally know.

B. Consistency with IDs and records

Your name, address, and personal details in the affidavit should match your presented ID(s). Inconsistencies can delay processing.

C. Include the mobile number clearly and correctly

Errors in the number are common and can cause denial. Put the number:

• In the body (at least once)
• Optionally in the title: “Affidavit of Loss (SIM Card for Mobile No. 09xx…)”

D. Mention ICCID/serial only if you are sure

If you have packaging or prior documentation with ICCID, include it. If not, don’t guess.

E. If the SIM is “lost with phone,” say so

If the phone was also lost, state it. It explains why you can’t provide the SIM.

F. If a representative will process, do not rely on the affidavit alone

An affidavit of loss is about the lost item. A representative typically needs authority (often an SPA) and the representative’s IDs, plus sometimes the subscriber’s ID copies.

6. Notary process: what happens and what can invalidate an affidavit

A. Personal appearance

The affiant generally must personally appear before the notary public to sign and swear. Notaries typically will not notarize if you are not present.

B. Competent evidence of identity

The notary must be satisfied as to your identity based on acceptable IDs.

C. Signing in the notary’s presence

Signing beforehand can cause refusal. Many notaries will ask you to sign in front of them.

D. Incomplete jurat, missing notary details, or altered text

Any alterations after notarization can raise authenticity issues. If you must revise, execute a new affidavit.

7. SIM replacement journey: typical steps and where the affidavit fits

A common end-to-end sequence is:

1. Secure accounts linked to the number (e-wallet, email, bank apps) using alternative verification where possible.
2. Request blocking/suspension of the lost SIM (to prevent unauthorized OTP use), if the provider offers this step.
3. Prepare documents (affidavit + IDs + proof of ownership).
4. Visit a service center or follow the provider’s replacement procedure.
5. Identity verification by provider staff (this can involve questions, records checks, or other verification).
6. Pay replacement fee if applicable.
7. SIM reissuance with the same number (if eligible) or migration steps for postpaid.

The affidavit is typically required at step 3–5 to document loss and support the provider’s risk controls.

8. Common pitfalls and how to avoid them

Pitfall 1: Vague or contradictory loss narrative

Avoid stating “stolen” in one part and “misplaced” in another. If uncertain, state what you know: “I discovered it was missing; I cannot ascertain whether it was misplaced or taken.”

Pitfall 2: Wrong number or missing number

Always double-check the digits. If you used the number regularly, confirm it from any account settings, messages, or contacts list.

Pitfall 3: Overbroad liability waivers

Templates sometimes include sweeping waivers. Use narrower undertakings focused on the replacement processing and the truthfulness of your declaration.

Pitfall 4: No proof tying you to the number

If the provider cannot verify ownership, the affidavit alone may not be enough. Gather postpaid bills, registration acknowledgments, or account references where available.

Pitfall 5: Notarization defects

If the affidavit lacks a jurat or notarial details, or if identity requirements are not met, the provider may reject it.

9. Special situations

A. Prepaid vs postpaid

• Postpaid: generally easier to prove ownership through account records, bills, and account identification.
• Prepaid: proof can be harder, so having registration details, packaging, or consistent usage evidence can matter.

B. Corporate or family-plan numbers

If the number is under a company or another person’s account, SIM replacement may require:

• Authorization letter or SPA
• IDs of the authorized representative
• Corporate endorsement (for corporate accounts)

The affidavit of loss may still be executed by the person who possessed/used the SIM, but the account owner’s authorization typically controls.

C. Minors or legally incapacitated persons

A parent/guardian or lawful representative may need to execute documents and provide proof of relationship/authority, depending on provider policy.

D. Lost SIM recovered after replacement

If you recover the old SIM after a replacement was issued, do not use it. The provider may have deactivated it. Keep it secured and follow provider instructions; consider destroying it safely if it can no longer be used.

10. Essential clauses checklist (practitioner-style)

A well-prepared SIM affidavit of loss typically covers:

• Title identifying “Affidavit of Loss – SIM Card”
• Complete affiant identity details
• Identification of the mobile number and (if known) ICCID/serial
• Clear loss narrative: date/timeframe, place, circumstances
• Statement of diligent efforts and failure to recover
• Statement that the SIM is irretrievable/not in possession
• Statement of lawful subscriber/user status
• Purpose: SIM replacement/reissuance and retention of number
• Undertaking to notify if found; responsibility for truthfulness
• Affiant signature
• Proper jurat and notarial details

11. Sample key-statement language (for reference, not a fill-in template)

• “I am the lawful subscriber/user of mobile number [__________] and the SIM card assigned thereto.”
• “On or about [__________], I noticed that my SIM card was missing after [brief truthful circumstance].”
• “Despite diligent efforts to locate and recover the SIM card, I was unable to do so.”
• “The SIM card is now beyond my control and is no longer in my possession.”
• “I am executing this affidavit to attest to the truth of the foregoing and to support my request for replacement/reissuance of my SIM and retention of my mobile number for lawful purposes.”
• “Should the SIM card be found or recovered, I shall promptly inform the concerned service provider and refrain from using the recovered SIM.”

12. Legal and practical consequences of false statements

An affidavit is a sworn statement. Making deliberate falsehoods in a sworn affidavit can expose the affiant to legal risk and can also lead to denial of requests or account restrictions by service providers. Practically, inaccuracies can delay replacement and complicate recovery of accounts that rely on the number for verification.

13. Bottom line

In Philippine practice, a SIM-related affidavit of loss is a risk-control document: it identifies the subscriber, narrates the loss, affirms irrecoverability, and states the lawful purpose of replacement. A strong affidavit is specific, consistent, notarized properly, and backed by credible ID and ownership evidence, minimizing delays and reducing the risk of disputes during SIM replacement and number retention.