Affidavit of Loss (ID) in the Philippines: A Complete Legal Guide
1. What Is an Affidavit of Loss?
An Affidavit of Loss is a sworn written declaration stating that the affiant (the person making the statement) has lost a specific document or personal property and is requesting its replacement or cancellation. For government-issued identity cards (IDs) in the Philippines, the affidavit serves two main purposes:
- Notice and proof of loss. Agencies cannot legally re-issue or cancel an ID without documented loss.
- Allocation of liability. The affiant assumes responsibility if the original turns up and is used illegally.
2. Governing Laws and Rules
| Source | Key Provisions Relevant to Affidavits of Loss |
|---|---|
| Rules on Notarial Practice (A.M. No. 02-8-13-SC, 2004) | Defines an affidavit, prescribes the jurat (oath) form, lists notary duties, and imposes sanctions for defective notarization. |
| Civil Code of the Philippines (Arts. 1315 & 1356) | Contracts and declarations may be in any form unless a specific form is required by law; for public documents (notarized), authenticity is presumed. |
| Revised Penal Code | Art. 171 (Falsification); Art. 183 (Perjury)—criminal liability for false statements in an affidavit. |
| Special agency regulations | Every agency (LTO, SSS, DFA, etc.) issues its own circulars requiring an affidavit of loss before re-issuance. |
3. When Is It Required?
| Lost ID | Agency That Usually Requires an Affidavit of Loss | Notes |
|---|---|---|
| Passport | Department of Foreign Affairs (DFA) | Must attach Police Report or Notarized Affidavit plus Lost Passport Form. |
| Driver’s License | Land Transportation Office (LTO) | Affidavit + LTO Application for Duplicate License. |
| UMID / SSS Card | Social Security System | Affidavit of Loss is mandatory before payment of replacement fee. |
| PRC ID / Certificate | Professional Regulation Commission | Affidavit + PRC Form PRC-100. |
| PhilHealth ID | Philippine Health Insurance Corp. | Affidavit plus PhilHealth Member Registration Form. |
| TIN Card | Bureau of Internal Revenue | Affidavit + BIR Form 1905 and payment of ₱100 replacement fee. |
| Voter’s ID / Voter Certificate | COMELEC | Affidavit + Application for Reissuance. |
| Postal ID | Philippine Postal Corp. | Affidavit + Police Report if loss resulted from theft. |
| Company / School ID | Employer or School Registrar | Internal HR or registrar rules may still require notarization. |
Tip: If the document was stolen—not merely misplaced—file a Police Blotter first. Some agencies (e.g., DFA) insist on it.
4. Core Elements of the Affidavit
- Title. “Affidavit of Loss” or “Affidavit of Loss of [Name of ID]”.
- Affiant’s Personal Details. Full name, age, civil status, nationality, address, and valid government ID reference.
- Ownership Statement. Affirm that the lost ID lawfully belongs to the affiant.
- Description of the Lost ID.
- Type (e.g., UMID)
- Serial or ID number
- Date of issue
- Issuing authority/branch
- Circumstances of Loss.
- Date, approximate time, and place where loss occurred
- Manner of loss (e.g., misplaced while commuting, snatched, lost in flood, etc.)
- Good-faith efforts made to locate or recover it
- Disclaimer and Undertaking.
- Statement that ID has not been used for illicit purposes to the affiant’s knowledge
- Undertaking to surrender the original if found and to hold the agency free from liability
- Request for Replacement. A prayer clause asking the agency to issue a new ID or declare the old one void.
- Oath/Jurat Block. Space for the notary’s jurat: “SUBSCRIBED AND SWORN to before me…” with date and notarial seal.
- Signatures. Affiant signs in the presence of the notary. Some agencies ask for two witnesses; include signature blocks if required.
5. Step-by-Step Preparation & Notarization
| Step | Action | Practical Reminders |
|---|---|---|
| 1 | Draft the affidavit | Use agency-issued template if provided; otherwise any standard form is acceptable so long as it contains the core elements. |
| 2 | Print 2–3 copies | One for the notary’s file, one for the agency, and one personal copy. |
| 3 | Bring Valid IDs | Notary will require at least one (often two) original, unexpired government IDs. |
| 4 | Appear before a Notary Public | Never sign beforehand; sign in front of the notary. |
| 5 | Pay Notarial Fee | Typical range: ₱150 – ₱300 in Metro Manila; provincial rates vary. |
| 6 | Receive Notarized Copy | Check: document number, page, book, series year, and embossed or red-ribboned seal if needed. |
Validity Period
An affidavit of loss is effective until the replacement process is completed, but agencies generally require it to be issued within the last 3–6 months.
6. Sample Blank Template
AFFIDAVIT OF LOSS
I, Juan D. Cruz, Filipino, single, 28 years old, and a resident of 123 Kapamilya St., Barangay Central, Quezon City, after having been duly sworn, depose and state:
- That I am the lawful owner of one (1) UMID Card issued by the Social Security System (SSS), bearing ID No. 34-1234567-8, issued on 15 May 2023 at SSS Diliman Branch;
- That on 10 April 2025, while commuting from SM North EDSA to my residence, I discovered that my wallet containing the said UMID Card was missing and presumed lost;
- That despite diligent search and efforts to locate the same, the UMID Card has not been found and is beyond recovery;
- That said ID has not been used, to my knowledge, for any fraudulent or unlawful purpose;
- That if the original UMID Card is recovered, I undertake to surrender it immediately to the SSS for proper disposition;
- That I execute this Affidavit to attest to the truth of the foregoing facts and to request the issuance of a replacement UMID Card.
IN WITNESS WHEREOF, I have hereunto set my hand this __ day of _______, 2025, at Quezon City, Philippines.
JUAN D. CRUZ, Affiant
SUBSCRIBED AND SWORN to before me this __ day of _______, 2025. Affiant personally appeared with Passport No. P1234567A issued on 02 Jan 2024.
Notary Public
7. Agency-Specific Quirks
| Agency | Extra Documents Besides Affidavit | Fee for Replacement* | Waiting Time** |
|---|---|---|---|
| DFA (Passport) | Police Report, Form DS-11, photocopy of lost passport data page if available | ₱950 (regular, 12 days) or ₱1,200 (expedite) | 7–12 working days + 15-day “clearing period” for lost passports |
| LTO (Driver’s License) | Medical Certificate (online), OR/CR if lost along with the license | ₱472.63 | Same-day release after biometrics |
| SSS (UMID) | SSS Form E-6, one valid ID | ₱200 | 2–4 weeks |
| PRC (Professional ID) | PRC Form PRC-100, payment slip | ₱250 | Around 1 hour for ID claim stub; 7 working days for ID |
| PhilHealth | PMRF, 1×1 photo (optional) | Free | Same-day |
| BIR (TIN Card) | BIR Form 1905, 1 valid ID, marriage certificate for name change | ₱100 | Same-day |
| COMELEC (Voter ID, now Voter Cert.) | VAF, Police Report if stolen | Free | Same-day |
| *Fees current as of January 2025; subject to change. | |||
| **Processing times vary by branch and demand. |
8. False Statements and Penalties
- Perjury (Art. 183, RPC). Punishable by arresto mayor (1 month 1 day to 6 months) to prision correccional (6 months 1 day to 6 years).
- Falsification of Public Documents (Art. 171, RPC). Up to 6 years 1 day to 12 years if the affidavit contains fabricated facts or forged signatures.
- Administrative Sanctions. Government employees who file false affidavits may face dismissal or suspension.
- Civil Liability. Any party injured by reliance on the false affidavit can sue for damages.
9. Practical Tips and Best Practices
- Draft clearly. Avoid vague phrases (“I lost it sometime in March”)—give exact dates if possible.
- Attach annexes. Add photocopies of police blotter, temporary receipts, or ID photocopies to strengthen your claim.
- Keep digital copies. Scan the notarized affidavit; some agencies now accept electronic submissions.
- Monitor validity. If an agency rejects the affidavit for being “too old,” simply have a fresh one notarized.
- Surrender duplicates. If the original resurfaces after re-issuance, return it; dual IDs can trigger administrative or criminal action.
- Choose reputable notaries. Bogus notarization voids the affidavit and can delay replacement.
10. Frequently Asked Questions
| Question | Answer |
|---|---|
| Can I use one affidavit to replace several IDs at once? | Legally yes, but most agencies require a separate original copy attached to each application. Prepare individual affidavits or request the notary for multiple notarized originals. |
| Is a barangay certificate of loss enough? | Rarely. A barangay certification or police blotter can supplement but does not replace a notarized affidavit. |
| What if I lost my IDs abroad? | Execute the affidavit before a Philippine Consul (consularized) or a local notary then apostille/legalize it, depending on the host country. |
| Do minors need an affidavit? | A parent or legal guardian signs the affidavit “in representation of” the minor, attaching the child’s birth certificate. |
| Will I be investigated for losing my passport twice? | The DFA imposes progressively higher Affidavit of Loss fees and may conduct verification interviews for repeat losses to deter fraud. |
11. Key Takeaways
- An Affidavit of Loss is a mandatory, notarized document for replacing nearly every Philippine government ID.
- It must state the facts of the loss clearly, be signed before a notary, and submitted promptly (usually within 3–6 months) together with each agency’s replacement form and fees.
- Accuracy is crucial—false statements expose the affiant to criminal liability for perjury or falsification.
- Keep copies and note agency-specific deadlines, fees, and additional documentary requirements.
By following the guidelines above, you can draft a legally sound Affidavit of Loss and expedite the re-issuance of any Philippine ID with minimal hassle.