Affidavit of Loss in the Philippines: Requirements, Where to Get, and Typical Fees

An Affidavit of Loss is a sworn written statement used to declare that a specific item or document has been lost, destroyed, or misplaced, and to request its replacement or cancellation. It’s widely required by government agencies, banks, schools, employers, and private institutions before they will issue a replacement (e.g., ID, license, passbook, ATM card, certificate, receipt, insurance policy, stock certificate, etc.).

What an Affidavit of Loss Does (and Doesn’t) Do

What it does:
- Puts on record, under oath, the circumstances of the loss.
- Lets the receiving institution act (e.g., cancel the lost item and issue a replacement).
- Helps protect against misuse (e.g., by requesting blocking, cancellation, stop-payment, or deactivation).
What it doesn’t do:
- It is not a police report or barangay blotter (though some agencies may ask for those in addition).
- It doesn’t automatically restore legal ownership if the lost item is high-value property (e.g., land titles or stock certificates may require additional legal steps such as court petitions, publication, or corporate processing).

Core Contents (What to Write)

A well-drafted affidavit is concise, factual, and specific. Include:

Affiant’s identity – Full name, citizenship, civil status, age, and address.
Description of the item/document – Type, number, date of issue, issuing agency, and any distinguishing details.
Circumstances of loss – Date (or range), place, and how it likely happened (e.g., misplaced, theft, accident, fire, flood).
Efforts to search/recover – Brief statement that you exercised due diligence and still cannot find it.
Non-possession & non-transfer – You no longer have it, did not sell or give it away, and will surrender it if found.
Purpose – To request cancellation/deactivation and issuance of a replacement, or to support a stop-payment or similar action.
Undertaking – To report immediately if recovered and to hold the institution free from liability for acting on the affidavit in good faith.
Oath/Jurat – You swear to the truth of the statements and sign in the presence of a notary public.

Tip: Use dates, identifiers, and short paragraphs. Avoid assumptions or speculation.

Legal & Notarial Basics (Philippine Context)

Personal appearance is the rule. You must personally appear before a duly commissioned notary public and sign the affidavit in the notary’s presence (for a jurat). Bring competent evidence of identity (generally a valid, unexpired government-issued ID with photo and signature).
If you lack valid ID: Two credible witnesses who know you personally and have valid IDs may be acceptable; practices vary by notary.
Notary’s journal & seal: The notary records the notarization (date/time, doc title, ID presented, etc.) and affixes a seal.
Remote/electronic notarization: Special rules sometimes allow remote notarization (subject to strict procedures). In many places, walk-in notarization remains the default; confirm what your notary accepts.
False statements are punishable. Lying under oath is perjury, a crime. Penalties can include fines and imprisonment, and a false affidavit can be used against you.

When Agencies Ask for More Than an Affidavit

Requirements vary. Common add-ons:

Police report or barangay blotter – Often requested for lost IDs, ATM cards, SIMs/phones, vehicle plates/CR/OR, or when theft is involved.
Company/agency forms – Banks, schools, PRC, LTO, DFA, SSS, PhilHealth, Pag-IBIG, NBI, PSA, insurance companies, and telcos may have their own templates.
Publication/notice periods – For negotiable instruments (e.g., checks), stock certificates, or high-value documents, the institution may require a waiting period, newspaper publication, surety bonds, or board/court approvals.
Stop-payment or deactivation – For checks, passbooks, debit/credit cards, SIMs—do this immediately, often alongside the affidavit.

Typical Use Cases

Government IDs & licenses: PRC ID, driver’s license, SSS/GSIS/UMID, PhilHealth, Pag-IBIG, postal ID, passport (lost passport replacement has its own process), senior citizen/PWD IDs, barangay/city-issued IDs.
Banking items: ATM cards, passbooks, checkbooks, manager’s checks, time deposit certificates, CTDs.
Academic records: School IDs, diplomas, TORs (schools may ask for their forms plus the affidavit).
Property & corporate: Company IDs, access badges, receipts, certificates, insurance policies, stock certificates (often more complex).
Vehicle-related: Car plates, stickers, CR/OR (expect police report and LTO procedures).
Gadgets & SIMs: For SIM replacement or number recovery, the telco may require affidavit plus IDs and SIM details.

Where to Get an Affidavit of Loss

Prepare it yourself (DIY) and bring for notarization.
Law offices / Notary publics – They can draft and notarize.
City/Municipal Halls & Business Centers – Many buildings have notary desks or nearby law offices.
Agency-provided templates – Some institutions give pro-forma affidavits; using theirs speeds up processing.
Corporate HR/Admin – For company IDs/access cards, HR may issue the template and route approvals.

For government transactions, using the specific agency template (if available) often prevents repeat visits.

Documentary Stamp Tax (DST) and Other Small Costs

Documentary stamp: Many notaries require affixing a ₱30 documentary stamp on affidavits. Sometimes it’s already included in the notarial fee; sometimes it’s itemized.
Barangay certificate or police report: If required, expect ₱50–₱200 each, varying by LGU/station.
Photocopying & duplicates: ₱2–₱5 per page; keep original + 2–3 photocopies.

Typical Fees (Real-World Ranges)

Actual prices vary by city, complexity, and whether drafting is included:

Notarization (jurat) only: ~₱100–₱500 (provincial) to ₱200–₱1,000+ (Metro areas or malls).
Drafting + notarization: ~₱300–₱2,000+, depending on customization/length.
Rush, after-hours, on-site visits: May add ₱300–₱1,500+.
Documentary Stamp Tax (DST): ₱30 per affidavit (commonly applied).

Tip: Ask whether the quote already includes the documentary stamp and multiple notarized copies.

Step-by-Step: How to Get It Done (Fast)

List the facts – Item details, last known date/time/place, and your search efforts.
Draft the affidavit – Use the template below (or an agency template).
Prepare IDs & copies – At least one valid government ID; print 2–3 copies of the affidavit.
Go to a notary – Sign in front of the notary; pay the fee and DST; get the notarized originals back.
File with the institution – Submit the affidavit (plus any forms, IDs, photos, police/barangay reports).
Keep proof – Retain a stamped copy, claim stub, or reference number.
If recovered later – Inform the institution and, if instructed, surrender the recovered item.

Template: Affidavit of Loss (Fill-in-the-Blanks)

AFFIDAVIT OF LOSS

I, [Full Name], [citizenship], [civil status], [age] years old, and a resident of [address], after having been duly sworn in accordance with law, depose and state that:

I am the lawful holder/owner of [describe item/document: type, number, issuing agency, date of issue, other identifiers].

On or about [date/time], at [place], I discovered that the said [item/document] was [lost/misplaced/stolen/destroyed].

Despite diligent search and efforts to recover the same, I have been unable to locate it and I no longer have possession or control of it.

I did not sell, assign, or transfer the said [item/document] to any person, and I undertake to immediately inform [agency/bank/company] and surrender it if I later find or recover the same.

I am executing this Affidavit to attest to the foregoing facts and to request the [cancellation/deactivation/replacement/reissue] of the said [item/document] and for whatever legal purpose it may serve.

IN WITNESS WHEREOF, I have hereunto set my hand this [date] at [city/municipality, province], Philippines.

[Affiant’s Printed Name]

JURAT SUBSCRIBED AND SWORN to before me this [date] at [city/municipality, province], affiant exhibiting to me [ID type, number, date/place of issue] as competent evidence of identity.

Notary Public Doc. No. ___; Page No. ___; Book No. _; Series of 20.

How to use this template: Replace bracketed text with your details, print, and sign only in front of the notary.

Practical Tips & Common Pitfalls

Be specific but brief. Too much narrative invites questions; too little detail causes rejections.
Match the receiving office’s template. If available, use it—wording and headings may be required.
Bring extra copies. Some counters keep one; others stamp-receive and return a copy.
Check ID validity. An expired ID may be rejected for notarization.
Don’t pre-sign. The notary must witness your signature for a jurat.
For company-issued items: Clear with HR/Admin for additional sign-offs or asset logs.
For high-value documents: Expect additional processes (publication, bonds, board resolutions, or court petitions). Plan for lead time.
If theft is suspected: File a police report immediately; provide reference numbers in your affidavit/transaction.

FAQs

Is an affidavit always enough for a replacement? No. Many agencies accept it as a core requirement, but they may still require IDs, forms, photos, police/blotter reports, fees, and waiting periods.

Can I reuse one affidavit for multiple items? Prepare one affidavit per item for clarity, unless the institution explicitly permits grouping.

How many originals do I need? Usually 1–2 notarized originals. Ask if the agency will keep the original; if yes, bring two.

Can a minor execute an affidavit? Yes, typically with a parent/guardian who may execute or co-execute, depending on the institution’s rules.

What if I find the lost item later? Inform the agency/bank immediately and follow its instructions (e.g., surrender/cancel the recovered item).

Quick Checklist Before You Go

Draft completed (facts, identifiers, purpose).
Government ID ready (and valid).
Printed copies (at least 2–3).
Cash for notarial fee and ₱30 documentary stamp.
Extra requirements (police/blotter reports, photos, claim forms).
Agency template (if any).

This article provides general information for Philippine practice and is not a substitute for tailored legal advice. For complex or high-value losses (e.g., land titles, large checks, share certificates), consider consulting counsel to map out the exact steps and timelines.