I. Overview

An Affidavit of Loss is a sworn written statement executed by a person who has lost a document, identification card, certificate, receipt, instrument, or other property. In the Philippines, it is commonly required by government agencies, schools, banks, employers, insurance companies, transport offices, registries, and private institutions before they issue a replacement, cancel a lost item, recognize the loss, or allow a transaction to proceed.

It is not the loss itself that gives legal effect to the affidavit. Rather, the affidavit serves as a formal declaration under oath that the item was lost, that the loss was not intentional, and that the affiant is requesting recognition of that fact. Because it is sworn before a notary public, the person making the statement may be held legally accountable if the contents are false.

An Affidavit of Loss is widely used in Philippine practice because many institutions require a notarized document to protect themselves against fraud, duplicate claims, unauthorized transactions, and conflicting ownership claims.

II. Nature and Purpose of an Affidavit of Loss

An Affidavit of Loss is both an evidentiary document and an administrative requirement. It does not, by itself, automatically replace the lost document or prove ownership beyond dispute. Its primary functions are:

To formally state that a specific item or document has been lost;
To explain the circumstances of the loss;
To declare that diligent efforts were made to locate the item;
To request the issuance of a replacement, duplicate, or certification;
To protect the issuing agency or institution from liability;
To place the affiant under oath regarding the truth of the facts stated.

For example, a person who loses a driver’s license may be required by the Land Transportation Office to submit an Affidavit of Loss before a duplicate license is issued. A student who loses a diploma, school ID, or transcript receipt may be required by the school to submit one. A corporation that loses a stock certificate may require a more detailed affidavit and may also require publication, bond, board approval, or additional documentary proof.

III. Legal Character of the Affidavit

An Affidavit of Loss is a notarized affidavit. Once properly notarized, it becomes a public document. This means it is entitled to evidentiary weight as to the fact that the affiant personally appeared before the notary and swore to the contents of the document.

However, notarization does not make the statements automatically true. It only gives the document formal legal character. The truthfulness of the contents may still be questioned, especially if the lost item involves ownership, money, negotiable instruments, shares of stock, land titles, or documents affecting rights of third persons.

Because the affidavit is made under oath, a false statement may expose the affiant to possible liability for perjury, falsification, fraud, or other related offenses depending on the circumstances.

IV. Common Situations Requiring an Affidavit of Loss

In the Philippines, an Affidavit of Loss is commonly required for the following:

A. Lost Government-Issued IDs

These may include:

Philippine passport;
Driver’s license;
Unified Multi-Purpose ID;
Social Security System ID;
Government Service Insurance System ID;
PhilHealth ID;
Pag-IBIG Loyalty Card;
Postal ID;
Voter’s ID, where applicable;
PRC ID;
National ID or related transaction slip;
Senior citizen ID;
PWD ID.

Government agencies may impose additional requirements aside from the affidavit, such as police reports, application forms, proof of identity, payment of replacement fees, or personal appearance.

B. Lost Private IDs

These include:

Company ID;
School ID;
Building access card;
Membership card;
Bank card;
Insurance card;
Club or association ID.

Private institutions may require the affidavit to document the loss and prevent misuse.

C. Lost Official Receipts and Certificates

An Affidavit of Loss may be required for:

Official receipts;
Tax documents;
School records;
Training certificates;
Employment certificates;
Medical certificates;
Professional certificates;
Registration documents.

Where the lost document is connected to taxes, business registration, permits, or official transactions, the agency may require additional certifications or records.

D. Lost Vehicle Documents

For motor vehicles, an Affidavit of Loss may be required for lost:

Certificate of Registration;
Official Receipt;
License plates;
Driver’s license;
Deed of sale;
Insurance policy;
emission test certificate;
authorization documents.

For vehicle-related losses, the Land Transportation Office or other relevant offices may require additional forms, proof of ownership, valid identification, and payment of fees.

E. Lost Land or Property Documents

Affidavits of loss may also be used for lost:

Owner’s duplicate certificate of title;
tax declarations;
deeds;
contracts;
certificates authorizing registration;
real property tax receipts.

A lost land title is a special case. An ordinary affidavit is usually not enough to obtain a new owner’s duplicate certificate of title. The registered owner may need to file a proper petition in court for the issuance of a new owner’s duplicate title, subject to applicable land registration rules and procedures.

F. Lost Stock Certificates and Corporate Documents

A lost stock certificate may require:

Affidavit of Loss;
notice to the corporation;
proof of ownership;
possible bond or indemnity agreement;
compliance with the corporation’s by-laws;
observance of the Revised Corporation Code and internal corporate procedures.

Stock certificates are sensitive because they represent ownership rights in a corporation. Replacement is not usually automatic.

G. Lost Negotiable Instruments or Financial Documents

An Affidavit of Loss may be needed for:

checks;
promissory notes;
bank passbooks;
deposit certificates;
pawn tickets;
insurance policies;
investment certificates.

Banks and financial institutions often require additional procedures such as stop-payment orders, indemnity undertakings, waiting periods, or internal verification.

V. Essential Contents of an Affidavit of Loss

Although the exact wording may vary, an Affidavit of Loss should generally contain the following:

1. Title

The document should be clearly titled:

Affidavit of Loss

If the lost item is specific, the title may state:

Affidavit of Loss of Driver’s License Affidavit of Loss of Passport Affidavit of Loss of Certificate of Registration Affidavit of Loss of Stock Certificate

A specific title helps the receiving office identify the purpose of the document.

2. Personal Circumstances of the Affiant

The affidavit should identify the person making the sworn statement. It usually includes:

full name;
age;
civil status;
nationality;
address;
government-issued ID details, if needed.

A typical introductory statement reads:

“I, Juan Dela Cruz, of legal age, Filipino, single, and residing at Quezon City, Philippines, after having been duly sworn in accordance with law, hereby depose and state that:”

3. Description of the Lost Item

The affidavit must describe the lost item with enough specificity. Depending on the item, the description may include:

document name;
ID number;
certificate number;
account number, where appropriate;
date of issuance;
issuing agency or office;
registered owner;
plate number or vehicle details;
serial number;
title number;
policy number;
check number;
school or employee number.

The more valuable or sensitive the item, the more detailed the description should be.

4. Circumstances of the Loss

The affidavit should explain how, when, and where the item was lost. It should be truthful and specific enough, but not exaggerated.

Examples:

“Sometime on or about 15 March 2026, while I was commuting from Makati City to Quezon City, I discovered that my wallet containing my driver’s license was missing.”
“I kept the original receipt in my personal file, but despite diligent search, I could no longer locate it.”
“The document appears to have been misplaced during the transfer of office records.”

If the exact date or place is unknown, the affidavit may say “on or about” a certain date or “I cannot determine the exact place of loss.” It is better to be accurate than to invent details.

5. Statement of Diligent Search

Most affidavits include a statement that the affiant made efforts to locate the item but failed.

Example:

“Despite diligent efforts to locate the said document, the same could no longer be found and is now considered lost beyond recovery.”

This statement is important because it shows that the affidavit is not being executed casually or prematurely.

6. Statement That the Item Was Not Sold, Assigned, Pledged, or Surrendered

For certain items, especially documents representing value or ownership, the affidavit should state that the lost item was not transferred to another person.

Example:

“The said document has not been sold, assigned, pledged, mortgaged, delivered, or otherwise transferred to any person or entity.”

This clause is especially important for stock certificates, land-related documents, checks, passbooks, and financial instruments.

7. Purpose of the Affidavit

The affidavit should state why it is being executed.

Examples:

“This affidavit is being executed for the purpose of requesting the issuance of a replacement driver’s license.”
“This affidavit is being executed to attest to the loss of the original receipt and for whatever legal purpose it may serve.”
“This affidavit is being executed in support of my request for the issuance of a duplicate copy.”

8. Undertaking to Return the Original if Found

Many affidavits include a promise to surrender the original if it is later found.

Example:

“Should the original document be found, I undertake to surrender the same to the proper office and to refrain from using it.”

This protects the issuing authority from the risk of two valid-looking documents circulating at the same time.

9. Signature of the Affiant

The affiant must personally sign the affidavit. The signature should match the identification document presented to the notary whenever possible.

10. Jurat or Notarial Acknowledgment

An affidavit must be subscribed and sworn to before a notary public. The notarial portion usually includes:

place of notarization;
date of notarization;
competent evidence of identity;
notarial register details;
notary public’s signature and seal.

Without notarization, the document may simply be an unsworn statement and may not be accepted by the receiving agency.

VI. Formal Requirements

A. The Affiant Must Be Competent

The person executing the affidavit must have personal knowledge of the loss. Usually, the affiant is the owner of the lost item or the person responsible for its custody.

For minors, parents or guardians may execute the affidavit, especially when the lost item belongs to or was issued to a child. The wording should make clear that the parent or guardian is executing the affidavit on behalf of the minor.

For corporations, the affidavit may be executed by an authorized officer, such as the corporate secretary, president, treasurer, administrative officer, or records custodian. The receiving agency may require proof of authority, such as a board resolution, secretary’s certificate, or authorization letter.

B. Personal Appearance Before the Notary

The affiant must personally appear before the notary public. Philippine notarization is not supposed to be a mere signing service. The notary must verify the identity of the affiant and confirm that the person voluntarily swore to the document.

C. Competent Evidence of Identity

The affiant must present valid identification to the notary. The notary records the identity document used. Common IDs include:

passport;
driver’s license;
PRC ID;
UMID;
SSS ID;
GSIS ID;
PhilHealth ID;
TIN ID, depending on acceptance;
voter’s ID;
postal ID;
senior citizen ID;
PWD ID;
national ID;
other government-issued IDs accepted by the notary.

The rules on what counts as competent evidence of identity may depend on notarial rules and the notary’s compliance practice.

D. Proper Venue

The affidavit should be notarized by a notary public authorized to act in the place where the notarization occurs. Notaries are commissioned for specific territorial jurisdictions.

E. Language

Affidavits are commonly written in English. They may also be written in Filipino or another language understood by the affiant. If the affiant does not understand the language of the affidavit, the document should be translated or explained to the affiant before signing.

F. Number of Copies

The affiant should usually prepare multiple original notarized copies or certified photocopies, depending on the receiving office’s requirement. Some agencies keep the original notarized affidavit, while others only require a photocopy after comparing it with the original.

VII. Documentary Requirements Commonly Attached

The Affidavit of Loss itself may be sufficient for simple lost items, but many institutions require supporting documents. These may include:

valid government ID of the affiant;
photocopy of the lost document, if available;
application form for replacement;
proof of ownership;
police report, especially for theft, robbery, or passport loss;
authorization letter, if a representative will transact;
special power of attorney, if required;
board resolution or secretary’s certificate for corporate affiants;
proof of payment of replacement fees;
publication, bond, or court order for certain valuable documents.

The required attachments depend on the agency or institution involved.

VIII. Is a Police Report Required?

A police report is not always required for an Affidavit of Loss. However, it may be required or advisable when:

the item was stolen rather than merely misplaced;
the lost item is a passport;
the lost item is a government ID that may be misused;
the lost item is a check, ATM card, passbook, or other financial instrument;
the lost item involves possible criminal activity;
the receiving agency specifically requires it;
the loss may lead to insurance claims.

An Affidavit of Loss and a police report serve different purposes. The affidavit is the sworn statement of the person who lost the item. The police report is an official record that the loss or incident was reported to law enforcement.

IX. Is Notarization Required?

In most Philippine transactions, yes. Agencies and private institutions usually require the Affidavit of Loss to be notarized.

An unnotarized statement may be rejected because it does not carry the same formal character as a sworn affidavit. Notarization also discourages false declarations by placing the affiant under oath.

However, some institutions may accept an internal declaration form or incident report instead of a notarized affidavit, especially for low-value items like access cards, membership IDs, or school IDs. The safer assumption is that notarization will be required unless the receiving office says otherwise.

X. Affidavit of Loss Versus Other Documents

A. Affidavit of Loss vs. Police Report

An Affidavit of Loss is made by the person who lost the item. A police report is made or recorded by the police after a report is filed.

The affidavit is usually required for replacement. The police report is usually required when the loss involves theft, possible crime, or security risk.

B. Affidavit of Loss vs. Certification of Loss

A certification of loss may be issued by an office, employer, school, or agency to confirm that its records show a document or item was reported lost. It is not the same as a personal sworn affidavit.

C. Affidavit of Loss vs. Affidavit of Undertaking

An Affidavit of Undertaking focuses on a promise to do or refrain from doing something. An Affidavit of Loss focuses on the fact and circumstances of loss. Some affidavits combine both, especially when the affiant promises to surrender the original if found or indemnify the issuing institution.

D. Affidavit of Loss vs. Affidavit of Ownership

An Affidavit of Ownership states that the affiant owns a property or item. An Affidavit of Loss states that a document or item was lost. For valuable property, both ownership and loss may need to be alleged.

XI. Special Considerations for Specific Lost Documents

A. Lost Passport

A lost Philippine passport is treated seriously because of identity and travel security concerns. The Department of Foreign Affairs may require personal appearance, an Affidavit of Loss, police report depending on circumstances, replacement forms, valid IDs, and payment of applicable fees. A lost valid passport may also be subject to additional clearance or waiting periods.

The affidavit should state the passport number, date and place of issue if known, and circumstances of loss.

B. Lost Driver’s License

For a lost driver’s license, the affidavit should identify the license number if known, the name of the licensee, and the circumstances of loss. The Land Transportation Office may require the affidavit, valid ID, application, and replacement fee.

C. Lost Certificate of Registration or Official Receipt of Vehicle

A vehicle owner who loses the Certificate of Registration or Official Receipt may need an affidavit describing the vehicle, plate number, engine number, chassis number, registered owner, and circumstances of loss. The LTO may require additional proof of ownership and payment of fees.

D. Lost School Records

Schools often require an Affidavit of Loss for lost IDs, library cards, examination permits, receipts, diplomas, certificates, or transcripts. The affidavit should state the student number, course, school year, and details of the lost document.

E. Lost Employment Records

Employers may require affidavits for lost company IDs, access cards, accountable forms, official receipts, clearance slips, or employment documents. The affidavit may be used for internal accountability and record replacement.

F. Lost Bank Documents

Banks may require affidavits for lost passbooks, checkbooks, manager’s checks, certificates of deposit, ATM cards, or other banking instruments. Because these documents may involve money, banks often require additional undertakings, indemnity agreements, stop-payment instructions, internal verification, and waiting periods.

G. Lost Checks

A lost check is sensitive because it may be negotiated, deposited, or misused. An affidavit of loss for a check should state:

check number;
bank and branch;
account name;
payee;
amount;
date of check;
circumstances of loss;
statement that the check was not negotiated or transferred, if true;
request for stop payment or replacement, if applicable.

The bank may still require a separate stop-payment order and indemnity.

H. Lost Stock Certificate

For a lost stock certificate, the affidavit should be detailed. It should identify:

corporation name;
stockholder name;
certificate number;
number and class of shares;
date of issuance, if known;
circumstances of loss;
statement that the certificate has not been sold, assigned, pledged, or transferred;
request for cancellation and replacement.

Corporate law and the corporation’s by-laws may impose additional requirements before a replacement certificate is issued.

I. Lost Owner’s Duplicate Certificate of Title

Loss of an owner’s duplicate certificate of title is not a simple administrative matter. A notarized affidavit may be necessary, but it is generally only part of a larger legal process. The registered owner may need to file a court petition for issuance of a new owner’s duplicate title. The court may require publication, notice, evidence of ownership, and proof of loss.

This type of loss should be handled carefully because land titles affect property rights and third parties.

XII. Who Should Execute the Affidavit?

The proper affiant depends on the item lost.

A. Individual Owner

For personal IDs, receipts, licenses, certificates, and personal documents, the owner or holder usually executes the affidavit.

B. Parent or Guardian

For a minor’s lost school ID, passport, or document, the parent or legal guardian may execute the affidavit.

C. Authorized Representative

If the owner is unavailable, a representative may execute the affidavit only if the representative has personal knowledge of the loss or is properly authorized. Some offices may still require the owner’s own affidavit.

D. Corporate Officer

For corporate documents, accountable forms, receipts, stock certificates, or company property, an officer or employee with custody or authority should execute the affidavit. The corporation may need to issue a board resolution, secretary’s certificate, or authorization.

E. Heir or Estate Representative

If the document belonged to a deceased person, an heir, administrator, executor, or authorized representative may need to execute the affidavit. Additional estate documents may be required.

XIII. Standard Clauses Found in an Affidavit of Loss

A well-drafted Affidavit of Loss often contains the following clauses:

Identity Clause

This identifies the affiant and confirms legal capacity.

Ownership or Custody Clause

This states that the affiant is the owner, holder, custodian, or authorized representative concerning the lost item.

Description Clause

This identifies the lost item with specificity.

Loss Clause

This narrates the circumstances of loss.

Diligent Search Clause

This states that efforts were made to find the item.

Non-Transfer Clause

This states that the item was not sold, assigned, pledged, surrendered, or transferred.

Purpose Clause

This states the reason for executing the affidavit.

Undertaking Clause

This states that the affiant will surrender the original if found or will not use it if a replacement has already been issued.

Truth Clause

This confirms that the statements are true and correct based on personal knowledge.

Jurat

This is the notarial portion confirming that the affidavit was sworn to before a notary public.

XIV. Sample General Format

AFFIDAVIT OF LOSS

I, [NAME], of legal age, [civil status], Filipino, and residing at [address], after having been duly sworn in accordance with law, hereby depose and state:

That I am the owner/holder of [describe lost item];
That the said [item/document] bears the following details: [insert identifying details, such as number, date of issuance, issuing office, serial number, account number, certificate number, or other relevant information];
That on or about [date], at or near [place], I discovered that the said [item/document] was missing/lost;
That despite diligent efforts to locate the same, I could no longer find it, and I now consider it lost beyond recovery;
That the said [item/document] has not been sold, assigned, pledged, delivered, surrendered, transferred, or otherwise disposed of in favor of any person or entity;
That I am executing this affidavit to attest to the truth of the foregoing facts and for the purpose of [state purpose, such as requesting issuance of a replacement/duplicate/certification];
That should the original [item/document] be found, I undertake to surrender the same to the proper office and/or refrain from using it.

IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of __________ 20___ at _______________, Philippines.

[Signature] [Name of Affiant]

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at _______________, Philippines, affiant exhibiting to me competent evidence of identity consisting of [ID details].

Notary Public

Doc. No. ___; Page No. ___; Book No. ; Series of 20.

XV. Practical Drafting Tips

1. Be Specific

Avoid vague descriptions such as “my ID” or “my document.” Identify the lost item clearly.

Better:

“My Professional Regulation Commission Identification Card bearing PRC License No. ______.”

2. Do Not Invent Details

If the exact date, time, or place of loss is unknown, say so. Use “on or about” if necessary.

3. State Whether It Was Lost or Stolen

If the item was stolen, the affidavit should say so and a police report may be advisable or required. Do not describe theft as simple loss if there was an actual criminal incident.

4. Include Identifying Numbers

For IDs, licenses, certificates, checks, and official records, numbers are important. If the affiant does not know the number, the affidavit may state that the number is unknown or unavailable.

5. Match the Agency’s Requirements

Some agencies require their own form or specific wording. A general affidavit may not be enough for passports, land titles, stock certificates, checks, or corporate records.

6. Keep Copies

The affiant should keep a copy of the notarized affidavit and proof of submission. This may be useful if the lost item is later misused.

7. Report Sensitive Losses Immediately

For lost passports, bank cards, checks, passbooks, company access cards, and IDs, immediate reporting helps prevent unauthorized use.

XVI. Legal Risks of a False Affidavit of Loss

Because an Affidavit of Loss is sworn, making false statements in it can have serious consequences.

Possible legal consequences include:

perjury;
falsification;
estafa or fraud-related charges;
civil liability for damages;
administrative liability for employees, professionals, or public officers;
denial of replacement application;
cancellation of issued replacement;
liability to third parties injured by the false declaration.

Examples of risky false statements include:

claiming a document was lost when it was actually pledged as security;
claiming a check was lost when it had already been delivered to the payee;
claiming a title was lost to obtain a replacement while another person holds it;
claiming an ID was lost to avoid accountability for misuse;
claiming a receipt was lost to obtain a duplicate refund or payment.

An affidavit should never be used to defeat another person’s rights or to create a duplicate instrument for improper purposes.

XVII. Affidavit of Loss for Replacement Purposes

The most common use of an Affidavit of Loss is to obtain a replacement. However, the affidavit is only one requirement. The issuing authority may still require:

verification of records;
payment of penalties or replacement fees;
personal appearance;
proof of identity;
proof of ownership;
police report;
publication;
bond or indemnity;
court order;
internal approval.

The issuance of a replacement remains subject to the rules of the relevant office.

XVIII. Affidavit of Loss for Cancellation Purposes

Sometimes the purpose is not to replace the lost item but to cancel it. This often applies to:

access cards;
company IDs;
checks;
old certificates;
lost permits;
bank instruments;
membership cards.

In these cases, the affidavit should state that the affiant requests cancellation or deactivation of the lost item and undertakes not to use it if later recovered.

XIX. Affidavit of Loss for Insurance Claims

When property is lost, stolen, or destroyed, an insurance company may require an Affidavit of Loss. The affidavit should be carefully drafted because insurance claims require truthful and complete disclosure.

It may need to include:

description of the insured property;
policy number;
date and circumstances of loss;
estimated value;
police or incident report;
statement that the claim is made in good faith.

False or exaggerated statements in an insurance-related affidavit can result in denial of the claim and possible legal liability.

XX. Affidavit of Loss for Business and Tax Documents

Businesses may need affidavits of loss for:

official receipts;
invoices;
books of accounts;
permits;
registration certificates;
accountable forms;
tax documents;
government filings.

The Bureau of Internal Revenue, local government units, and other regulatory offices may impose specific reporting and replacement requirements. Loss of accountable forms, receipts, or invoices can involve penalties, cancellation procedures, or formal reporting.

For businesses, the affidavit should usually be executed by the owner, president, treasurer, corporate secretary, authorized officer, or records custodian.

XXI. Affidavit of Loss for Court or Litigation Use

An Affidavit of Loss may be used in court proceedings to explain why an original document cannot be produced. However, it is not always sufficient by itself. Philippine rules on evidence may require proper foundation for secondary evidence if the original document is unavailable.

In litigation, the party relying on a lost document may need to prove:

existence and due execution of the original;
loss or destruction of the original;
absence of bad faith;
contents of the original through admissible secondary evidence.

Thus, an Affidavit of Loss may support but not automatically guarantee admissibility of a copy or secondary evidence.

XXII. Common Mistakes

1. Using a Generic Affidavit Without Identifying the Lost Item

A vague affidavit may be rejected. The lost item must be identifiable.

2. Forgetting the Purpose

The affidavit should state whether it is for replacement, cancellation, reporting, claim, or legal record purposes.

3. Not Having It Notarized

Most agencies require notarization. A signed but unnotarized statement may not be accepted.

4. Using the Wrong Affiant

The person signing should be the owner, holder, custodian, or authorized person with personal knowledge.

5. Omitting Material Facts

For example, failing to disclose that a check was already delivered, that a document may be in another person’s possession, or that a title is subject to dispute can create legal problems.

6. Treating the Affidavit as a Replacement

The affidavit does not replace the lost item. It only supports a request for replacement or recognition of loss.

7. Not Checking Agency-Specific Rules

Government agencies and private institutions may have specific forms, templates, or procedures.

XXIII. Cost and Processing

The cost of preparing and notarizing an Affidavit of Loss varies depending on location, complexity, and the notary public. A simple affidavit for a lost ID is usually less expensive than an affidavit involving corporate documents, stock certificates, land titles, checks, or business records.

Processing time also varies. Simple affidavits may be prepared and notarized quickly if the affiant has valid identification and the facts are complete. Replacement of the lost item, however, depends on the receiving agency or institution.

XXIV. Validity Period

There is generally no universal statutory “expiration date” for an Affidavit of Loss. However, some offices may require a recently executed affidavit, especially if the loss is connected to current transactions. As a practical matter, agencies may prefer affidavits executed close to the date of application for replacement.

If too much time has passed, the receiving office may ask for a new affidavit or updated explanation.

XXV. When a Simple Affidavit of Loss May Not Be Enough

A simple notarized affidavit may be insufficient for:

lost owner’s duplicate land titles;
lost stock certificates;
lost negotiable instruments;
lost checks of substantial value;
lost warehouse receipts;
lost certificates of deposit;
lost corporate securities;
lost court records;
lost documents subject to dispute;
lost documents held by another person;
losses involving fraud, theft, or criminal acts.

In these situations, additional legal procedures may be required.

XXVI. Best Practices After Losing an Important Document

After discovering the loss of an important document or item, a person should:

Search thoroughly and document the effort;
Report the loss to the issuing office or institution;
Report to the police if theft, robbery, or misuse is possible;
Request deactivation, stop payment, or cancellation if applicable;
Prepare a truthful Affidavit of Loss;
Secure valid identification for notarization;
Submit the affidavit with the required supporting documents;
Keep copies of all submissions and receipts;
Monitor for possible misuse of the lost item;
Surrender the original if it is later found.

XXVII. Conclusion

An Affidavit of Loss is a routine but legally significant document in the Philippines. It is required in many transactions involving lost IDs, licenses, certificates, receipts, checks, vehicle documents, school records, employment documents, corporate papers, and other important items. Its value lies in the fact that it is a sworn, notarized declaration that formally records the loss and supports a request for replacement, cancellation, or recognition.

A proper Affidavit of Loss should clearly identify the affiant, describe the lost item, explain the circumstances of loss, state that diligent search was made, declare that the item was not improperly transferred, specify the purpose of the affidavit, and include an undertaking to surrender the original if found. It must be signed voluntarily and notarized before a duly commissioned notary public.

Although simple in form, an Affidavit of Loss should be prepared carefully. For ordinary IDs and documents, it is often enough to support replacement. For land titles, stock certificates, negotiable instruments, checks, bank documents, corporate records, and disputed documents, additional legal or administrative steps may be required. False statements in an affidavit may result in serious civil, criminal, or administrative liability.