An Affidavit of Loss is a sworn statement used in the Philippines to declare that a document, ID, card, passbook, title, or other property has been lost, explain how it was lost, and request that the issuer recognize the loss and issue a replacement. It is commonly required by banks, schools, government agencies (e.g., LTO, PRC, SSS, PhilHealth, GSIS, Pag-IBIG, PSA), corporate secretaries, and private institutions before they re-issue a credential or record.
This article explains what it is, when to use it, its legal and practical requirements, how to notarize it, typical supporting documents, and includes ready-to-use templates (English and Filipino).
1) What an Affidavit of Loss is—and isn’t
- It is: A sworn declaration by the owner (the “affiant”) narrating the circumstances of the loss and requesting recognition of the loss for replacement purposes. It is usually signed under a jurat (subscribed and sworn before a notary public).
- It isn’t: A guarantee that you will automatically get a replacement. Each institution retains its own rules and may require extra steps (e.g., police blotter, proof of ownership, fees, waiting periods, publication, or clearances).
2) When you typically need one
- Lost government IDs (UMID/SSS, PhilHealth, PRC licenses, Postal ID, Senior Citizen/PWD ID, Barangay ID, School ID).
- Lost bank materials (passbook, ATM card, checkbook, manager’s check).
- Lost vehicle documents (LTO OR/CR) or license plates/stickers.
- Lost civil registry documents previously issued (PSA/NSO copies) when asking for annotation/re-issuance.
- Lost corporate papers (stock certificate, share script, company ID).
- Lost academic or professional credentials (diploma, TOR, certificates).
- Lost keys, entry passes, or access cards where the custodian requires a sworn statement.
Some agencies also require a police blotter or certificate of non-issuance and may impose waiting periods to mitigate fraud. Requirements vary—always check the specific agency’s checklist.
3) Core contents of a proper Affidavit of Loss
A solid affidavit is short, factual, and complete. Include:
- Title (e.g., “Affidavit of Loss of UMID Card”).
- Affiant’s identity (full name, citizenship, civil status, birthday, address).
- Competent evidence of identity (ID type, number, issuing agency, date of issuance).
- Description of the lost item (type of document; number/serial/plate; date of issue; issuing office).
- Specific circumstances of loss (when, where, how it went missing; last known possession).
- Diligent search (efforts taken to locate; when you realized it was lost).
- Non-possession and non-transfer (you did not sell, lend, pledge, or deliver it to anyone).
- Undertaking if found later (you will return it to the issuer and/or not use it).
- Purpose clause (for replacement/re-issuance, record correction, or reporting).
- Signature block (affiant’s signature over printed name).
- Notarial jurat (with venue, date, notary details, roll/commission numbers).
Optional but often helpful:
- Attach proof of ownership (old photocopy, receipt, official acknowledgment, letter, email, ID photocopy).
- Police blotter or incident report, if required by the institution.
- Data points (account numbers, plate numbers) placed prudently to avoid exposing more personal data than needed.
4) Notarization basics (Philippine practice)
- Personal appearance is generally required. Bring a valid, unexpired government ID that matches the affidavit details.
- Sign before the notary. Do not pre-sign; jurat requires the notary to witness the signing and administer the oath.
- Competent evidence of identity: Government-issued photo ID or credible witness/es (if your IDs are also lost, some notaries accept two credible witnesses personally known to the notary; practices vary).
- Fees: Simple affidavits often range from modest amounts (varies by city/firm/complexity).
- Venue: The notary must be commissioned for the place (city/province) indicated in the notarial section.
- Remote notarization: Availability depends on the notary’s practice and prevailing rules. Many institutions still prefer in-person notarization; verify what your recipient accepts.
Perjury warning: Swearing to false statements is a crime under the Revised Penal Code (perjury). Make sure your narration is truthful and accurate.
5) Typical supporting requirements (by recipient type)
While checklists vary, these are commonly requested:
- Government agencies: Notarized Affidavit of Loss; valid ID(s); application form; agency-specific fees; sometimes police blotter; sometimes a waiting period.
- Banks: Notarized Affidavit of Loss; proof of account ownership (passbook/ATM details, signature cards, IDs); incident report; fees; replacement form; sometimes a hold period for security.
- Schools/PRC: Affidavit of Loss; request form; payment; registrar/licensure verification; sometimes newspaper/publication requirement for certain credentials (rare but possible in legacy rules).
- Vehicles (LTO/insurers): Affidavit of Loss; photocopy of OR/CR if available; plate/CS numbers; report of loss/theft for plates; insurance claim documents, if any.
6) Practical drafting tips
- Be specific but concise. Dates, locations, and identifiers help the recipient verify.
- Avoid speculation. If unsure how the loss occurred, say so plainly (“unknown means”).
- Use consistent identifiers. Copy numbers carefully from old photos/emails/records.
- Mind privacy. Redact or limit sensitive data on copies you attach, if the recipient allows.
- Single item per affidavit is usually clearer. If multiple items were lost in one event, list them cleanly and consider separate affidavits if the recipients differ.
7) Ready-to-use templates
A) English template (general)
AFFIDAVIT OF LOSS
(For: ____________________)
I, [FULL NAME], of legal age, [citizenship], [civil status], and a resident of [complete address], after having been duly sworn in accordance with law, depose and state that:
1. I am the lawful owner/holder of the following item/document:
- Type: ____________________
- Number/Identifier: ____________________
- Issued by: ____________________ on ____________________ at ____________________.
2. On or about [date], in [city/municipality, province], I discovered that the above item/document was missing. It was last in my possession on [date/time] at [place/circumstance].
3. Despite diligent search and efforts to locate the same, I have been unable to find it and believe that it was [lost/misplaced/stolen] by unknown means.
4. I have not sold, assigned, pledged, or otherwise delivered the said item/document to any person or entity, and no other person is entitled to possess or use it.
5. Should the original be found, I undertake to surrender it to [issuing authority] and refrain from using it.
6. I am executing this Affidavit to attest to the foregoing facts and to request the recognition of the loss for purposes of [replacement/re-issuance/record correction/other purpose].
IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of __________ 20__, in [City/Province], Philippines.
______________________________
[Name of Affiant]
[Government ID Type & No.; Date/Place of Issue]
JURAT
SUBSCRIBED AND SWORN to before me this ___ day of __________ 20__, in [City/Province], Philippines. Affiant personally appeared before me and presented the above-stated competent evidence of identity. I have verified his/her identity and that he/she voluntarily signed and swore to this affidavit.
Doc. No. ___;
Page No. ___;
Book No. ___;
Series of 20__.How to customize:
- Replace the “For:” line with the specific item (e.g., “UMID Card,” “LTO OR/CR,” “Bank Passbook”).
- List only the identifiers the recipient requires (don’t overshare numbers).
B) Filipino template (pinaikling bersyon)
SINUMPAANG SALAYSAY NG PAGKAWALA
(Para sa: ____________________)
Ako si [BUONG PANGALAN], nasa wastong gulang, [pagkamamamayan], [katayuang sibil], naninirahan sa [kumpletong tirahan], matapos manumpa alinsunod sa batas, ay nagsasabi na:
1) Ako ang lehitimong may-ari/tagapagdala ng:
- Uri: ____________________
- Numero/Identipikasyon: ____________________
- Inisyu ng: ____________________ noong ____________________ sa ____________________.
2) Noong [petsa], sa [lungsod/munisipyo, lalawigan], aking napag-alamang nawawala ang nabanggit na dokumento/bagay. Huli ko itong hawak noong [petsa/oras] sa [lugar/pangyayari].
3) Sa kabila ng masusing paghahanap, hindi ko ito matagpuan at naniniwalang ito ay [nawala/nakalimutan/ninakaw] sa paraang hindi matiyak.
4) Hindi ko ito ipinagbili, ipinangako, isinangla, o ipinagkaloob kaninuman at walang ibang may karapatang gumamit nito.
5) Kapag natagpuan ang orihinal, aking isusuko ito sa [ahensiya] at hindi ko na ito gagamitin.
6) Ginagawa ko ang Sinumpaang Salaysay na ito upang patunayan ang mga nasasaad at upang humiling ng [kapalit/muling pag-iisyu/pagwawasto ng record/ibang layunin].
LAGDA ngayon ika-___ ng __________ 20__, sa [Lungsod/Lalawigan], Pilipinas.
______________________________
[Pangalan ng Nag-aakda]
[Uri at Numero ng Government ID; Petsa/Lugar ng Pag-isyu]
JURAT
NANUMPA AT LUMAGDA sa aking harapan ngayong ika-___ ng __________ 20__, sa [Lungsod/Lalawigan], Pilipinas. Ang nag-aakda ay kusang lumitaw at nagpakita ng nabanggit na katibayan ng pagkakakilanlan.
Doc. No. ___;
Page No. ___;
Book No. ___;
Series of 20__.8) Special notes by item type (high-level)
Always follow the recipient’s latest checklist. The points below are typical but not universal.
- Bank passbook/ATM/checks: Expect an incident report, signature verification, card/passbook replacement fees, and sometimes an account hold period.
- LTO OR/CR / plates: Prepare a clear plate/CS number and vehicle details. Loss of plates or stickers can require separate affidavits or reports.
- PRC license/ID: Often paired with an application for replacement ID/PRC card; bring PRC Number and exam details if relevant.
- Corporate share certificates: Issuers commonly require an Affidavit of Loss with an undertaking and may impose publication and indemnity bond before issuing a replacement.
- Academic credentials: Registrars may ask for an Affidavit of Loss plus an application form and processing fee; some require waiting periods.
9) Common mistakes to avoid
- Vague details (“Sometime last year…”). Use specific dates/places where possible.
- Pre-signing before notarization. For a jurat, signing must be in the notary’s presence.
- Wrong venue/commission in the notarial block. Keep venue consistent with the notary’s commission.
- Over-disclosure of personal data in attachments. Provide only what the recipient needs.
- Using an acknowledgment instead of a jurat for a sworn statement. Affidavits typically use a jurat.
10) Quick checklist before you visit the notary
- Drafted affidavit (unsigned).
- Government ID(s) that match the affidavit details.
- Any supporting documents (old photocopies, receipts, screenshots or emails proving ownership).
- Application form of the recipient agency (if you already have it).
- Cash for notarial fee and photocopies.
- If your IDs are also lost: check if the notary accepts credible witnesses or alternative proof.
11) Frequently asked questions
Q: Do I always need a police report? A: Not always. Many institutions accept an Affidavit of Loss alone for simple re-issuances. Some—especially where fraud risk is higher (banking, vehicle identifiers, plates, corporate shares)—may require a police blotter or additional steps.
Q: How many copies should I prepare? A: One original for the recipient, one for your records. If multiple recipients need originals, have the notary issue several originals (or certified copies).
Q: Can someone else execute it for me? A: Generally, the owner should execute the affidavit. If unavailable, a representative may execute an affidavit of knowledge plus a SPA (special power of attorney) if the recipient allows.
Q: How long is it valid? A: There’s no fixed “expiry,” but recipients often require the affidavit to be recent (e.g., executed within the last 3–6 months).
12) Mini-templates for common items
Affidavit of Loss – UMID/SSS ID (purpose line): “…to request the Social Security System to issue a replacement UMID/SSS ID in my name.”
Affidavit of Loss – LTO OR/CR: “…to request the Land Transportation Office to process the replacement of my lost Original Certificate of Registration and Official Receipt for Vehicle Plate No. ______ / MV File No. ______.”
Affidavit of Loss – Bank Passbook/ATM: “…to request [Bank Name] to cancel the lost passbook/ATM and issue a replacement, with the understanding that the original, if later found, shall be surrendered.”
Affidavit of Loss – Company/School ID: “…to request [Company/School] to issue a replacement ID and update its security and records accordingly.”
13) Final practical pointers
- Keep photos/scans of important documents stored securely for future reference.
- After filing your affidavit, follow the recipient’s replacement workflow promptly (appointments, fees, forms).
- If the lost item is sensitive (e.g., ATM card, checkbook), report the loss immediately to prevent misuse—don’t rely on the affidavit alone.