Introduction

An Affidavit of Loss is one of the most common notarized documents used in the Philippines. It is usually required when a person loses an identification card, certificate, passbook, title, receipt, official document, company property, school credential, government-issued document, or other item whose loss must be formally declared before a third party will issue a replacement or take further action.

Despite its routine nature, the Affidavit of Loss carries legal consequences. It is not merely a formality. It is a sworn written statement made under oath, and because it is typically notarized, it is expected to comply with Philippine notarial rules. One recurring issue is whether the affiant’s signature must be a “wet ink” signature, meaning a handwritten signature physically placed on the printed affidavit using a pen.

In the Philippine legal and practical setting, the safest and generally expected answer is yes: an Affidavit of Loss intended for notarization should bear the affiant’s original wet ink signature, signed personally before the notary public, unless a specific law, rule, platform, or receiving agency expressly accepts electronic notarization, digital signatures, or remote procedures.

What Is an Affidavit of Loss?

An Affidavit of Loss is a sworn declaration stating that the affiant lost a particular document, item, credential, or property. It usually contains the affiant’s personal details, a description of the lost item, the circumstances of the loss, efforts made to locate it, and a statement that the affidavit is being executed for purposes such as securing a replacement, notifying an institution, or protecting the affiant from unauthorized use.

Common examples include affidavits for lost:

government IDs;
passports, driver’s licenses, or PRC IDs;
school IDs and records;
certificates of registration;
official receipts;
land title owner’s duplicate certificates;
passbooks, ATM cards, or bank documents;
company IDs, equipment, or documents;
SIM cards;
receipts, invoices, or business records.

The affidavit is usually submitted to a government office, school, bank, employer, insurance company, court, registry, or private institution.

Why Signature Requirements Matter

The signature is central to an affidavit. It shows that the affiant adopts the statements as his or her own. In a notarized affidavit, the signature also links the affiant to the oath or acknowledgment administered by the notary public.

A defective signature may cause the document to be rejected by the receiving office. Worse, if the affidavit is used in a legal proceeding or official transaction, an irregular signature may raise questions about authenticity, voluntariness, identity, and compliance with notarial rules.

In practice, the issue is not only whether the affidavit contains a signature. The more important questions are:

Was the affidavit personally signed by the affiant?
Was the signature original, not merely copied, scanned, pasted, stamped, or printed?
Did the affiant personally appear before the notary public?
Did the notary verify the affiant’s identity through competent evidence of identity?
Was the affidavit sworn to or acknowledged in accordance with notarial rules?

For ordinary notarized affidavits in the Philippines, these requirements usually point toward a wet ink signature.

Meaning of “Wet Ink Signature”

A wet ink signature is a handwritten signature made directly on a physical document using ink. It is the traditional form of signing paper legal documents. In the context of an Affidavit of Loss, it means that the affiant personally signs the printed affidavit, usually above the affiant’s printed name, before the document is notarized.

A wet ink signature is different from:

a scanned signature inserted into a Word or PDF file;
a photograph of a signature pasted into a document;
a typed name in a signature line;
a rubber-stamped signature;
a digital signature using cryptographic authentication;
an electronic signature made through an online signing platform;
a signature printed by a computer.

While electronic signatures may be legally recognized in certain transactions, notarized affidavits remain a more formal category because they involve a notarial act, personal appearance, identity verification, and administration of oath or acknowledgment.

General Rule in Philippine Notarial Practice

For a traditional notarized Affidavit of Loss, the affiant must personally appear before the notary public and sign the affidavit in the presence of the notary, or at least personally acknowledge that the signature on the document is his or hers, depending on the notarial act involved.

In ordinary practice, notaries require the affiant to bring a printed copy of the affidavit, present valid identification, and sign the document by hand. The notary then completes the jurat or acknowledgment, signs, affixes the notarial seal, and records the notarial act in the notarial register.

Because of this process, a wet ink signature is not just preferred. It is usually treated as part of the proper notarization process.

Jurat vs. Acknowledgment in an Affidavit of Loss

An Affidavit of Loss usually uses a jurat, not a mere acknowledgment. A jurat is the notarial portion where the affiant swears or affirms that the contents of the affidavit are true and correct. The notary administers an oath or affirmation and certifies that the affiant personally appeared, was identified, and swore to the document.

This is important because an affidavit is, by nature, a sworn statement. If the document merely says that the affiant “acknowledged” the instrument, but does not swear to the truth of the facts, it may not function as a proper affidavit.

A typical jurat states that the affidavit was “subscribed and sworn to” before the notary. “Subscribed” refers to the act of signing. “Sworn to” refers to the oath or affirmation.

Because the jurat usually certifies that the affidavit was subscribed before the notary, the affiant’s handwritten signature is expected to be placed on the document in connection with the notarial act.

Personal Appearance Requirement

A key principle of Philippine notarization is personal appearance. The notary public is not supposed to notarize a document if the affiant did not personally appear. The notary must verify the identity of the person signing and confirm that the person is the same person named in the document.

This is one reason a scanned or pasted signature is problematic. If a person emails a signed affidavit to a notary and asks the notary to notarize it without appearing, the notarial act would be questionable. The problem is not merely the lack of wet ink; it is the absence of personal appearance and proper identification.

The notarial system is designed to prevent fraud. A wet ink signature made in the presence of the notary helps establish that the affiant personally executed the document.

Competent Evidence of Identity

For notarization, the affiant must present competent evidence of identity. In practical terms, this usually means a current government-issued identification document with a photograph and signature, such as a passport, driver’s license, UMID, SSS ID, GSIS ID, PRC ID, voter’s ID where accepted, senior citizen ID, or other official identification accepted by the notary.

The notary records the identification details in the notarial register and often includes them in the jurat. Some notaries may also require the affiant to provide a photocopy of the ID.

The signature on the ID may be compared with the signature on the affidavit. This comparison is another reason original handwritten signing matters in practice.

Are Electronic Signatures Valid for an Affidavit of Loss?

The Philippines recognizes electronic documents and electronic signatures in certain contexts. However, the practical problem is that a notarized affidavit is not merely a private document with a signature. It is a sworn and notarized document that must comply with notarial rules.

An electronic signature may be valid for many commercial or administrative transactions, but that does not automatically mean that every notary public, government office, bank, school, registry, or private institution must accept an electronically signed Affidavit of Loss.

For ordinary use, especially when the affidavit must be notarized, a wet ink signature remains the safest and most widely accepted form.

Electronic signatures may become relevant where a specific agency, platform, court, or rule expressly allows electronic documents, electronic notarization, or digital submission. But unless that acceptance is clear, relying on an electronic signature for an Affidavit of Loss is risky.

Are Scanned Signatures Acceptable?

A scanned signature is generally not advisable for a notarized Affidavit of Loss. It may be rejected because it does not prove that the affiant personally signed the document before the notary. It can also be copied and reused easily, which creates authenticity concerns.

A scanned signature may be tolerated in informal or preliminary submissions, such as sending an advance copy by email. But when the receiving institution asks for a notarized original, the document should normally contain the original wet ink signature of the affiant and the original notarial signature and seal.

A scanned notarized affidavit may also be accepted temporarily by some offices for online filing or pre-screening, but the original may still be required later.

Are Digital Signatures Acceptable?

A digital signature is not the same as a scanned signature. A true digital signature uses technical authentication to verify the signer and detect alteration. Digital signatures may have legal recognition under Philippine electronic commerce rules.

However, the acceptance of a digitally signed Affidavit of Loss depends on the purpose, the receiving institution, and whether the notarial component is also validly handled. A digitally signed affidavit that is not properly notarized may not satisfy a requirement for a notarized affidavit.

Where the receiving agency or institution expressly permits digitally signed and electronically notarized documents, digital signing may be acceptable. Without that express acceptance, the conservative approach is to use a wet ink signature.

Can a Notary Notarize a Photocopy or Printed Scan?

A notary should notarize the document actually presented for notarization, with the affiant personally appearing and the appropriate signature on the document. If the document is merely a photocopy of a previously signed affidavit, notarization may be improper unless the notarial act is specifically limited to certifying a copy, and even then, the rules and purpose must be observed.

For an Affidavit of Loss, the better practice is to print the final version and have the affiant sign the original document in wet ink before the notary. The notary should then notarize that original document.

Photocopies or scanned copies may be made afterward for submission, but many offices still require the original notarized affidavit or at least inspection of the original.

Is a Wet Ink Signature Required on Every Page?

Generally, the affiant signs at the end of the affidavit above the printed name. For a short one-page Affidavit of Loss, this is usually enough.

For multi-page affidavits, notaries and receiving offices may require the affiant to initial each page or sign on the margins of each page. This is not only a formality; it helps prevent page substitution. If attachments are included, they may also be marked or referenced in the affidavit.

A prudent practice is to initial every page and sign the final page in full, especially if the affidavit is lengthy, contains important details, or will be submitted to a strict institution.

Who Must Sign the Affidavit?

The person who has personal knowledge of the loss must sign the Affidavit of Loss. Usually, this is the owner, holder, custodian, authorized representative, parent, guardian, corporate officer, or person responsible for the lost item.

Examples:

If an adult loses his driver’s license, he signs the affidavit.
If a minor loses a school ID, a parent or guardian may execute the affidavit, depending on the school’s requirements.
If a company document or asset is lost, the responsible employee or authorized officer may execute the affidavit.
If a corporation executes the affidavit, the signatory should have authority, such as through a board resolution, secretary’s certificate, or position-based authority, depending on the transaction.
If the affiant cannot sign, special rules may apply, such as signing by mark, assistance from a disinterested witness, or other safeguards acceptable to the notary.

The notary must be satisfied that the person signing is competent and properly identified.

What If the Affiant Is Abroad?

If the affiant is outside the Philippines, the affidavit may need to be executed before a Philippine Embassy or Consulate, or before a foreign notary with proper authentication or apostille, depending on where it will be used.

For Philippine use, a consularized or apostilled document may be required. The affiant abroad should not simply email a scanned signature to someone in the Philippines for local notarization, because the affiant did not personally appear before the Philippine notary.

In this situation, the wet ink signature is usually placed before the consular officer, foreign notary, or authorized official abroad. The document is then authenticated in the manner required for use in the Philippines.

What If the Affiant Cannot Personally Go to a Notary?

If the affiant cannot personally appear before a notary, the affidavit should not be notarized in the ordinary way. Personal appearance is a core safeguard. The person may need to look for lawful alternatives, such as:

executing the affidavit before a notary who can lawfully attend to the affiant;
using consular notarization if abroad;
checking whether the receiving agency accepts a different form of declaration;
using a representative only if the representative has personal knowledge and authority;
submitting an explanation or alternative document if permitted.

A representative cannot truthfully swear to facts outside personal knowledge unless the affidavit is carefully drafted to reflect what the representative actually knows and the basis of authority.

Common Receiving Institution Requirements

Different institutions impose their own practical requirements. Even when the law generally recognizes certain forms of signing, the receiving office may have stricter documentary rules.

Common requirements include:

original notarized Affidavit of Loss;
wet ink signature of affiant;
valid government ID of affiant;
photocopy of lost document, if available;
police report, especially for lost IDs, passports, licenses, or valuable documents;
proof of ownership or authority;
authorization letter or special power of attorney if a representative will transact;
payment of replacement fees;
publication or court proceeding for certain lost land titles or negotiable instruments.

For high-value or registry documents, an Affidavit of Loss may not be enough. Additional legal steps may be required.

Affidavit of Loss for Land Titles

A lost owner’s duplicate certificate of title is a special case. While an Affidavit of Loss is commonly required, it does not by itself authorize the issuance of a new title. The owner may need to go through a judicial or administrative process, depending on the circumstances and applicable land registration rules.

Because land titles involve property rights and possible fraud, signatures, notarization, identity verification, and authority are treated strictly. A wet ink notarized affidavit is strongly advisable, and the affiant should expect additional requirements beyond the affidavit.

Affidavit of Loss for Passport or Government ID

Government agencies commonly require a notarized Affidavit of Loss for replacement of lost documents. Some agencies may also require a police report or additional forms.

Because government offices often examine the formal validity of affidavits, wet ink signatures are strongly recommended. A scanned or electronically signed affidavit may be rejected unless the agency’s online system expressly allows that method.

Affidavit of Loss for Banks and Financial Documents

Banks tend to be strict with identity and signature verification. For lost passbooks, checks, ATM cards, certificates, or bank documents, a notarized Affidavit of Loss with a wet ink signature is usually expected. Banks may compare the signature with specimen signatures on file.

A pasted image of a signature is especially risky in banking transactions because it does not provide the same assurance as a personally signed document.

Affidavit of Loss for Schools and Employment

Schools and employers may require an Affidavit of Loss for lost IDs, records, equipment, uniforms, or clearances. Some may accept simple internal forms, while others require notarized affidavits.

Even if the lost item is minor, a wet ink signature is still the safer option when the affidavit is notarized. For internal, non-notarized declarations, the institution may accept an electronic signature depending on its own rules.

The Notary’s Signature and Seal Must Also Be Original

The affiant’s wet ink signature is not the only relevant signature. The notary public’s signature and notarial seal are also important. An original notarized affidavit usually bears:

the affiant’s original handwritten signature;
the notary’s original signature;
the notarial seal;
notarial details such as commission number, roll number, PTR, IBP, office address, and validity of commission;
notarial register details, including document number, page number, book number, and series year.

A photocopy of a notarized affidavit may be useful for records, but where an “original notarized affidavit” is required, the original document should be submitted or presented.

Defects That May Lead to Rejection

An Affidavit of Loss may be rejected or questioned if:

the affiant did not sign it;
the signature is only typed, scanned, copied, or pasted;
the affidavit was signed after notarization;
the notarial portion is blank or incomplete;
the jurat does not state that the document was subscribed and sworn to;
the affiant did not personally appear before the notary;
the notary did not verify competent evidence of identity;
the notary’s commission had expired;
the notarial seal is missing;
the document contains erasures or alterations not initialed by the affiant;
the affidavit lacks sufficient details about the lost item;
the affidavit is inconsistent with other submitted documents;
the affidavit was notarized in a place where the notary was not authorized to act.

Legal Consequences of a False Affidavit of Loss

An Affidavit of Loss is made under oath. A person who knowingly makes false statements in an affidavit may face legal consequences. Depending on the facts, possible issues may include perjury, falsification, fraud, or administrative liability.

For example, falsely claiming that an ID, certificate, title, passbook, receipt, or company property was lost may be used to obtain a duplicate document, conceal unauthorized possession, avoid liability, or support a fraudulent transaction. Because of this, institutions rely on notarization and original signatures as safeguards.

Best Practices for Signing an Affidavit of Loss

The safest practice is as follows:

Prepare a complete and accurate affidavit.
Use the affiant’s full legal name as shown on valid identification.
Clearly describe the lost item.
State when, where, and how the loss was discovered, as accurately as possible.
Avoid exaggerated or speculative statements.
Print the final affidavit.
Personally appear before a duly commissioned notary public.
Bring valid government-issued identification.
Sign the affidavit in wet ink before the notary.
Initial each page if the affidavit has more than one page.
Review the notarial details before leaving.
Keep photocopies or scanned copies for personal records.
Submit the original notarized affidavit if the receiving institution requires an original.

Sample Signature Block

A simple affiant signature block may appear as follows:

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

[Name of Affiant] Affiant

The affiant should sign on the line in wet ink.

Sample Jurat

A typical jurat may read:

SUBSCRIBED AND SWORN TO before me this ___ day of __________ 20___ in __________, Philippines, affiant personally appearing before me and exhibiting competent evidence of identity as follows:

Name: __________________________ Government ID: __________________ ID Number: ______________________ Date/Place Issued: _______________

This wording may vary depending on the notary’s format and current notarial requirements. The notary public should complete the notarial portion.

Practical Rule of Thumb

For Philippine use, assume that an Affidavit of Loss must be printed, personally signed in wet ink, and notarized through personal appearance unless the receiving office clearly says otherwise.

Do not rely on a scanned, pasted, typed, stamped, or electronically inserted signature when the document is intended to be a notarized affidavit. Even if such a document looks complete, it may fail the practical requirements of notarization and institutional acceptance.

Conclusion

In the Philippines, an Affidavit of Loss is a sworn legal document, not a casual declaration. Because it is usually notarized, the affiant’s personal appearance, proper identification, oath, and signature are essential. The wet ink signature remains the standard and safest method for execution.

Electronic or digital signatures may have a role in certain legally recognized electronic transactions, but they do not automatically replace the traditional requirements of a notarized affidavit. Unless an agency, court, bank, school, employer, or other receiving institution expressly accepts electronic execution or electronic notarization, the prudent course is to use an original wet ink signature and obtain proper notarization.

For important documents, high-value property, land titles, banking instruments, corporate records, or documents to be used in legal proceedings, parties should treat signature and notarization requirements strictly and seek legal advice where necessary.