Quick answer

Yes. You may have an Affidavit of Loss notarized even if you have no valid government-issued ID—but only if the notary can lawfully establish your identity through another method allowed by the Supreme Court’s notarial rules.

For a paper affidavit, the usual alternatives are:

You are genuinely and personally known to the notary public; or
One credible witness who personally knows you, is personally known to the notary, and is not involved in the document or transaction identifies you under oath; or
Two credible witnesses who personally know you, are not involved in the document or transaction, identify you under oath, and present acceptable identification to the notary.

A cedula, birth certificate, photocopy of a lost ID, company ID, or police report does not automatically replace the identification required for notarization. Contact the notary before going because the notary must evaluate the original documents, the witnesses, and the circumstances and may properly refuse the notarization if identity cannot be established.

Why identification is required

An Affidavit of Loss is ordinarily signed under oath through a jurat. The affiant must:

Personally appear before the notary;
Be personally known to the notary or identified through competent evidence of identity;
Sign the affidavit in the notary’s presence; and
Swear or affirm that its contents are true.

These requirements come from the Supreme Court’s 2004 Rules on Notarial Practice, as amended. Notarization is not a clerical formality: it converts a private document into a public document entitled to evidentiary weight. The Supreme Court has therefore repeatedly required notaries to verify identity carefully.

The ordinary rule: present a current official ID

Under Rule II, Section 12, competent evidence of identity generally includes at least one current identification document issued by an official agency bearing the individual’s photograph and signature.

The Rules give examples such as a passport, driver’s license, PRC ID, government-service card, senior-citizen card, seaman’s book, alien registration document, and certain government certifications. The list is not exclusive, but the document still must satisfy the applicable requirements and allow the notary to verify the bearer.

An ID that has expired ordinarily does not satisfy the requirement that the document be “current.” A notary may also reject an apparently altered, damaged, unverifiable, inconsistent, or insufficient document.

If you have no valid ID

Option 1: Use a notary who personally knows you

A notary may identify you through genuine personal knowledge. This means firsthand knowledge of your identity and personal circumstances acquired independently—not simply meeting you at the notarial office, interviewing you that day, or being introduced immediately before notarization.

The Supreme Court explained this standard in Unite v. Guzman, A.C. No. 12062, July 2, 2018. Merely saying that the signer is “known” to the notary does not necessarily establish the personal knowledge contemplated by the Rules.

Do not ask a notary to state that they personally know you when they do not.

Option 2: Bring one qualified credible witness

One witness may identify you if all of these conditions are met:

The witness personally knows you;
The witness is personally known to the notary;
The witness is not privy to, involved in, or interested in the document or transaction; and
The witness is willing to take an oath or affirmation concerning your identity.

This option is most practical when a notary has a long-standing client, colleague, employee, neighbor, or other acquaintance who also personally knows the affiant. The relationship must be genuine and acceptable to the notary.

Option 3: Bring two qualified credible witnesses

If no single witness is personally known to the notary, the Rules permit identification through two credible witnesses. Both must:

Personally know you;
Be able to identify you from personal knowledge;
Have no participation or interest in the affidavit or related transaction;
Take the required oath or affirmation; and
Present documentary identification to the notary.

Ask the notary in advance what identification each witness must bring. As a practical precaution, each witness should bring an original, current government-issued identification document bearing a photograph and signature.

A relative is not automatically disqualified, but a person who is a claimant, beneficiary, transferee, representative in the transaction, or otherwise interested in the affidavit may not be an appropriate disinterested witness. The notary makes the final professional assessment.

Documents that usually do not solve the problem by themselves

Cedula or community tax certificate

A cedula alone is not competent evidence of identity when it does not bear the required photograph and signature. The Supreme Court expressly applied this rule in Unite v. Guzman.

Birth or marriage certificate

A PSA certificate is important evidence of civil status and recorded facts, but it ordinarily has no photograph and signature connecting the person presenting it to the record. It can support your explanation but does not, by itself, satisfy the usual notarial-identification requirement.

Photocopy or photograph of the lost ID

A copy can help establish the number, name, and appearance of the lost document. It is not “current identification” merely because the original ID was valid when copied. The notary must decide whether it has any supporting value and still must use a lawful means of identifying you.

Police report or blotter entry

A police report can document when and where a theft or loss was reported. It does not ordinarily prove that the person appearing before the notary is the person named in the report. Some issuing agencies require a police report, particularly for theft or the loss of a still-valid document, but it does not automatically replace notarial identification.

Barangay documents

The amended notarial rules list barangay certification among examples of official documents. Whether a particular certification is sufficient depends on whether it is current, authentic, and contains the identifying features required by the Rules. A basic barangay clearance without a photograph and signature should not be assumed sufficient. Confirm the notary’s requirements before obtaining one.

School, employer, or private membership ID

A private ID is not ordinarily a document “issued by an official agency.” It may support the surrounding facts but generally should not be treated as a substitute for competent evidence of identity.

What about the National ID?

Republic Act No. 11055 provides that the PhilID is official proof of identity and, subject to authentication, must be accepted in covered public and private transactions. See the Philippine Identification System Act.

However, paper notarization remains subject to the Supreme Court’s identification rules. Different National ID forms and presentations—such as the physical card, printed Digital National ID, or an image displayed on a device—may not all contain the same visible features or permit the same authentication. Do not assume that a screenshot, photocopy, or unauthenticated printout must be accepted. Show the official form available to you and allow the notary to verify it.

Electronic notarization is not an automatic workaround

The Supreme Court’s Rules on Electronic Notarization recognize electronic and remote electronic notarial acts under a regulated system. They also expressly state that paper documents bearing handwritten signatures or marks continue to be governed by the 2004 Rules on Notarial Practice.

Electronic notarization requires a properly commissioned electronic notary, an eligible electronic document, compliant identity proofing, and use of the prescribed platform and procedures. A video call with an ordinary notary or sending a signed affidavit through chat is not enough. See the Supreme Court’s Rules on Electronic Notarization, A.M. No. 24-10-14-SC and official eNotarization FAQs.

For most people seeking a paper Affidavit of Loss without an ID, qualified credible witnesses remain the more practical route.

What the affidavit should contain

The receiving institution may provide its own form. If it does, use that form unless instructed otherwise. A complete affidavit commonly states:

Your full legal name, age or legal capacity, citizenship, and present address;
Your ownership, lawful possession, or entitlement concerning the missing item;
A precise description of the lost item;
Relevant numbers, such as an account, card, certificate, policy, passport, license, serial, or document number, if known;
The approximate date, place, and circumstances of the loss;
The efforts made to search for the item;
Whether the item is believed lost, stolen, destroyed, or retained by another person;
That the loss was not deliberately caused to conceal an unlawful transfer or improper use, if true;
The purpose for executing the affidavit, such as cancellation, replacement, or reissuance; and
Any truthful undertaking required by the recipient, such as surrendering the original if it is later recovered.

State only facts you know to be true. If the exact date, location, or document number is unknown, say that it is unknown or give an honest approximation. Do not invent details to make the affidavit appear complete.

Practical step-by-step process

Contact the institution that will receive the affidavit. Ask for its current checklist, prescribed wording, number of copies, supporting documents, deadlines, and whether a police report is required.
Call a commissioned notary before visiting. Explain clearly that you have no current official ID. Ask whether the notary will use one personally known credible witness or two identified credible witnesses.
Choose witnesses who truly know you. They should have firsthand knowledge of your identity and no interest in the affidavit or related transaction.
Ask what the witnesses must bring. Normally this should include their original current government-issued IDs. The notary may require additional documents or information.
Gather supporting records. Bring any copy, photograph, receipt, account statement, issuance record, email, claim stub, reference number, or other document identifying the lost item and connecting it to you.
Prepare an accurate account of the loss. Record when you last had the item, when you discovered the loss, where you searched, and what reports or cancellation requests you made.
Do not sign in advance unless the notary directs otherwise. For a jurat, you must sign in the notary’s presence and take an oath or affirmation.
Review every detail before swearing. Check names, dates, addresses, document numbers, and the stated purpose. Strike out or complete blank spaces.
Keep a complete copy. Retain the signed and notarized affidavit, receipt, attachments, and proof of submission.
Submit it through the recipient’s official channel. Obtain an acknowledgment, transaction number, stamped receiving copy, or confirmation email.

Evidence worth preserving

Keep copies or screenshots of:

The lost document, if previously photographed or scanned;
Receipts, issuance records, account statements, or emails showing ownership;
Reports made to the issuing agency, bank, school, employer, police, or barangay;
Dates, reference numbers, names of personnel contacted, and branch locations;
Requests to block cards, accounts, SIMs, checks, or credentials;
Suspicious messages, transactions, login alerts, or attempted use after the loss;
The IDs and contact details of credible witnesses, with their consent;
The final affidavit and all attachments; and
Proof that the recipient received the affidavit.

Preserve original electronic messages and files where possible rather than relying only on cropped screenshots.

Deadlines and agency-specific requirements

There is no single nationwide deadline that applies to every Affidavit of Loss. The deadline and supporting documents depend on what was lost and on the rules of the issuing or receiving institution.

Report the loss immediately if it involves:

A bank card, checkbook, passbook, or online-banking credential;
A SIM, phone, authentication device, or account-access token;
A passport or immigration document;
A government license or professional credential;
A land title, negotiable instrument, stock certificate, or similar valuable document; or
Any document already being used for unauthorized transactions.

The affidavit does not itself block an account, cancel a card, invalidate a passport, or guarantee issuance of a replacement. Complete the issuer’s separate reporting and replacement process.

Common mistakes to avoid

Treating the affidavit as a replacement for reporting the loss to the issuer;
Presenting only a cedula, birth certificate, police report, or photocopy of the lost ID;
Bringing witnesses who do not actually know the affiant;
Using a beneficiary or interested participant as a credible witness;
Signing before appearing before the notary;
Asking someone else to appear or sign for the affiant;
Leaving important blanks in the affidavit;
Guessing dates, numbers, or circumstances instead of identifying them as unknown;
Claiming an item was stolen when the facts establish only that it is missing;
Using a generic form that omits the receiving institution’s required statements;
Assuming notarization proves ownership or guarantees replacement; and
Using a notary who does not require personal appearance or proper identification.

When legal help is urgent

Consult a Philippine lawyer promptly if:

The supposedly “lost” item is being withheld by another person;
Ownership, possession, succession, or authority to request replacement is disputed;
The document concerns land, corporate shares, negotiable instruments, court evidence, or a large financial interest;
Unauthorized transactions, identity theft, forgery, or impersonation have occurred;
The affidavit has already been rejected because of inconsistent records;
You previously signed an affidavit containing an important error;
Someone asks you to omit, change, or fabricate material facts;
A demand letter, subpoena, complaint, or court deadline is involved; or
The missing document may be used to harm another person or transfer property.

For theft, fraud, or continuing unauthorized use, make the appropriate report and notify the issuer immediately. An affidavit should not delay protective action.

Frequently asked questions

Can a notary accept an expired ID?

Ordinarily, an expired ID does not meet the requirement of a current identification document. It may support other records, but the notary still needs a lawful basis for identifying you.

Is a cedula enough?

Generally, no. A cedula without a photograph and signature is not competent evidence of identity for notarization.

Can my parent, sibling, spouse, or friend be a credible witness?

Possibly, if the person truly knows you, satisfies the applicable witness requirements, and is not privy to or interested in the affidavit or related transaction. Relationship alone neither automatically qualifies nor disqualifies the witness.

Do I need one witness or two?

One witness is sufficient only when that witness personally knows you and is personally known to the notary. Otherwise, the Rules provide for two credible witnesses who each personally know you and present documentary identification.

Can a police officer, barangay official, or lawyer identify me?

Only if the person satisfies the applicable credible-witness requirements. Holding an official position or profession does not by itself establish your identity.

Is a police report always required?

No general rule makes a police report mandatory for every lost item. The issuer may require one, particularly for theft, fraud, a valid passport, or a valuable document. Follow the recipient’s current checklist.

Can the notary refuse even if I bring two witnesses?

Yes. A notary must refuse if identity is not satisfactorily established or if there are doubts about the document, the witnesses, the affiant’s willingness or capacity, or the lawfulness or truthfulness of the act.

Can someone notarize the affidavit without my appearance?

No, not as an ordinary paper jurat. You must personally appear, sign in the notary’s presence, and take the oath or affirmation. Electronic notarization is a separate regulated process, not permission to skip lawful appearance and identity proofing.

Does the affidavit automatically entitle me to a replacement?

No. It records sworn facts concerning the loss. The issuing institution may require proof of ownership, payment, a waiting or verification period, a police report, indemnity documents, publication, or other steps authorized by its governing rules.

Is there a standard government price for an Affidavit of Loss?

There is no single nationwide fee for every affidavit and circumstance. Ask for the notary’s fee and an official receipt where applicable. Separate replacement, verification, publication, or agency charges may also apply.

Official legal sources

This article provides general Philippine legal information, not legal advice or a substitute for reviewing the receiving institution’s current requirements. Application of the rules may depend on the document, available records, witnesses, and the notary’s lawful assessment. Sources and procedures were checked as of September 3, 2026.