Affidavit of Loss for PhilHealth ID (Philippines)
A comprehensive legal guide
1. What Is an Affidavit of Loss?
An Affidavit of Loss is a sworn written declaration made under oath before a notary public (or Philippine consul abroad) stating that a document or property has been lost, destroyed, or stolen. It serves two principal purposes:
- Evidentiary – It replaces the lost document as proof that the owner no longer possesses it.
- Protective – It publicly disowns any future use of the lost item, limiting the affiant’s liability.
Because PhilHealth benefits hinge on showing proof of membership, PhilHealth requires a duly notarized Affidavit of Loss before it will issue a replacement PhilHealth Identification Card (in plastic, PVC, or paper form) or a Member Data Record (MDR).
2. PhilHealth ID at a Glance
| PhilHealth ID Type | Typical Use | Issuance Authority |
|---|---|---|
| PhilHealth Member Data Record (MDR) | Detailed record of membership category, dependents, employer. Required by many hospitals. | Any PhilHealth Local Health Insurance Office (LHIO). |
| PhilHealth PVC/Plastic Card | Pocket-size ID with picture and PIN, used for day-to-day identification. | LHIO; some employers facilitate bulk issuance. |
| PhilHealth Konsulta Card (under UHC law) | Pilot digital/QR code card linked to Konsulta provider. | Selected Konsulta facilities. |
Losing any of these triggers essentially the same replacement workflow: affidavit, valid government ID, and PhilHealth Form PMRF (PhilHealth Member Registration Form).
3. Legal Framework
| Area | Reference | Key Takeaways |
|---|---|---|
| Notarization | 2004 Rules on Notarial Practice (as amended) | Affidavit must be signed in the notary’s presence; notary satisfies himself of identity via competent evidence (e.g., passport, driver’s license). |
| PhilHealth | R.A. 7875 (NHIP), R.A. 11223 (Universal Health Care Act), Implementing Rules & PhilHealth Circulars | PhilHealth offices may require an Affidavit of Loss for ID replacement; they may collect a minimal card re-issuance fee. |
| False Statements | Art. 171, Revised Penal Code | Falsification of public documents is punishable by imprisonment. |
| Data Privacy | R.A. 10173 | The Affidavit contains personal data; treat copies securely. |
| Remote Notarization | OCA Circ. 335-2020; A.M. No. 02-8-13-SC | Electronic notarization remains valid if done according to Interim Rules (mostly during pandemic peaks). |
4. Who May Execute the Affidavit?
- Member-Affiant – The registered PhilHealth member aged 18 +.
- Parent/Guardian – For minor members or dependents.
- Authorized Representative – Must present a Special Power of Attorney (SPA) plus his/her own IDs.
- Overseas Filipinos – May execute before the nearest Philippine Embassy/Consulate (consular notarization).
5. Essential Elements of the Affidavit
Title – “Affidavit of Loss”.
Affiant’s Personal Circumstances – Full name, age, civil status, citizenship, residential address, PhilHealth Identification Number (PIN).
Statement of Facts
- Description of the lost ID (MDR/PVC card).
- Date, place, and manner of loss (e.g., pick-pocketed, misplaced during typhoon).
- Assertion that diligent search or inquiry was made but the ID could not be found.
Undertakings/Declarations
- That the ID has not been transferred to another person.
- That if later found, the affiant will surrender it to PhilHealth for cancellation.
- A request that PhilHealth issue a replacement.
Signature & Date – Affiant signs in ink in the notary’s presence.
Jurat – The notary’s section stating that the affiant “subscribed and swore to” the statements on a given date at a given place; includes notary’s seal, signature, Commission No. and expiry, PTR and IBP numbers.
6. Fees and Valid IDs
| Item | Typical Cost (₱) | Notes |
|---|---|---|
| Notarial fee (simple affidavit) | 150–300 | Varies by city; Metro Manila often ≥ ₱250. |
| Documentary stamp tax (where applicable) | 30 | Often waived for simple personal affidavits. |
| PhilHealth card re-issuance fee | 90–150 | Pay at cashier; free if PhilHealth made the error. |
Competent evidence of identity for notarization (must be current and with photo & signature):
- Passport
- Driver’s License
- UMID
- PRC I.D.
- Voter’s I.D. / COMELEC Voter’s Certificate
- DFA-issued Postal I.D.
- One ID normally suffices; some notaries ask for two.
7. Step-by-Step Guide
A. Drafting & Notarization
- Draft or download a template; print two copies.
- Appear before a duly commissioned notary public.
- Present valid IDs.
- Sign the affidavit; pay fees; receive notarized copies (one for PhilHealth, one personal).
B. Replacing the ID at PhilHealth
Accomplish PMRF (tick “Replacement of lost ID”).
Prepare:
- Notarized Affidavit of Loss (original + photocopy)
- One other government ID (photocopy)
- Replacement fee (if any)
Book an online appointment if required (crowd-control protocols differ per branch).
Submit documents; wait for evaluation.
Pay fee; receive claim stub.
Return on scheduled release date or wait for on-the-spot printing (varies by branch).
Processing time: Same-day for PVC cards in offices with card printers; 3-7 working days elsewhere.
8. Practical Tips & FAQs
| Question | Quick Answer |
|---|---|
| Can I file the affidavit in Filipino? | Yes, but PhilHealth accepts either English or Filipino. |
| Lost again—new affidavit? | Yes. Each loss requires a new affidavit describing the new circumstances. |
| Found the old ID after replacement? | Surrender it immediately to PhilHealth or the nearest LHIO. |
| Lost while overseas? | Execute an Affidavit of Loss at the Philippine Embassy/Consulate; mail or bring it home. |
| Minor child’s PhilHealth ID lost—who signs? | Parent/guardian signs and notes the child’s details in the affidavit. |
| Digital copy acceptable? | No. PhilHealth still requires the original notarized hard copy for filing. |
| Must I report to the police? | Optional. A police blotter is not required but may be useful for identity-theft scenarios. |
| Remote notarization still accepted in 2025? | Yes, if compliant with the Interim Remote Notarization Rules; confirm branch policy first. |
9. Sample Template (for Personal Use)
AFFIDAVIT OF LOSS
I, JUAN D. DE LA CRUZ, of legal age, Filipino, married, and a resident of 123 Mabini St., Barangay Malaya, Quezon City, after having been duly sworn in accordance with law, depose and say:
- That I am the registered member of the Philippine Health Insurance Corporation (PhilHealth) bearing PhilHealth Identification Number 12-345678901-2;
- That on or about 10 May 2025, while commuting from work, I discovered that my PhilHealth PVC Identification Card and printed Member Data Record had been lost and are now beyond recovery despite diligent search;
- That said documents were neither pawned nor assigned, and should they later be found, I undertake to surrender them to PhilHealth for proper disposal;
- That I execute this Affidavit to attest to the truth of the foregoing facts and to request the issuance of a replacement PhilHealth ID and MDR.
IN WITNESS WHEREOF, I have hereunto set my hand this 15 May 2025 in Quezon City, Philippines.
(Signature over printed name) JUAN D. DE LA CRUZ Affiant
SUBSCRIBED AND SWORN TO before me this 15 May 2025 in Quezon City, Philippines. Affiant exhibited to me his Passport No. P1234567A, valid until 12 Jan 2030.
(Notarial seal & jurat)
Feel free to adjust names, dates, venues, and lost-item descriptions.
10. Data-Privacy & Security Reminders
- Photocopy only what PhilHealth asks for; redact unnecessary data before handing extra copies to other parties.
- Store digital scans in encrypted folders if keeping backups.
- Inform your employer’s HR so their PhilHealth premium remittances remain uninterrupted.
- Monitor your contribution history through the PhilHealth Member Portal to detect unauthorized claims.
11. Penalties for False or Misleading Affidavits
Making willful misstatements in a notarized affidavit constitutes Falsification of Documents (Art. 171 RPC) and/or Perjury (Art. 183 RPC). Conviction may mean:
- Prisión correccional (up to 6 years) and/or fines,
- Disqualification from government transactions,
- PhilHealth administrative sanctions, including blacklisting.
12. Emerging Practice: Digital PhilHealth ID & QR Codes
PhilHealth has begun piloting QR-coded digital IDs under the Konsulta program. Until national rollout is complete, physical IDs remain the primary accepted proof in hospitals and clinics. Consequently, an Affidavit of Loss is still mandatory when the physical ID is lost.
13. Key Takeaways
- Affidavit + Valid ID = gate pass to a replacement PhilHealth card.
- Draft accurately; sign only before the notary.
- Retain at least one notarized copy; PhilHealth keeps the original.
- Guard your new ID and memorize your PhilHealth PIN; it rarely changes.
- Treat any affidavit as a public document—falsehoods carry criminal liability.
Disclaimer: This article is for general informational purposes only and does not constitute legal advice. For case-specific guidance, consult a Philippine lawyer or the nearest PhilHealth branch.